The seamless booking process offered by Wind Solutions ensures that clients can effortlessly schedule appointments with just a few clicks. From selecting services to choosing a convenient date and time, the interface is designed for simplicity and ease of use. Businesses can fully customize the booking journey, including personalized service descriptions, availability settings, time zones, and staff preferences. This flexibility allows you to tailor the booking process to your unique business needs, creating a professional and user-friendly experience for your clients. Whether it’s a single service or multiple options grouped together, the booking flow is intuitive and adaptable, enhancing customer satisfaction.

The centralized calendar management feature allows users to view all scheduled events and appointments in a single interface, providing a unified view for better organization. The platform supports various calendar types, including personal bookings, service bookings, and class bookings, ensuring versatility for different business needs.

Appointment handling is made simple with statuses such as Confirmed, New, No Show, or Cancelled, giving users clear control over their schedules. The detailed view helps sort upcoming, cancelled, or completed appointments, allowing for a structured and organized approach to managing engagements.

Customizable preferences let users adjust the week’s start day, language, and time format, ensuring the interface aligns with personal or business-specific requirements. Additionally, the private mode for synced events keeps sensitive details confidential, offering enhanced privacy when integrating external calendars.

Availability and connections enable businesses to specify working hours and apply them across multiple days, streamlining scheduling processes. Integration with external platforms like Google Calendar, Outlook, iCloud, and Calendly ensures seamless management and prevents double bookings, making the system highly adaptable.

Service-specific calendars allow businesses to create tailored calendars for unique services such as plumbing, repairs, or consultations. These calendars can define service durations and categorize them for improved organization and client communication.

The platform also supports custom links for scheduling. Users can generate unique scheduling links for each calendar to share with clients or create permanent links for use in funnels, website redirects, or ads. This feature simplifies the sharing process and enhances accessibility for clients.

Calendar management actions make it easy to edit calendar settings, duplicate calendars, or share them directly from the action menu. Troubleshooting options and the ability to deactivate calendars provide flexibility and control, ensuring the system remains efficient and user-friendly.

The Calendars Tab provides a comprehensive view of all appointments organized by day, week, or month, making it easy for users to manage their schedules. With intuitive navigation, users can quickly switch between timeframes, view appointments, and access essential features like user filtering, calendar grouping, and new appointment creation. This centralized interface is perfect for tracking and managing appointments in real-time, ensuring streamlined scheduling and operational efficiency.

The Calendar Annotation (accessible by clicking the bulb icon as you can see in the image before) offers a clear legend to interpret the visual elements within the calendar. Filled boxes in event colors indicate confirmed or showed appointments, while outlined boxes signify unconfirmed or free slots. Strikethrough text marks canceled or no-show appointments, and gray boxes represent blocked or busy slots. Additionally, color strips denote user, group, or calendar-specific colors, and icons indicate external calendar integrations such as Google Calendar, Outlook, and Calendly. This legend ensures quick and accurate understanding of calendar events at a glance.

Switch between Calendar View Options

The highlighted area in the image showcases the Calendar View Options toolbar, which allows users to customize how they view their schedules. This toolbar includes navigation controls to move between dates, a "Today" button for quick access to the current date, and options to switch between Day, Week, or Month views. Users can also filter appointments based on type, such as all events, appointments, or blocked slots, using the dropdown menu. Additionally, the "+ New" button enables users to quickly create new appointments or events directly from this interface. This section provides the flexibility to adapt the calendar view to suit individual scheduling preferences and operational needs.

View and Manage scheduled Appointments

By clicking on an appointment, within the calendar view as you can see in the image before, a Window opens which allows users to interact with individual appointments efficiently. When viewing an appointment, users can access detailed information, such as the appointment owner, primary contact, calendar, source, and room. The interface includes two primary tabs: Details, where appointment specifics are displayed, and Notes, where users can add or view notes associated with the appointment. These tabs provide a comprehensive way to manage the context and additional information of each meeting or event.

Additionally, users can perform actions like editing the appointment by clicking the pencil icon (1) or deleting it with the trash bin icon (2). The "View Activity Log" link (3) at the bottom tracks any changes or updates made to the appointment, ensuring a transparent history of actions.

1. Edit Appointment

The Edit Appointment interface provides a detailed form for modifying key details of a scheduled event. Depending on the Calendar the appointment is located in Users can select the relevant calendar, assign a room, and update the appointment title and description. It also allows assigning team members and adjusting the date, time, and timezone to ensure accurate scheduling. Below that the Meeting Location provides the option to enter custom values or even select Zoom. The status dropdown lets users mark the appointment as confirmed or unconfirmed. Once changes are made, users can save the appointment to reflect the updates seamlessly. This interface ensures complete flexibility in tailoring appointments to fit specific needs.

2. Delete Appointment

The Delete Appointment feature enables users to remove an appointment permanently. Accessible via the trash bin icon in the appointment view, this function ensures that users can manage their calendar by removing outdated or irrelevant events. A confirmation process prevents accidental deletions, offering an additional layer of security.

