Calendar Booking

Calendar Booking is the platform’s online appointment scheduling system where leads and clients self-schedule based on your real-time availability. Every booking logs automatically in the CRM, syncs to your external calendar, and triggers confirmation workflows. This eliminates phone tag, prevents double-bookings, and keeps your scheduling centralized so booking pages, appointments, and follow-ups all live in one place.

What Calendar Booking Does

Calendar Booking supports multiple scheduling scenarios through specialized calendar types:

Personal Booking handles one-on-one meetings between a single host and client. Use this for consultations, discovery calls, and coaching sessions where only two parties are involved.

Round Robin distributes appointments across multiple team members based on availability or equal distribution rules. Ideal for sales teams and support desks where any qualified person can take the meeting.

Class Booking manages one-to-many events with capacity limits. Set a maximum number of seats per session for webinars, workshops, or group coaching calls.

Collective Booking finds time when all selected team members are available simultaneously. Use this for panel interviews or cross-department meetings requiring multiple participants.

Service Calendars group multiple services under a single booking flow. Clients choose their service first, then see availability specific to that offering with custom durations and pricing per service.

Key Configuration Options

Availability settings control when time slots appear. Set weekly working hours (Monday through Friday, 9 AM to 5 PM), add date-specific overrides for holidays, and configure buffer times between appointments. Minimum scheduling notice prevents last-minute bookings, while maximum days in advance keeps your calendar manageable.

Slot configuration includes duration (how long each appointment lasts), interval (how frequently slots are offered), and buffer time (padding after each meeting). A 30-minute appointment with 15-minute buffers means effective 45-minute spacing between bookings.

Booking form customization lets you add custom fields, upload your logo, adjust brand colors, and write compelling calendar descriptions. The form appears on your public booking page and collects the data you need before confirming appointments.

Calendar Sync connects Google Calendar, Outlook, or iCloud through two-way integration. Appointments created in the platform appear on your external calendar. Events on your external calendar block availability on your booking page, preventing double-bookings across systems.

Video conferencing integration generates unique Zoom, Google Meet, or Microsoft Teams links automatically for each booked appointment. Connect your provider under Video Conferencing in Calendar Settings, and meeting links are included in confirmation emails without manual creation.

Sharing and Embedding

Direct booking links are shareable URLs you can send via email, SMS, or social media. Each calendar generates a customizable slug. Clean, memorable URLs convert better and are easier to share verbally.

Embed codes let you place the booking widget directly on your website or funnel pages. Copy the HTML snippet from the Share menu and paste it into any webpage. The widget renders responsively and lets visitors book without leaving your site.

One-time links generate single-use booking URLs for VIP scheduling or personalized outreach. Prevents link sharing beyond the intended recipient and signals exclusivity for high-value prospects.

Blocked-off time removes specific dates or time ranges from availability. Set blocks for vacations, holidays, or personal time through the calendar view. Existing appointments within blocked periods remain intact, only future availability is affected.

Pro Tips

• Use buffer times generously. Even 10 minutes between meetings gives you breathing room to take notes and prepare. Longer buffers (15 to 30 minutes) work better for intensive sessions like strategy calls or sales demos.
• Sync your external calendar immediately. Connect Google Calendar or Outlook before accepting bookings. Two-way sync prevents embarrassing double-bookings where personal commitments conflict with client appointments.
• Set minimum scheduling notice appropriately. Require at least 2 hours advance notice to prevent last-minute scrambles. For high-value meetings, a 24-hour minimum gives you preparation time.
• Create separate calendars for different use cases. A “Free Discovery Call” calendar should have different duration, messaging, and form fields than a “Paid Consulting Session” calendar. Tailored experiences convert better.
• Embed calendars on high-traffic pages. Place booking widgets on your homepage, service pages, and funnel thank-you pages. Fewer clicks between “I want to book” and “I’m booked” means higher conversion rates.

Common Questions

How do I find my booking link?

Open Calendars > Calendar Settings, select your calendar, and click Share in the top-right header. Click Copy Link to grab the URL.

Can I embed the calendar on my website?

Yes. Click Share and select Embed Code. Copy the HTML snippet and paste it into any webpage or website builder that supports custom HTML.

Will my Google Calendar events block availability?

Yes, once you connect Google Calendar under the Connections tab. Two-way sync reads your Google events and removes those time slots from your booking page automatically.

Can I book appointments on behalf of a contact?

Yes. Manually book from the Conversations tab (during an active chat), the Contacts tab (from a contact record), or the Calendar View (visual grid). All three methods open the same booking modal.

How do I set up automated reminders?

Go to Automation, create a workflow, and use the Appointment Confirmation + Reminder recipe. Customize confirmation emails and SMS reminder timing (24 hours before, 1 hour before), then publish the workflow. Businesses using automated reminders typically see 25% or more reduction in no-shows.