The Class Booking calendar is a one-to-many calendar designed for events with multiple attendees, such as webinars, workshops, training sessions, or sports events. It simplifies the management of one-to-many events on a centralised platform. With customisable capacity, organisers can control class size by setting the number of spots per slot.

It also centralises the management of bookings, cancellations, and rescheduling, providing clear event details to reduce confusion. Class Booking saves time by automating the booking process for both organisers and attendees.

Setting Up a Class Calendar

To create a calendar, first access the Calendar Settings within your account.

Next, navigate to the Calendar tab and click "New Calendar" to start setting up a calendar.

Choose Class Booking

In the pop-up, select Class Booking as the calendar type.

Calendar Setup

Once you've chosen the calendar type, you'll be asked to fill in the key details, including the calendar name, description, team member selection, custom URL, meeting duration, seats per class, booking availability, and meeting location.

  1. For the calendar name, provide a title that accurately reflects its purpose.
  2. In the description section, outline the purpose and objectives of the appointment so all participants understand what it's for.
  3. Choose the user who should conduct the meetings from the drop-down menu.
  4. Enter a memorable and relevant slug for easy reference.
  5. For Meeting Duration, specify how long each appointment should be to ensure proper scheduling and time management.
  6. Next, set the number of attendees for each class. For example, if you set the maximum number of seats per class to 10, then up to 10 invitees can book a single time slot.

📌Note: You can choose a maximum of 9,999 attendees in a single slot; however, if you use a conferencing tool, the tool may have a different maximum attendee limit. For example, Zoom offers a maximum of 500 attendees for certain licences.

  1. For Booking Availability, set the specific days and time slots during which appointments can be scheduled.
  1. Indicate the location or platform where the appointments will take place, such as a physical address, virtual meeting link, or phone call.
  1. Activate the Payment option to collect payments at the time of booking.
  1. Click the Confirm button to save your calendar configuration.

Alternatively, you can navigate to the Advanced Settings of the calendar for more detailed customisation options.

The Advanced Settings involve five (5) key steps:

  1. Basic Details
  2. Staff & Location
  3. Availability
  4. Booking Rules
  5. Advanced Settings

Basic Details

The Basic Details section lets you design and enhance the Calendar List Page by adding important details such as the logo, name, description, URL, group, meeting invite, and colour.

For the Calendar Logo, upload the image to be displayed on the Calendar List Page and adjust the calendar name if needed. Then add a description of the calendar's subject, which will be visible to those scheduling appointments.

  1. You can also adjust the calendar's Custom URL (slug) if required.
  2. Add the calendar to a Calendar Group by selecting the relevant group from the dropdown.
  3. Enter a Meeting Invite title, which will appear in your calendar and confirmation emails.
  4. Select a colour for your calendar's events to help organise meetings.

Staff & Location

In the select team member dropdown, choose the user who should conduct the meetings and configure the meeting location.

Click the tag icon to use custom values you have created.

Availability

This section manages your calendar's time settings, including the general days and times available for appointments.

Weekly Available Hours

In the Availability section, select the boxes beside the dates to indicate the days available for booking, then set the corresponding time slots.

Date Specific Hours

Add specific hours for dates with an irregular schedule.

📌Note: This feature is not available for recurring meetings.

Recurring Meeting

Toggle on recurring meetings to set the desired frequency for the appointment and the total number of consecutive occurrences. For unavailable time slots, you can choose to skip those slots, reschedule the appointment in the next available slot, or continue booking regardless of availability.

Booking Rules

Here, you can adjust settings for when appointment slots are open for booking.

  1. Adjust the Meeting Interval if recurring meetings are disabled. This setting defines the time between available slots; for example, a 30-minute interval displays slots at 10:00 am, 10:30 am, and so on.
  2. Set the Meeting Duration to allocate a specific length for each appointment.
  3. Use the Minimum Scheduling Notice to establish a lead time for booking appointments, preventing unexpected meetings. For example, a 2-day lead time means no one can book within 48 hours.
  4. The Date Range option indicates how far in advance appointments can be scheduled. For instance, if set to one month, clients can't select dates beyond that range.
  5. Use the Pre-buffer Time for additional preparation before an appointment and the Post-buffer time for extra time afterwards to wrap up tasks or transition to the next meeting.
  6. Add Seats per Class to limit the number of attendees for each session.

Advanced Settings

Form & Confirmation

In the Forms & Confirmation tab, you can set how to collect information from contacts booking appointments or gather deposits/fees using the relevant sections.