3. Activity Log

The Activity Log provides a chronological record of all actions taken on a particular appointment. Each entry includes details like the date, time, and action performed, such as status updates or appointment creation. This transparent history ensures accountability and offers users insights into the lifecycle of an appointment. For example, users can review when an appointment was confirmed or who created it, enhancing operational clarity and tracking.

View Appointments by Users, Calendars or Groups

The highlighted sections in these images demonstrate the filtering options available to view appointments by Users, Calendars, or Groups. This feature allows for precise control and flexibility in managing appointments and schedules.

The Users tab provides a list of team members or users associated with the sub-account. By selecting a specific user, you can filter and display only their appointments on the calendar. This is particularly useful for managing individual schedules or assigning tasks to specific team members.

The Calendars tab allows you to filter appointments by different calendars set up in your sub-account. Each calendar may represent a service, event type, or department, enabling users to focus on relevant appointments for specific business functions. For instance, selecting the “Schedule an Appointment” calendar will display only those events related to client bookings under that category.

The Groups tab organizes appointments based on predefined groups, such as departments or service categories. For example, selecting the "Plumbing Services" group will show all related appointments from the calendars within that group. This feature simplifies the process of managing multiple calendars under a common theme or business unit.

Create New Appointments

The "Create New Appointments" feature provides a user-friendly way to schedule appointments directly from the calendar interface. Users can either select a specific timeframe within the calendar view, which automatically opens the appointment booking form with the selected time pre-filled, or click the "+ New" button located in the top-right corner. This button provides a more flexible approach, allowing users to manually enter details such as the calendar, appointment title, date, time, and assigned team member. Additionally, users can select or add a contact, ensuring the appointment is linked to the appropriate client or stakeholder. This dual-method functionality simplifies the scheduling process, catering to both quick adjustments and more detailed appointment creation needs.

The Blocked Off Time option is designed to prevent new appointments from being scheduled during specific time slots. By selecting this feature, users can input details such as the calendar or user, a descriptive title for the blocked time, and the exact date and time range. This is particularly useful for marking vacations, team meetings, or other unavailability periods. Existing appointments within the blocked timeframe remain unaffected, but no new bookings can be made. The interface ensures flexibility and ease of use, enabling businesses to effectively manage their schedules while maintaining clarity and control over their availability.

Depending on the selected Calendar to create a appointment within it is possible that specific textfields are not available, for example to select a room that you created before it needs to be associated with the specific calendar where you want to create the appointment. Otherwise it won't be available in the creation process. Scroll down to the “Setting Up Calendars” headline to learn how to do this.

The Appointments Tab offers a detailed list view of all appointments, distinguishing it from the visual calendar-based approach in the Calendars Tab. This tab provides an organized table format, displaying essential information such as the appointment title, invitees, status, appointment time, associated calendar, and appointment owner. Users can easily filter appointments by categories like Upcoming, Cancelled, or All, and sort or search for specific entries. The status dropdown allows users to update the status of each appointment, including options such as Confirmed, New (Action Required), No Show, or Cancelled. The + New Appointment button in the top-right corner facilitates quick scheduling directly from this tab, making it a practical tool for managing appointments at a glance.

Manage Smart Lists and use Filteroptions

The Manage Smart Lists and Use Filter Options functionality in the Appointments Tab empowers users to customize and organize their appointment data efficiently. This feature allows the creation of Smart Lists, which are tailored views based on specific criteria and filters. Users can define these lists using advanced filters such as user, calendar, status, date added, appointment time, contact, and more. Once configured, these lists provide quick access to the most relevant information for day-to-day operations.

In the main Appointments view, users can toggle between pre-defined categories like Upcoming, Cancelled, All, or custom Smart Lists to focus on specific subsets of appointments. The Customize List option opens a sidebar where users can define filters, sorting rules, and visible columns of selected List to further personalize their view. This customization ensures that users only see the most pertinent data.

The Advanced Filters pane offers granular control over how appointments are displayed. For example, users can filter by a specific team member, calendar type, or even appointment attributes like status or source. Once applied, these filters refine the appointments table, allowing users to focus on their priorities. Additionally, users can save their filter configurations as new Smart Lists, making it easy to reuse them for future reference. This combination of filtering and customization ensures that appointment management is both streamlined and adaptable to varying business needs.

Manage Columns of Appointmentlist

The Manage Columns button allows users to customize the displayed information of the selected Smart List in the Appointments Tab to suit their specific needs. Located within the Appointments Tab, the Manage Columns option is accessible via the button in the top-right corner. This feature opens a sidebar where users can select or deselect columns to be displayed in the appointment list view.

Users can choose from a variety of data fields, including Title, Invitees, Status, Appointment Time, Calendar, Appointment Owner, Created By, Date Added, and Source. Each column can be toggled on or off based on the information most relevant to the users workflow. Additionally, the order of columns can be rearranged by dragging and dropping, ensuring a tailored view for efficient appointment management.

