1. Select "Calendars"
2. Select "Calendar Settings"
3. Click "Create Calendar"
4. Select "Round Robin"
The following segment enables you to personalize the details of your calendar.
5. Input "Calendar Name"
Give your calendar a name as it will offer leads and customers an understanding of the intent of booking a meeting.
6. Provide Calendar Description
For additional clarity regarding the theme and topic of the calendar, you can include a description. It will be viewable to anyone considering scheduling a meeting.
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7. Choose "Team Members"
8. Provide "Custom URL"
In this field, input a calendar slug name, which serves as a distinct identifier.
9. Set "Meeting Duration"
10. Choose date and time of "Booking Availability"
Incorporate specific dates into your calendar for scheduling appointments. Choose appropriate timings for each selected date, allocating as much duration as you deem necessary.
11. Click "Confirm"
12. Meeting Links for the confirmed Calendar Booking
13. Click "Preview Schedule"
14. Choose time of booking
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15. Click "Continue"
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16. Fill in necessary details
17. Click "Schedule Meeting"
18. Scheduled Meeting Confirmation
19. Click "Advanced Settings"
20. Upload "Calendar Logo" in Meeting Details
You can choose to incorporate a logo, which will be displayed on the calendar when someone expresses interest in scheduling an appointment.
21. Provide "Calendar Name"
Give your calendar a name as it will offer leads and customers an understanding of the intent of booking a meeting.
22. Input 'Calendar Description"
For additional clarity regarding the theme and topic of the calendar, you can include a description. It will be viewable to anyone considering scheduling a meeting.
23. Choose "Group" from the drop down list
24. Enter "Custom URL"
In this field, input a calendar slug name, which serves as a distinct identifier.
Determine your preferred method of allocating meetings to your team members utilizing your calendar.
25. Under "Appointment Distribution" choose "Optimize for Availability"
For optimum utilization of time, you can configure your calendar to allocate meetings based on their urgency. Users marked as 'High Priority' will be assigned more meetings compared to those tagged with lower priority. For instance, a 'High Priority' tagged user will be allocated all the vacant meeting slots. But in a situation where two meetings fall in the same time period, the 'Appointment per slot' setting will aid in deciding whether the remaining meeting goes to a user designated as either 'Medium' or 'Low' priority.
26. List of Selected "Team Members"
This option provides you with the ability to choose the specific user you wish to incorporate into the calendar
27. Set team member as "Medium Priority"
This option gives you the ability to set the priority level for scheduled appointments.
28. Choose "Custom" and provide "Meeting Location"
This feature enables you to insert your unique custom link or details.
29. Select "Google Meet" for another Meeting Location
After linking your Google Account, meeting links will be automatically created and placed in the designated meeting location for your convenience.
30. Set team member as "High Priority"
This option gives you the ability to set the priority level for scheduled appointments.
31. Set team member as "Low Priority"
This option gives you the ability to set the priority level for scheduled appointments.
32. Choose "Event Color"
The event color feature lets you choose a color for the events in the calendar, enhancing overall organization.
33. Under "Appointment Distribution", choose "Optimize for Equal Distribution"
By activating the 'equal distribution' feature, you can guarantee that each team member is assigned an equitable number of meetings, ensuring a balanced distribution among the team.
34. List of Selected "Team Members" and the "Meeting Location"
This option provides you with the ability to choose the specific user you wish to incorporate into the calendar and let you choose what platform to use as meeting location.
35. under "Availability", set time of each day
Next is to define the availability settings for this calendar.
Within this segment, you can modify the availability slot and interval settings. These adjustments will grant you control over the scheduling, length, and quantity of appointments that can be booked.
36. Set "Meeting Interval"
This configuration allows you to set the duration of each appointment, which is visible when someone books a slot. It assists them in understanding the amount of time they'll have available with you.
37. Set "Meeting Duration"
This feature lets you specify the duration of each meeting, which will show up when an individual reserves a slot. It ensures they know how much time they have allocated with you.
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Configuring Your Scheduling Notice and Date Range
38. Set "Minimum Scheduling Notice"
Establish the minimum notice period required prior to booking an appointment. You can select the duration to be in hours, days, weeks, or months. For instance, if a minimum notice period of 5 days is selected, it implies that no appointments can be booked within a five-day span from your upcoming appointment.
39. Set "Date Range"
Set the duration within which appointments can be booked. You can decide from options such as the next 6 hours, 6 days, 6 weeks, or 6 months. This ensures that appointments can only be scheduled within the time frame you have specified.
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40. Set "Maximum Bookings per day"
41. Set "Maximum Bookings per slot (per user)"
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42. Set "Buffer Time"
Slot intervals define the frequency of available time slots.
43. under "Forms & Payments" select "form" from the drop down list
If you've designed a personalized form within your CRM and wish to utilize it within this calendar, you may choose it from the provided drop-down menu.
44. Click "Pre-populated fields (sticky contacts)" toggle switch
Activating the Sticky Contact feature ensures that individuals scheduling appointments won't have to repeatedly input their contact details if they've previously provided them. This procedure helps streamline the signup process.
45. Click "Add Guests" toggle switch
46. under "Confirmation Page", tick "default" toggle switch to provide default message
47. Enter "Facebook Pixel ID" (optional)
Including your Facebook Pixel in this section permits you to efficiently track the new appointment reservations made via your Facebook Ads Manager.
48. tick "Auto-confirm new calendar meetings" toggle switch of your choice
You have the option to enable a checkbox which permits Google to dispatch invitations to all concerned parties. This email is comprehensive and professionally formulated, asking the recipient to affirm their participation with a "yes", "no" or "maybe".
49. under "Confirmation Page", tick "Redirected URL" toggle switch to enter URL
50. Enter "Facebook Pixel ID" (optional)
51. tick "Auto-confirm new calendar meetings" toggle switch of your choice
By activating the auto-confirmation feature in the CRM, all appointments booked via this calendar will be confirmed automatically. This confirmed status could initiate marketing automation processes.
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52. under "Notifications & Additional Options", choose "type of notification" from the drop down list
53. Select notification recipient/s from the list
54. tick box if you wish to grant these two:
55. under "Customizations", choose "Calendar Widget Style"
56. click toggle switch to "Allow staff selection during booking"
57. Provide "Custom Code"
If you have a team of software developers or possess the knowledge to develop custom code, you can input it into this section. This allows you to integrate enhanced styling and design components, contingent on the implemented code.
58. Allow "Cancelling Meeting"
By activating this function, users are granted the ability to cancel their appointments. Alongside the confirmation email, the system will dispatch a cancellation link. This process can also be manually executed in the CRM.
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59. Allow "Reschedule Meeting"
By turning on this feature, users are afforded the function to reschedule their appointments. A rescheduling link will be included in the confirmation email. This task can also be managed manually in the CRM.
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60. Provide "Additional Notes"
If you wish to add further details to the appointment information, you can enter them in this section. This can be helpful for giving context to the appointment, asking for additional information to be provided at the meeting, or including other pertinent details that weren't specified at the time of booking the appointment.
61. Click "Save" if no more changes to be made
Once you click on 'Save', your calendar creation process is officially finished.