Calendar Groups

Created by Christi Norfleet, Modified on Mon, 6 Feb, 2023 at 4:28 PM by Christi Norfleet

"Team" calendars are now referred to as "Groups". In this section, you will learn how to add a group calendar. Adding a Group calendar is now done within the calendars settings tab, Users are directly added to their respective Calendars within the Team & Event Step in the calendar modal.

Overview
Groups have multiple users working on a common objective such as a sales team or support team. Here, you will be shown all of the groups you have created in the system.

Group Name- Here you can see the name of each group you have created in the system.

Calendars- Here you can view the calendar associated with each group on the list.

Date Updated- This column shows the date when the group was updated.

Status-This Lets you know the status of each group on the list.

Group Search Bar- Use this tab to find out any of the groups from the list of all groups.

Group Actions Dropdown

The three-dot menu gives you the ability to perform several actions. Let's cover them one by one.

Edit
This lets you edit the group details.
Copy Embed Code
Use this to copy the HTML code which you can paste on your webpage for the clients to book an appointment on the specific calendar.
Copy Scheduling Link
It allows you to copy the link that can be used to share with anyone for them to book an appointment.
Rearrange Calendars
This gives you the ability to rearrange the calendars based on your preference.
Deactivate all calendars in Group
You can deactivate the group and group calendars.
Delete
This allows you to delete the selected group on the list. Remember once deleted, all of the information
associated with the group will be deleted permanently.

How to Create a Group

Head into the **"**Calendars" section in Settings, Click on the "+ Add Group" button, then type in the;

Group name,
Description, and
Slug.

Once you are done filling out the info, click on the "Create button" to move to the next step

Creating a Group Calendar

Select Calendar Type

Click on "+ Create Calendar" and select any of these calendar types for bookings:

Round Robin Booking
Event Booking
Collective Booking (Coming soon)

Select Calendar Group

If you select the "Round Robbin" calendar type, select the calendar group you want to add the user(s) and click on the "Select" button to move to the next stage.

Add a New Calendar

Teams and Event Setup

Appointment Distribution
This allows you to determine how meetings from your calendar will be distributed amongst the team members (also known as Round-robin scheduling)
Optimize for Availability or Equal Distribution
You can decide to set up your calendar in such a way that it either distributes meetings to users who are currently available at the time of the meeting or meetings should be distributed equally regardless of if the users are available at the time or not. Just toggle on your preference.
Add User
Once you click on the "+Add User" it shows a drop-down menu where you can select the user you want to add. You can add more than one user by clicking on the "+Add User" under the selected user. You will also add:
Select the priority level for each user; High, Medium, or Low Priority
Choose and connect the meeting venue; Zoom Meeting or Google Meet.
Provide the meeting location URL.
Calendar Name
Give your calendar a name. The name will show leads and customers the reason they are scheduling an appointment.
Calendar Description
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.
Calendar URL
Type in the calendar slug here.
Appointment Title
When your leads/customers schedule an appointment, this title will get added to your calendar as well as the confirmation email.
Event Color
This option is used to choose the color for this calendar's events, it helps organize your meetings and events. The color is also synced to google calendar. Click on the color to select and unselect

Here is additional information when creating a calendar using "Event Booking"

Meeting Location
You can manually add your meeting location here, or simply use the pre-configured meeting location from your settings by leaving the space blank.
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 available.
If you don't see your calendar provider here be sure to go to "Integrations" under Settings and connect your provider. For example Google, Clio, etc.
Sync Options
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.

Click on the "Save & Continue" button to move to step 2.

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.

Slot Duration
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 Interval
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.
Appointments Per Slot
It is the maximum number of appointments permitted per slot for the user (If the number of appointments exceeds the given slot for the 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).
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
This is the Maximum number of appointments permitted per day on this calendar. 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.

Scheduling Notice

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.
Date Range
Events can be scheduled over the next few days. 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.

Office Hours

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.

Once you are done with Step 2, click on the "Save & Continue" button to move to the last step.

Confirmation

Form Settings

Every calendar has a basic form attached to it by default. This captures the name, email and 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.
Collect Payments With Stripe
If you are looking to collect payment at the time of scheduling appointments, you can do so here by clicking this checkbox and adding some pricing information.

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.
Allow Rescheduling
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.
Allow Cancellations
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 Pixel here.

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.

Form Submissions

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 choice.

Was this article helpful?