Manage Appointments

The Manage Appointments section provides a comprehensive suite of tools to handle individual appointments within the Appointments Tab. By using the three-dot action menu next to each appointment, users can access a variety of options, including View Details, View Consent, Edit, Reschedule, and Delete. These features ensure appointments are fully manageable with ease and flexibility.

• Selecting View Details opens a detailed view of the appointment, displaying key information such as the appointment owner, primary contact, calendar, source, room, and status. This view also includes the Details and Notes tabs, enabling users to add notes or review existing ones. The View Activity Log link allows users to track changes or updates made to the appointment, ensuring a complete history is available for transparency and accountability.

• The View Consent option is applicable when appointments require consent documentation from clients. This option ensures users can review or manage client consents directly tied to the appointment.

• The Edit option allows users to modify all aspects of an appointment. This includes changing the calendar, room, appointment title, team member, date and time, and status. Users can also add or update a description and save the changes, ensuring appointments remain accurate and up-to-date. Depending on the selected calendar you may have more or less options to edit an appointment.

• The Reschedule option provides a seamless way to adjust the timing of an appointment. By opening the edit interface, users can quickly change the date and time while retaining all other details of the appointment.
• The Delete option allows users to remove an appointment entirely. To ensure no accidental deletions occur, this action prompts a confirmation dialogue box where users must verify their intent. This safeguard ensures that deletions are deliberate and irreversible.

Create New Appointments

The Create New Appointments functionality allows users to schedule appointments directly from the Appointments Tab. By clicking on the + New Appointment button located in the top-right corner, users are presented with a detailed form to input appointment specifics. Depending on the Calendar you want to create the Appointment for you may see different details to set for a appointment.

This includes selecting the relevant calendar, entering the appointment title, assigning a team member, setting the date and time, and linking the appointment to a contact. The interface also allows users to add a description and specify the appointment's status, such as Confirmed or Unconfirmed. Once all the details are entered, clicking the Book Appointment button finalizes the scheduling process, ensuring a streamlined and user-friendly experience.

The Blocked Off Time option is designed to prevent new appointments from being scheduled during specific time slots. By selecting this feature, users can input details such as the calendar or user, a descriptive title for the blocked time, and the exact date and time range. This is particularly useful for marking vacations, team meetings, or other unavailability periods. Existing appointments within the blocked timeframe remain unaffected, but no new bookings can be made. The interface ensures flexibility and ease of use, enabling businesses to effectively manage their schedules while maintaining clarity and control over their availability.

By clicking on the Calendar Settings button, users are transferred to the Global Calendar Settings, which are also accessible by navigating to Settings -> Calendars in the sidebar. This area serves as the primary location for configuring and managing all aspects of your calendars.

Within the Global Calendar Settings, users can create and manage their calendars, set specific preferences such as language and time formats, define availability for appointments, and establish connections with third-party integrations like Google Calendar or Outlook. These features provide businesses with the flexibility to customize their scheduling tools to align with their operational needs.

More details about the capabilities and configurations available in the Global Calendar Settings can be found under the next headline.

Calendars

The Calendars Tab within the Calendar Settings provides an overview of all the calendars in your sub-account. This includes essential details like calendar names, associated groups, service durations, calendar types (e.g., service or event), and their status (active or draft). From here, you can easily manage existing calendars using the Action Dropdown menu. Options include editing a calendar, duplicating it, sharing it, moving it to a group, deactivating it, troubleshooting, or deleting it. This central view streamlines calendar management, offering quick access to all key operations for your business scheduling needs.

Share Calendars

By opening the “Share” option, copying the Link of the Calendar and opening it you will be presented with the following website - it is also possible to embed this page directly in your website:

Filter Calendars

The Filter Calendars functionality allows users to refine the list of displayed calendars using customizable filters. Located in the Filters panel on the right, users can filter calendars by Status (e.g., active or draft), Group (e.g., Plumbing Services), or Calendar Type (e.g., Personal Booking, Round Robin, or Event). These options make it simple to locate specific calendars tailored to a particular department, service, or scheduling need. Once the filters are applied, the calendar list updates dynamically, saving time and ensuring a focused view for efficient management.

Create Calendars

The Create Calendars option enables users to add new calendars tailored to specific business needs. By clicking the Create Calendar button, users are prompted to select a Scheduling Type that best fits their requirements. Options include:

• Personal Booking: For one-on-one meetings with a specific team member.
• Round Robin: For distributing appointments evenly among team members.
• Class Booking: For group sessions, such as training or webinars.
• Collective Booking: For appointments where multiple hosts meet with one participant.
• Event Calendar: For scheduling events like conferences or expos.
• Service Booking: For service-based scheduling, such as consultations or repairs.