  1. In the Select Form section, choose the appointment booking form from the drop-down menu.
  2. Set the sequence in which contacts complete the form using the widget order tool.
  3. Enable Pre-populate Fields (also known as "sticky contact") to automatically fill in information from previous forms submitted from the same IP address.
  4. Turn on the Consent Checkbox to obtain client consent for follow-up communications when they provide their contact information during the booking process.

  1. Choose what appears on the confirmation page after a booking. Select "Default" to set a thank you message, or opt for "Redirect URL" to direct contacts to a specific website.
  1. Optionally, add a Meta Pixel ID to track new appointment bookings through Facebook Ads Manager.
  1. Enable Auto-Confirm New Meetings to automatically confirm all scheduled appointments.

Payments

If accepting payments, you can toggle the switch in the Payments tab and set the payment mode to LIVE.

  1. Enter the total amount you wish to charge your customers for the appointment.
  2. Toggle the switch to allow customers to apply coupon codes during booking.
  3. Choose whether to charge for the first appointment only or for all upfront.
  4. Include details about the payment that should be displayed on the calendar.

Notifications & Policies

In this section, you'll see the notifications you can send to your contacts or users when there is a change in an appointment booked on your calendar, or for follow-up messages and reminders.

To edit the notifications, click the pencil icon next to your preferred notification. This lets you configure notifications for all available channels. Click Save to apply your updates.

For further guidance, check out the "How to Customise Calendar Notifications" article!

Enable the "Assign Contacts to Their Respective Calendar Team Members Each Time an Appointment Is Booked" option to assign the contact to a specific team member when an appointment is booked. This links attendees directly to the appropriate team member handling the session.

Use the Reschedule Policy toggle to enable or disable participants' ability to reschedule meetings. When activated, participants can reschedule within a timeframe defined by the Rescheduling Link Expiry, which specifies how long the rescheduling link remains active. This duration can be set in minutes, hours, or days.

The Allow Cancellation of Meeting toggle enables or disables cancellation options for participants. If activated, participants can cancel appointments within a set timeframe defined by the Cancellation Link Expiry, adjustable in minutes, hours, or days.

Activate the "Allow Google / Outlook Calendar to Send Invitations & Update Emails to Attendees" option to sync the calendar with Google or Outlook, allowing automatic invitations and updates to be sent to attendees.

The Meeting Invite Notes text box allows you to include extra information for attendees, such as contact details and instructions for rescheduling or cancellation.

Widget Appearance

Toggle on Seats Per Slot to show the number of available spots in the calendar widget.

Calendar Cover Image: You can upload an image from within your CRM or drag and drop it from your computer. 📌Note: The uploaded image will be displayed in the Group View for the Neo template but will not appear on the individual calendar link.

Calendar Widget Style: Select between the classic widget and the modern Neo widget. 📌Note: Currently, the Neo widget is the only available style.

Primary Settings

Under primary settings, you can customise the colour scheme for buttons, dates, time slots, and actions to match your brand or personal preferences. You can also select the background colour for both the date-time selector and the appointment form, keeping things consistent with your brand.

Personalise the text displayed on the button used for booking appointments to match your brand's tone and messaging, then tailor the button's call to action to better engage with your users.

When the Calendar Title is enabled, the name of your calendar will be displayed. When the Calendar Description is enabled, the calendar description will be displayed for the client's booking.

The Calendar Details option enables calendar information, such as the appointment's duration, date and time, recurring details, and time zone settings to be displayed. Preview the calendar widget by clicking Preview widget.

Insert custom code for advanced functionality.

Save the calendar to complete the setup process!

Optionally, click the Share (1) or Troubleshoot (2) buttons to quickly copy and share your calendar booking link or to diagnose availability issues, without leaving the current screen.

The Class Booking calendar simplifies event management with customisable scheduling, automated reminders, and rescheduling for both organisers and participants. With options for notifications and branding, it adapts to your needs and improves communication with your audience.

Frequently Asked Questions

Q: How can I cancel or reschedule a class appointment?

  • A: To cancel or reschedule the class booking, go to the Calendar settings and deactivate the calendar or edit it to update the date and time as needed. Be sure to inform all attendees of any changes.

Q: Can I cancel or reschedule a class appointment for a single attendee?

  • A: Yes. Navigate to the Appointment List View, where you can see the option to cancel or reschedule the appointment for specific contacts.

Q: Can I book a class appointment with contacts directly?

  • A: Yes. Click the "New appointment" button and select the contact you want to book the appointment with. Then select the calendar and the slot and proceed to book the appointment.

Q: Can attendees cancel/reschedule a Class Booking appointment?

  • A: To allow attendees to cancel/reschedule the class booking appointment, enable the "Allow Cancellation" and "Allow Reschedule" options in the Notification & Policies Tab in Calendar Settings.