Calendars are a useful way for managing appointments in Incorp Media LLC. Before creating a calendar, you’ll want to ensure you have an understanding of calendar types and groups. There are 4 types of calendars: Simple (unassigned/event) Round Robin (group), Class Booking, and Collective Booking. If you plan to use a Zoom integration, you must select a Round Robin, Class, or Collective Booking. Please refer to our other articles to learn more about calendar setup.

Navigate to Calendars

• Select Calendars from the Settings menu
• Select Create Calendar

• From here select what kind of calendar you are wanting to create.

• If you selected Simple Calendar (Unassigned Calendar) for event meetings it will display these quick options

• If you selected Round Robin (Group Calendar), Class Booking, Collective Booking you will need to select a team member. (For Class only one and for collective minimum of two)

• Once you hit confirm a menu will appear where you can copy the link and embed code for the calendar. You are also able to preview the calendar link.

• If you edit the calendar later or select Advanced Settings you will be met with the following menu: First image is Event and second image is Group/Class/Collective (The difference is adding specific team members and priorities)

Meeting details

• Calendar
  • Calendar logo – Upload logo
  • Calendar name – Name for your calendar
  • Description – Written representation for event
  • Calendar URL – Path Name for your calendar link
  • Appointment title – Name for appointment (add title after {{contact.name}}) this will automatically populate the contact name.
  • Event color – Color the event will appear in

• Choose your Appointment Distribution – How you want appointments for services to be distributed for the group (This step only applies for group/class calendars – automatically skipped for unassigned calendars).
  • Optimize for availability – Select user, priority level and location for each group member. Availability is based on priority level
  • Optimize for Equal Distribution – Select user and enter location for each group member. Sets appointments by sequence, starts at the top of the list of users and works its way down
  • Allow Staff Selection for the booking widget by toggling a switch on or off
• Save & Continue.

Availability

• Availability Type – Choose between custom and standard availability
• Customize Availability Settings
  • Meeting Duration – Duration of each appointment (30 minutes, 1 hour, etc.)
  • Meeting Interval – Frequency of appointment availability 
  • Buffer Time – determines downtime after appointments which can change when the next appointment can be booked (i.e. with a 15 minute buffer, if you have 30 minute appointments, once an appointment is booked for 10:00am-10:30am the calendar will put in a 15 minute buffer so the next appointment could be booked at 10:45am.) 
  • Maximum bookings per slot (per user) – Maximum number of appointments permitted per slot for the user (If there are more appointments than the given slot number for that user, then it either switches over to the next user in the round-robin queue or marks the slot unavailable for the prospect to book)
  • Maximum bookings per day – Maximum number of appointments permitted per day on this calendar
• Choose Scheduling Notice and Date Range
  • Minimum Scheduling Notice – Days to be notified before appointment
  • Date Range – Days events can be scheduled in the next entered days
• Toggle on and off for Recurring/Repeating Meetings – Select how often, how many times, and what to do if slots are unavailable.

• Set Office Hours
  • For Standard:
    • Select days – Blue = Days selected with checkmark, Gray = Unselected Days
    • Select + Hours to add additional hours to specific days
    • Select Apply All to copy hours for the rest of the days selected
    • Recurring appointments can also be setup here as well.
  • For Custom:
    • Set specific dates/times that they can book for, such as for Webinars or One time events
• Save & Continue

• NOTE: If the Company time zone is different from your user timezone and you are using an event calendar, you will need to set the calendar availability to reflect the user timezone instead of the company timezone. For example, if a user is available 8am-5pm PST and the company is EST, you will need to set the calendar availability to be 11pm-8pm EST for it to show properly. 

• Forms & Payment

•  Notification & Additional Options
• Select the type of notification – is simply for an acknowledgement of that an appointment has been scheduled message, and can be sent to the contact, assigned user (on round robin calendars), or specific emails.
• Who should receive this notification? – Select from Contact, Assigned User, and Emails.
• Allow google calendar to send invitation or update emails to attendees – Allow google to notify attendees of appointment
• Assign contacts to their respective calendar team members each time an appointment is booked

• Connections (Event/Simple/Unassigned Calendar type only)

• Link to an existing calendar or navigate to set this up first

• Customizations

View Your Calendar

• Calendars that have been saved to the account will appear in the Calendar settings
• Click on … to make changes:

• Duplicate – Create a Copy
• Copy Embed Code – Retrieve Source Code
• Copy Scheduling Link – Share URL for booking
• Copy Permanent Link – This is the internal link for your calendar
• Edit – Make Changes to Calendar
• Activate/Deactivate calendar – Disables or enables the calendar.
• Delete calendar – Delete calendar from the account
• Move to group – Moves a calendar to a group for use

View Appointments

• Navigate to Calendars > Appointments to filter for appointments based on Calendar, Status, and Date
• Book Manual Appointments