This flexibility ensures that every calendar is purpose-built for the intended use case, enhancing the scheduling process and improving overall efficiency. Specific Instructions on setting up these calendars are available in the next headline “Setting up Calendars”.

Groups

The Groups section in Calendar Settings enables users to organize calendars into categories for better management. Each group can include multiple calendars, making it easy to align services with business structures like departments or teams. The action menu for groups allows users to edit, copy embed codes or scheduling links, rearrange calendars within the group, deactivate all calendars in the group, or delete the group entirely.

If you're looking to set up groups and other elements like calendars or service menus, refer to the step-by-step guide under the headline “Setting Up Calendars” for detailed instructions.

By copying the Link of the Group and opening it you will be presented with the following website - it is also possible to embed this page directly in your website:

Service Menu

The Service Menu section provides a centralized area to define and manage the specific services offered by your business. Each service menu includes relevant details, allowing businesses to configure offerings like service types, durations, and related details. The action menu includes options to edit, copy embed codes or scheduling links, deactivate, or delete the service menu.

For a detailed guide on setting up service menus, see the “Setting Up Calendars” headline, which outlines the process step by step.

By copying the Link of the Service Menu and opening it you will be presented with the following website - it is also possible to embed this page directly in your website:

Rooms

The Rooms section lets users manage the physical locations associated with services. Businesses can define rooms, their capacity, and the specific services associated with each room. The action menu provides options to edit, disable, or delete rooms, ensuring flexibility in managing physical spaces.

To learn how to set up rooms in conjunction with calendars and services, consult the “Setting Up Calendars” headline for a comprehensive guide.

Equipment

The Equipment section allows businesses to manage resources like tools or vehicles needed for specific services. Each equipment item can be linked to relevant services/calendars, with details about quantity and availability. The action menu enables users to edit, disable, or delete equipment records.

For instructions on setting up equipment and integrating it into your scheduling system, refer to the step-by-step guide under "Setting Up Calendars".

The Preferences Tab offers a centralized space to configure user-specific and account-wide settings, ensuring a tailored experience for managing appointments and calendars. Divided into My Preferences and Account Preferences, this tab allows users to fine-tune meeting locations, time formats, language settings, and the week’s starting day. These settings enable businesses and individuals to align the platform with their operational requirements and regional standards, enhancing usability and efficiency.

My Preferences

The My Preferences section under the Preferences Tab allows users to customize their personal scheduling options. Users can specify the default meeting location, selecting from options such as Custom, Zoom, Google Meet, Phone, Full Address, or Microsoft Teams. This ensures that the platform aligns with the user’s preferred communication method, simplifying the appointment booking process. Once the desired option is selected, changes can be saved by clicking the "Save Preferences" button. Depending on which meeting location options are configured you may see options grayed out as you can see in the image below.

Account Preference

The Account Preference section provides broader configuration options that apply to the entire account. Here, users can adjust In App Preferences, such as the day the calendar week starts, to fit organizational workflows. The Widget Preferences section allows customization of language and region settings, enabling users to choose the display language and time format (e.g., 13:30 for a 24-hour clock). These settings ensure that the platform meets individual and team needs across various global contexts. Save any updates by selecting the "Save Preferences" button.

The Availability Tab is where users can define and manage their recurring working hours to streamline appointment scheduling. Users can specify their timezone and set availability for each day of the week. By selecting the desired days and entering time ranges, businesses can ensure that their scheduling aligns with their operational hours. The option to copy availability settings across multiple days simplifies the process, saving time and ensuring consistency. This tab is particularly useful for creating a structured schedule that clients can depend on when booking appointments.

The "Connections" tab enables admins to to integrate third-party calendars for there users seamlessly, ensuring streamlined appointment scheduling and avoiding conflicts. The "Private Mode for Synced Events" feature provides enhanced privacy for users integrating third-party calendars. By toggling the "Hide event details" option, only the calendar owner can view detailed information about synced events, while others will see limited or no data. This ensures confidentiality for sensitive appointments. Once enabled, click "Save" to apply the setting.

By clicking on the "Add New" button under "Connected Calendars", you can connect platforms such as Google Calendar, Outlook Calendar, iCloud, and Calendly. These integrations allow appointments to synchronize across platforms, providing a comprehensive view of availability. Users can also connect video conferencing tools like Zoom and Microsoft Teams. These integrations automatically generate unique meeting links for every scheduled appointment, ensuring that virtual meetings are efficiently managed and accessible directly from the appointment details.

The "Google Organic Booking" section allows businesses to enable integration with Google's reservation system. Users must verify their business details and ensure the consistency of service descriptions to meet Google's approval requirements. Once set up, this feature boosts visibility on Google and facilitates seamless bookings directly from Google search results.

Businesses can enhance their online presence with Google's Local Services Ads by setting up this integration. This feature, currently available in the United States, allows eligible businesses to attract local clients by appearing in relevant service searches. Users must confirm their business profile details and activate this feature to leverage its benefits for increased visibility.

