Creating New Calendars
Modified on: Thu, 28 Jul, 2022 at 3:26 PM
Create a new calendar by clicking on the "+ New Calendar" button
3 Steps To Create Calendar
There are the 3 steps you need to complete in order to create a calendar.
Step 1: Team & Event Setup
The first step includes calendar information such as name, description, and other details.
Give your calendar a name. The name will show leads and customers the reason they are
scheduling an appointment.
You can go into more detail about the topic and subject of your calendar by adding a description
here. This description will be visible to anyone looking to schedule an appointment
When your leads/customers schedule an appointment, this title will get added to your calendar as
well as the confirmation email.
You can manually add your meeting location here, or simply use the pre-configured meeting
location from your settings.
To organize your meetings and events in your calendar, you can give each calendar appointment a
specific color. This color will show up in your CRM as well as in your Google Calendar.
Link To Calendar
Here you can select which calendar to sync all booked appointments in. You will need to first sync
either your Google calendar or Microsoft Outlook calendar to your CRM before this option is
How your calendar sync is very important. If you choose one-way sync, your appointments will ONLY
go from your CRM to your calendar. If you choose 2-way sync, ANY changes or events booked on
your calendar will trigger automation inside your CRM.
Step 2: Calendar Availability
Next step, we need to establish the availability settings for this particular calendar.
Appointment Slot Settings
Here you will see the availability slot and interval settings. These give you control over the time, length, and quantity of appointments scheduled.
This setting allows you to choose the length of your appointments. This will show when people are
booking on your calendar so they know how the appointment should take.
Slot intervals show what times are available. For example, if you have a 30-minute slot interval, then
your time slots will show availability every 30 minutes (10:00am, 10:30am, 11:00am, etc.)
Buffer Duration Between Appointments
To give you or your team a break in between appointments, you can establish a buffer in between
appointments. This helps prevent back-to-back appointments.
Appointment Per Slot
You can choose to book multiple appointments per time slot as well. This works well in class or
group situations where you would like more than one person in a meeting at the same time.
Appointments Per Day
To prevent your day from being loaded with calls or appointments, you can establish a maximum
number of appointments per day that can book on this calendar as well.
Minimum Scheduling Notice
Here is where you establish the time period for your minimum scheduling notice. You can choose between hours, days, weeks, or months.
For example, if you choose "5 days", then nobody will be able to book an appointment within 5 days of your next appointment on your calendar.
If you want to allocate a specific time range for your calendar to allow scheduling, you can do so
here. For example, you can show appointments for the next 6 hours, 6 days, 6 weeks, or 6 months.
Here is one of the most important settings in this section, as it controls the availability time frames shown on your calendar on a weekly basis.
Days Of The Week Available
By clicking any of these "days of the week" buttons, you can turn on or off which days you are available for people to schedule on your calendar.
When you are finished selecting the days of the week, you can customize each day to show availability at different times of the day.
Choosing Availability Times
Each day has a "start-time" and "end time", which means your calendar will only show the times available in-between what you choose here.
By clicking the "+hours" button, you can add split times to your day, in case you have a regularly scheduled lunch break or day breaks.
If you want to save time here, and you have the same hourly schedule for each day of the week, simply customize one day and then click "Apply All" to use the same time you just established for every available day.
Step 3: Calendar Confirmation
Every calendar has a basic form by default attached to it. This captures name, email, phone number, and gives space for a custom message.
Use Custom Forms
If you've built a custom form in your CRM and would like to use it in this calendar, you can select it
by using this drop-down tab.
Use Sticky Contact
Turning on Sticky Contact will make sure that whoever is scheduling the appointment DOES NOT
need to re-enter their contact information if they have already done so once before. This keeps the
signup process smooth and simple.
Notification & Additional Options
This entire next section handles what happens after the appointment is booked in this calendar.
Auto- Confirm Appointments
If you'd like your CRM "auto-confirm" all appointments booked using this calendar, you can turn
that on here. This will mark the appointment as "confirmed" and you can fire marketing automation
using that "confirmed" status.
New Appointment Alert Emails
To send email notifications when a new appointment is scheduled, add email addresses here.
Add multiple email addresses in a comma-separated format (email 1, email 2, email 3, etc)
Allow Auto- Confirmation
You can allow Google to send an invite email to all parties by checking this box. Google's calendar
invites are very professional and have a lot of detail. This email will also ask the user to "re-confirm"
they are attending by selecting either "yes, no, or maybe" in the email.
If you want to give the option to reschedule, check this box. It will send a rescheduling link along
with the confirmation email. This can also be done manually in your CRM.
If you want to give the option to cancel the appointment, check this box. It will send a cancellation
link along with the confirmation email. This can also be done manually in your CRM.
Additional Appointment Notes
If you'd like to add additional notes to the appointment details, you can add them here. This is great
for adding context to the appointment, requesting additional information to be brought to the
appointment, or any other information that may need to be added after the appointment is booked.
Add Facebook Pixel
To track new appointment bookings with your Facebook Ads Manager, you can add your Facebook
Add Custom Code
If you have software developers on staff, or if you know how to write custom code, you can add it
here. This is way beyond the scope of this guided tour.
Here you can choose what happens when your calendar form is complete. You can either choose to
show the person a custom thank you message or you can redirect the person to a webpage of your
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