Understanding the difference between Unassigned and Assigned Calendars is important for getting the most from your appointment scheduling. Unassigned Calendars work well for general or one-off appointments, giving you flexibility for centralised registration or pre-screening before assignments. Assigned Calendars, on the other hand, suit teams or departments where appointments need to be spread across members, with features like round-robin assignments to distribute work evenly.

Unassigned Calendars

Unassigned calendars are for scheduling 1-on-1 appointments with a specific user. You can sync them with a preferred calendar, so the system automatically identifies and shows available time slots based on existing commitments.

Key Features:

  • Syncs with the connected Calendar.
  • Automatically updates available slots based on the synced calendar.
  • Ideal for 1-on-1 appointment scheduling.

Practical Examples:

  • A sales department can use an Unassigned Calendar to manage registrations for a webinar. The calendar acts as a single point for tracking attendees, streamlining the registration process, and automatically sending reminders or confirmations. Keeping everything in one place means the sales team can focus on delivering the webinar rather than manually managing registrants.
  • A company could use the Unassigned Calendar to triage incoming appointments. The calendar is linked to a coordinator's email, who reviews the appointments and assigns them to the relevant people based on their expertise.

Assigned Calendars

Assigned calendars are designed for scheduling appointments with multiple users. This is particularly useful for teams or departments where appointments can go to any available member, often using a round-robin assignment method. Assigned calendars include Round-Robin, Class Booking, Collective Booking, and Service calendars.

Key Features:

  • Allows dedicated users to be assigned to a calendar.
  • Supports round-robin appointment assignments.
  • Can be used to categorise appointments by type or purpose.
  • Automatically syncs appointments to the assigned user's calendar and checks for conflicts on each calendar selected in their calendar configuration.

Practical Example:

  • A company can create a Round-Robin calendar for consultations. Staff members are assigned to the calendar, and appointments are distributed between them based on availability and priority.
  • In a customer success team, each account manager has an assigned calendar for regular check-ins or strategy sessions with their clients. Clients can schedule recurring or one-time meetings directly with their account manager, improving communication and ongoing support.

Connecting Calendars

To keep scheduling smooth and avoid conflicts, it's important to connect users' calendars with the CRM. This lets the platform check for available slots in real time, preventing double bookings and keeping appointment management efficient.

Benefits:

  • Prevents scheduling conflicts by checking for existing commitments.
  • Updates availability in real-time, ensuring accurate scheduling.

Frequently Asked Questions

Q: What if an appointment is scheduled during an already booked time slot?

  • A: Make sure the user's calendar is correctly synced. The CRM will automatically avoid scheduling conflicts by only displaying available slots.

Q: Can I change the priority of users within a calendar group?

  • A: Yes, users' priorities within a calendar group can be adjusted to control the order in which they receive appointments.