Create Calendars

Within the Calendar Settings users have the ability to efficiently manage and organize their calendars for various purposes. The list of existing calendars is displayed, including key details such as calendar name, group association, duration, type, status, and date updated. Additionally, users can take specific actions like editing, duplicating, or sharing calendars using the action dropdown menu next to each calendar entry.

By clicking the Create Calendar button, located on the top-right corner of the interface, users are guided through the process of setting up a new calendar. 

Scheduling Type

When creating a new calendar, users are prompted to select a Scheduling Type that aligns with their business or personal requirements. The available scheduling types include:

• Personal Booking: Ideal for one-on-one meetings with a specific team member, such as client meetings or private consultations.
• Round Robin: Distributes appointments evenly among team members in a rotating order, making it perfect for sales calls or onboarding sessions.
• Class Booking: Designed for group activities involving multiple participants, such as webinars or group training.
• Collective Booking: Allows multiple hosts to meet with one participant, suitable for panel interviews or committee reviews.
• Event Calendar: Tailored for scheduling physical events with a host association, such as conferences or expos.
• Service Booking: Focused on seamless scheduling for service-based businesses, such as spa appointments or repair services.

This selection ensures that each calendar is optimized for the intended use case, providing flexibility and customization for various scenarios. The process of creating calendars is intuitive and in the following Accordions you will find comprehensive guides for configuration and usage of each calendar type.

Personal Booking

Create Personal Booking Calendar

Choose the Personal Booking Calendar as scheduling type and follow these steps.

Step 1: Fill Out Basic Details

1. In the New Calendar form:
   • Enter the Calendar Name (e.g., "Outbound Reach").
   • Add a Description (optional).
   • Select a Team Member to associate with the calendar.
   • Customize the URL (e.g., /widget/bookings/my-calendar).
2. Set the Meeting Duration (e.g., 30 minutes).
3. Define the Booking Availability by selecting the days (e.g., Monday to Friday) and inputting time slots (e.g., 08:00 AM to 05:00 PM).

After defining these Details you can either Confirm or enter the advanced Settings for further customization.

Advanced Settings

Step 2: Configure Advanced Settings

• Click Advanced Settings to access additional customization options:
  • Meeting Details: Upload a logo, assign a group, and further customize the calendar’s display name and URL.
  • Availability: Specify recurring or custom availability hours, buffer times, and meeting limits.
  • Forms & Payment: Configure booking forms, add guest options, and enable payment features.
  • Notifications & Additional Options: Set up notifications for booking confirmations, cancellations, and reminders.
  • Customizations: Adjust design, branding, and other calendar-specific options.

Meeting Details

Step 3: Meeting Details

1. Add a Calendar Logo if required.
2. Confirm or update the Calendar Name, Description.
3. Assign the Calendar to a Group and confirm/update the Custom URL.
4. Enter the Meeting Title (As Default you will see the Variable of the contacts name here) 
5. Assign a Team Member and specify the Meeting Location (e.g., Zoom, Google Meet, or Custom).
6. Select a Event Color and click Save to go to the Availability Step.

 

 

Availability

Step 4: Set Availability

1. Go to the Availability section.
2. Define your working hours / Weekly Available Hours for each day or set custom hours.
3. Add Date Specific Hours or exceptions if necessary on the right side.
4. Enable advanced availability settings like "Look Busy" to limit visible slots and create a sense of urgency.
5. Configure Recurring Meetings with options like Repeat intervals and what to do if slots are unavailable.
6. Specify detailed Settings about the Meeting Slots customers can book:
   1. Meeting Interval: Defines the time gap between the start of available booking slots. For instance, a 30-minute interval creates slots every half hour. This setting controls how frequently new bookings can begin.
   2. Meeting Duration: Specifies the length of each meeting. For example, a 30-minute duration means each booked appointment will last half an hour.
   3. Minimum scheduling notice: Determines the minimum lead time required before a booking can be made. This ensures you have adequate preparation time.
   4. Date range: Defines how far in advance appointments can be scheduled, setting limits on how many days into the future customers can book.
   5. Maximum bookings per day: Sets the total number of appointments that can be scheduled on a given day to manage your workload effectively.
   6. Maximum bookings per slot (per user): Limits the number of bookings allowed for a specific time slot per user, preventing overbooking during high-demand periods.
   7. Pre Buffer time: Adds extra time before appointments to help you prepare for the meeting. For example, you might need 10 minutes to set up or transition.
   8. Post Buffer time: Ensures additional time after an appointment for wrap-up tasks like documentation or preparation for the next booking.

