Good calendar management goes a long way towards keeping appointments organised and running smoothly. The Event Calendar is ideal for anyone who needs a stand-alone calendar to handle in-person appointments. This guide walks you through setting one up and configuring the key settings to get your scheduling working well.

Start by navigating to the Calendar Settings section.

Creating an Event Calendar

Select the Create Calendar button in the upper right-hand corner.

Next, choose the "Event Calendar" option.

Calendar Setup

After choosing the Calendar group, you'll be taken through the key parts of the calendar configuration: its name, meeting duration, and booking availability.

Calendar Name

Give the calendar a title that reflects what it's for.

Add a description that clearly outlines the appointment's purpose, so participants know what to expect.

Custom URL

Enter a memorable, relevant slug for easy reference.

Meeting Duration

Set the length of each appointment to keep scheduling on track.

Booking Availability

Set the days and time slots during which appointments can be booked.

Meeting Location

Specify where appointments will take place, whether that's a physical address, a virtual meeting link, or a phone call.

Confirm

Click the Confirm button to save your calendar configuration straight away.

Advanced Settings

You can also head into Advanced Settings for more detailed customisation options.

The Advanced Settings cover six key steps:

Basic Details

The Basic Details section lets you add key information to the Calendar List page, including the name, description, and meeting location of your appointments.

  1. Calendar Logo: Upload the image to be displayed in the Calendar List Page.
  2. Calendar Name: Adjust the name of the calendar if required.
  3. Description: Provide additional details about the calendar's subject, which will be visible to those scheduling appointments.

  1. Custom URL: Adjust the calendar's slug if required.
  2. Group: Add the Calendar to a Calendar Group by selecting the respective group from the dropdown.
  3. Meeting Invite Title: The title will appear in your calendar and confirmation emails.
  4. Event Colour: Select a colour for your calendar's events to help organise meetings.

Meeting Location

Choose where the meeting will take place.

Availability

This section manages the days and times your calendar is open for appointments. You can also configure the schedule for recurring meetings here.

Weekly Available Hours

Tick the boxes beside the days to mark them as available for booking, then set the corresponding time slots.

Date Specific Hours

Add specific hours for dates that have an irregular schedule.

Recurring Meeting

Enable this option for recurring meetings. Set the frequency 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

This section lets you adjust when appointment slots are open for booking.

Meeting Interval

This setting controls the interval between available time slots. For instance, a 30-minute interval means slots will appear every 30 minutes (e.g., 10:00 am, 10:30 am, 11:00 am).

Meeting Duration

This setting defines the length of each appointment or meeting, determining how much time is allocated per session.

Minimum Scheduling Notice

This sets the minimum lead time required before someone can book an appointment, helping you avoid last-minute meetings. For instance, a 2-day lead time means no one can book a slot less than 48 hours in advance.

Date Range

This defines how far in advance an appointment can be scheduled. For example, if you set this to a month, customers can't select a date two months away from the time of booking.

Pre-buffer Time

Pre-buffer is the additional time added before an appointment, giving you extra time to prepare or transition between meetings.

Post-buffer Time

Post-buffer is the extra time added after an appointment, giving you time to wrap up or get ready for what's next.

Maximum Bookings Per Day

This lets you set the maximum number of appointments of this type that can be booked in a single day.

Maximum Bookings Per Slot

This lets you set the maximum number of appointments that can be booked in a single slot.

Look Busy

When you activate the "Look Busy" feature, you can define a percentage of time slots to hide from your overall availability. That percentage is then randomly concealed in the scheduling widget. As new appointments are booked, the visible slots remain unchanged until the actual number of available slots matches what's being shown. At that point, the widget will display only the true remaining availability.

Forms & Confirmations

To change the way you collect information about the contact booking the appointment

Select Form

Here, you can choose the form this calendar uses to book the appointment from the dropdown menu.

Widget Order

This sets the order in which contacts fill out the form and book their appointment.

Pre-populate Fields

Also known as sticky contact, this will pull in information from any forms previously filled in on that IP address.

This option lets you collect consent from clients to be contacted again when they provide their details during the booking process.

Add Guests

When enabled, this option allows the person who booked the appointment to send invitations to multiple attendees, so they can join the meeting.

You can require the booker to include guest information by selecting "Name and email"; selecting Count only will not require any additional information.

If bringing a guest is mandatory, tick the box next to Require Guests.

Confirmation Page

This option controls what's shown after a booking is made. Selecting "Default" lets you set a custom message on the same page. Choosing "Redirect URL" sends the contact to a website of your choice.

Facebook Pixel ID

To track new appointment bookings with your Facebook Ads Manager, add your Facebook Pixel here.

Payments

By enabling this option, you can take payment for the appointment at the point of booking. For more detail on this section, refer to the article "Add Payments to Appointments".

If accepting payments, you can let the customer pay a fraction of the total (1) to secure their appointment, charge each attendee (2), including guests, or enable coupon codes (3) for the calendar's checkout.

Notifications & Policies

This section is where you set your notification preferences and configure additional options.

Notifications

These pre-written notifications keep everyone involved up to date. You can enable, disable, or edit them by clicking the pencil icon.

Reschedule Policy

When enabled, a rescheduling link will be included in the additional notes section of the calendar invite. This link will also be added to the calendar invite itself. It will expire according to the configured time before the meeting starts, preventing the booker from rescheduling after that point.

Cancellation Policy

When enabled, a cancellation link will be added to both the additional notes section and the calendar invite. This link will expire based on the configured time before the meeting starts, preventing the booker from cancelling after that point.

Google Calendar Invite

By enabling this option, an email notification will be sent whenever you make changes to the appointment, if the appointment was scheduled on a Google Calendar.

Additional Notes

Edit the notes added to the calendar invite using this field.

Widget Appearance

Customise your calendar by adding a cover image, adjusting the style and colours, modifying the button text, and tailoring the displayed information. This lets you bring the calendar in line with your brand and preferences.

Cover Image

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 our classic widget and the modern Neo widget.

The options below allow you to customise the calendar to suit your brand image.

📌Note: These options are only compatible with the Neo widget.

Custom Code

Insert custom code for advanced functionality.

External Sync

Sync your appointments with external calendars like Google or Outlook. Choose between one-way, two-way, or smart sync based on your needs.

Whenever you make changes in Advanced Settings, click the save button in the top right corner and you're done.

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

Following these steps, you can set up an Event Calendar and customise it to suit your needs. With the right configuration in place, your scheduling process will run more smoothly and efficiently.