 

 

Forms & Payment

Step 5: Forms & Payment

1. In the Forms section:
   • Choose a form (e.g., Default collects Firstname, Lastname, Email, Phone and Notes) If you want to collect different Information from the booker you need to create a Form yourself ("Sites" Feature → "Forms" → "Builder").
   • Rearrange the Widget order of Date & Time selection and the Form previously selected.
   • Activate Sticky Contacts to prefill fields in the Form.
   • Add a customizable Consent Checkbox if needed.
   • Allow the booker to invite guests to the scheduled appointment.
   • Set up a confirmation page or redirect users to a custom URL.
   • Provide a optional Facebook Pixel ID for tracking purposes
   • Activate or Deactivate the Auto-confirm new calendar meetings option.
2. Enable Payment Options if accepting payments for bookings. To enable and specify payments you need to integrate a Payment Provider in the Payments Feature. After that you can associate Products and more with Calendars/Appointments.

 

 

Notifications & Additional Options

Step 6: Notifications & Additional Options

1. Configure notifications for (Edit who should receive the Notifications and edit the Notification Emails completely:
   • Appointment Booked: Send email or in-app notifications when appointments are confirmed/unconfirmed.
   • Cancellations and Reschedules.
   • Reminders: Notify users before their appointments.
   • Follow-Ups: Automate post-appointment emails.
2. Allow Google/Outlook invitation & update emails
3. Assign Contacts to associated calendar team member / option to skip assigning if contact already has an assigned user/teammember
4. Define cancellation and rescheduling policies. (When Rescheduling/Cancellation Link will expire)
5. Edit the Additional Notes (Default Notes are Phone and Email of Contact and Reschedule and Cancellink)

 

 

Customizations

Step 7: Customizations

1. Open the Customizations tab by clicking save or directly navigate to customizations.
2. Adjust calendar widget appearance:
   • Upload a Cover Image for branding.
   • Choose a widget style: Neo or Classic.
   • Configure Primary Color and Background Color.
   • Customize the button text (e.g., "Schedule Meeting").
   • Select which Calendar Information to show (Calendar Title, Calendar Description and Calendar Details such as duration and time zones)
3. Reset to Default and Preview the widget to see changes in real-time.
4. Insert custom code to further customize the Calendar Widget.

 

 

Step 8: Finalize and Save

1. Review all configured settings in each section.
2. Click Save to finalize the calendar setup.
3. Share the calendar link with clients or embed it in your website.

 

 

Round Robin

Create Round Robin Calendar

Choose the Round Robin Calendar as scheduling type and follow these steps.

Step 1: Fill Out Basic Details

1. In the New Calendar form:
   • Enter the Calendar Name (e.g., "Outbound Reach").
   • Add a Description (optional).
   • Select a Team Member to associate with the calendar.
   • Customize the URL (e.g., /widget/bookings/my-calendar).
2. Set the Meeting Duration (e.g., 30 minutes).
3. Define the Booking Availability by selecting the days (e.g., Monday to Friday) and inputting time slots (e.g., 08:00 AM to 05:00 PM).

After defining these Details you can either Confirm or enter the advanced Settings for further customization.

Advanced Settings

Step 2: Configure Advanced Settings

• Click Advanced Settings to access additional customization options:
  • Meeting Details: Upload a logo, assign a group, and further customize the calendar’s display name and URL.
  • Availability: Specify recurring or custom availability hours, buffer times, and meeting limits.
  • Forms & Payment: Configure booking forms, add guest options, and enable payment features.
  • Notifications & Additional Options: Set up notifications for booking confirmations, cancellations, and reminders.
  • Customizations: Adjust design, branding, and other calendar-specific options.

Meeting Details

Step 3: Meeting Details

1. Add a Calendar Logo if required.
2. Confirm or update the Calendar Name, Description.
3. Assign the Calendar to a Group and confirm/update the Custom URL.
4. Enter the Meeting Title (As Default you will see the Variable of the contacts name here) 
5. Choose Appointment Distribution for availability or equal distribution
6. Assign Team Members and specify the Meeting Location (e.g., Zoom, Google Meet, or Custom). When optimizing for availability you can select different priority settings for each Team Member.
7.  Advanced Settings: Reschedule Preference: Choose to reassign rescheduled appointments via round-robin or keep the same owner. New Appointment Preference: Assign new bookings to the contact's user or use round-robin. Disable 'Allow Staff Selection' to lock staff assignments.
8. Select a Event Color and click Save to go to the Availability Step.

Optimize for availability

 

 

Optimize for equal distribution

 

 

7.Reschedule Preference: This setting determines how rescheduled appointments are handled. You can choose to reassign the appointment using the round-robin method or retain the same appointment owner as before.

7.New Appointment Preference: This option decides whether new appointments should always be assigned to the contact's assigned user. If enabled, appointments will prioritize the assigned user, otherwise, they will follow the round-robin assignment. To prevent changes to staff members, you can disable the 'Allow Staff Selection' option on the booking widget.

 

 

Availability

Step 4: Set Availability

1. Go to the Availability section.
2. Define your working hours / Weekly Available Hours for each day or set custom hours.
3. Add Date Specific Hours or exceptions if necessary on the right side.
4. Enable advanced availability settings like "Look Busy" to limit visible slots and create a sense of urgency.
5. Recurring Meetings are Disabled for this Calendar Type: Configure Recurring Meetings with options like Repeat intervals and what to do if slots are unavailable.
6. Specify detailed Settings about the Meeting Slots customers can book:
   1. Meeting Interval: Defines the time gap between the start of available booking slots. For instance, a 30-minute interval creates slots every half hour. This setting controls how frequently new bookings can begin.
   2. Meeting Duration: Specifies the length of each meeting. For example, a 30-minute duration means each booked appointment will last half an hour.
   3. Minimum scheduling notice: Determines the minimum lead time required before a booking can be made. This ensures you have adequate preparation time.
   4. Date range: Defines how far in advance appointments can be scheduled, setting limits on how many days into the future customers can book.
   5. Maximum bookings per day: Sets the total number of appointments that can be scheduled on a given day to manage your workload effectively.
   6. Maximum bookings per slot (per user): Limits the number of bookings allowed for a specific time slot per user, preventing overbooking during high-demand periods.
   7. Pre Buffer time: Adds extra time before appointments to help you prepare for the meeting. For example, you might need 10 minutes to set up or transition.
   8. Post Buffer time: Ensures additional time after an appointment for wrap-up tasks like documentation or preparation for the next booking.

 

 

Forms & Payment

Step 5: Forms & Payment

1. In the Forms section:
   • Choose a form (e.g., Default collects Firstname, Lastname, Email, Phone and Notes) If you want to collect different Information from the booker you need to create a Form yourself ("Sites" Feature → "Forms" → "Builder").
   • Rearrange the Widget order of Date & Time selection and the Form previously selected.
   • Activate Sticky Contacts to prefill fields in the Form.
   • Add a customizable Consent Checkbox if needed.
   • Allow the booker to invite guests to the scheduled appointment.
   • Set up a confirmation page or redirect users to a custom URL.
   • Provide a optional Facebook Pixel ID for tracking purposes
   • Activate or Deactivate the Auto-confirm new calendar meetings option.
2. Enable Payment Options if accepting payments for bookings. To enable and specify payments you need to integrate a Payment Provider in the Payments Feature. After that you can associate Products and more with Calendars/Appointments.

 

 

Notifications & Additional Options

Step 6: Notifications & Additional Options

1. Configure notifications for (Edit who should receive the Notifications and edit the Notification Emails completely:
   • Appointment Booked: Send email or in-app notifications when appointments are confirmed/unconfirmed.
   • Cancellations and Reschedules.
   • Reminders: Notify users before their appointments.
   • Follow-Ups: Automate post-appointment emails.
2. Allow Google/Outlook invitation & update emails
3. Assign Contacts to associated calendar team member / option to skip assigning if contact already has an assigned user/teammember
4. Define cancellation and rescheduling policies. (When Rescheduling/Cancellation Link will expire)
5. Edit the Additional Notes (Default Notes are Phone and Email of Contact and Reschedule and Cancellink)

 

 

Customizations

Step 7: Customizations

1. Open the Customizations tab by clicking save or directly navigate to customizations.
2. Adjust calendar widget appearance:
   • Upload a Cover Image for branding.
   • Choose a widget style: Neo or Classic.
   • Configure Primary Color and Background Color.
   • Customize the button text (e.g., "Schedule Meeting").
   • Select which Calendar Information to show (Calendar Title, Calendar Description and Calendar Details such as duration and time zones)
3. Reset to Default and Preview the widget to see changes in real-time.
4. Insert custom code to further customize the Calendar Widget.
5. Activate Staff Selection so that bookers can directly choose a specific team member associated with the selected calendar.

 

 

Step 8: Finalize and Save

1. Review all configured settings in each section.
2. Click Save to finalize the calendar setup.
3. Share the calendar link with clients or embed it in your website.

 

 

Class Booking

Create Class Booking Calendar

Choose the Class Booking Calendar as scheduling type and follow these steps.

Step 1: Fill Out Basic Details

1. In the New Calendar form:
   • Enter the Calendar Name (e.g., "Outbound Reach").
   • Add a Description (optional).
   • Select a Team Member to associate with the calendar.
   • Customize the URL (e.g., /widget/bookings/my-calendar).
2. Set the Meeting Duration (e.g., 30 minutes).
3. Define the Booking Availability by selecting the days (e.g., Monday to Friday) and inputting time slots (e.g., 08:00 AM to 05:00 PM).
4. Enter a Meeting location since Meeting Links are shown in Calendar Events as “meeting location” and allow you to add things like zoom links for the event. 

After defining these Details you can either Confirm or enter the advanced Settings for further customization.

Advanced Settings

Step 2: Configure Advanced Settings

• Click Advanced Settings to access additional customization options:
  • Meeting Details: Upload a logo, assign a group, and further customize the calendar’s display name and URL.
  • Availability: Specify recurring or custom availability hours, buffer times, and meeting limits.
  • Forms & Payment: Configure booking forms, add guest options, and enable payment features.
  • Notifications & Additional Options: Set up notifications for booking confirmations, cancellations, and reminders.
  • Customizations: Adjust design, branding, and other calendar-specific options.

Meeting Details

Step 3: Meeting Details

1. Add a Calendar Logo if required.
2. Confirm or update the Calendar Name, Description.
3. Assign the Calendar to a Group and confirm/update the Custom URL.
4. Enter the Meeting Title (As Default you will see the Variable of the contacts name here) 
5. Assign Team Members and specify the Meeting Location (e.g., Zoom, Google Meet, or Custom). 
6. Select a Event Color and click Save to go to the Availability Step.

 

 

Availability

Step 4: Set Availability

1. Go to the Availability section.
2. Define your working hours / Weekly Available Hours for each day or set custom hours.
3. Add Date Specific Hours or exceptions if necessary on the right side.
4. Configure Recurring Meetings with options like Repeat intervals and what to do if slots are unavailable.
5. Specify detailed Settings about the Meeting Slots customers can book:
   1. Meeting Interval: Defines the time gap between the start of available booking slots. For instance, a 30-minute interval creates slots every half hour. This setting controls how frequently new bookings can begin.
   2. Meeting Duration: Specifies the length of each meeting. For example, a 30-minute duration means each booked appointment will last half an hour.
   3. Minimum scheduling notice: Determines the minimum lead time required before a booking can be made. This ensures you have adequate preparation time.
   4. Date range: Defines how far in advance appointments can be scheduled, setting limits on how many days into the future customers can book.
   5. Seats per class: Sets the total number of bookers/listeners that can be scheduled in one meeting.
   6. Pre Buffer time: Adds extra time before appointments to help you prepare for the meeting. For example, you might need 10 minutes to set up or transition.
   7. Post Buffer time: Ensures additional time after an appointment for wrap-up tasks like documentation or preparation for the next booking.

 

 

Forms & Payment

Step 5: Forms & Payment

1. In the Forms section:
   • Choose a form (e.g., Default collects Firstname, Lastname, Email, Phone and Notes) If you want to collect different Information from the booker you need to create a Form yourself ("Sites" Feature → "Forms" → "Builder").
   • Rearrange the Widget order of Date & Time selection and the Form previously selected.
   • Activate Sticky Contacts to prefill fields in the Form.
   • Add a customizable Consent Checkbox if needed.
   • Allow the booker to invite guests to the scheduled appointment.
   • Set up a confirmation page or redirect users to a custom URL.
   • Provide a optional Facebook Pixel ID for tracking purposes
   • Activate or Deactivate the Auto-confirm new calendar meetings option.
2. Enable Payment Options if accepting payments for bookings. To enable and specify payments you need to integrate a Payment Provider in the Payments Feature. After that you can associate Products and more with Calendars/Appointments.

 

 

Notifications & Additional Options

Step 6: Notifications & Additional Options

1. Configure notifications for (Edit who should receive the Notifications and edit the Notification Emails completely:
   • Appointment Booked: Send email or in-app notifications when appointments are confirmed/unconfirmed.
   • Cancellations and Reschedules.
   • Reminders: Notify users before their appointments.
   • Follow-Ups: Automate post-appointment emails.
2. Allow Google/Outlook invitation & update emails
3. Assign Contacts to associated calendar team member / option to skip assigning if contact already has an assigned user/teammember
4. Define cancellation and rescheduling policies. (When Rescheduling/Cancellation Link will expire)
5. Edit the Additional Notes (Default Notes are Phone and Email of Contact and Reschedule and Cancellink)

 

 

Customizations

Step 7: Customizations

1. Open the Customizations tab by clicking save or directly navigate to customizations.
2. Adjust calendar widget appearance:
   • Upload a Cover Image for branding.
   • Choose a widget style: Neo or Classic (Classic is not available for this Calendar type!).
   • Configure Primary Color and Background Color.
   • Customize the button text (e.g., "Schedule Meeting").
   • Select which Calendar Information to show (Calendar Title, Calendar Description and Calendar Details such as duration and time zones)
3. Reset to Default and Preview the widget to see changes in real-time.
4. Insert custom code to further customize the Calendar Widget.
5. Activate Seats per Slot so that bookers can view the number of available seats for each time slot directly on the calendar widget.

 

 

Step 8: Finalize and Save

1. Review all configured settings in each section.
2. Click Save to finalize the calendar setup.
3. Share the calendar link with clients or embed it in your website.

 

 

Collective Booking

Create Collective Booking Calendar

Choose the Collective Booking Calendar as scheduling type and follow these steps.

Step 1: Fill Out Basic Details

1. In the New Calendar form:
   • Enter the Calendar Name (e.g., "Outbound Reach").
   • Add a Description (optional).
   • Select at least 2 Team Members to associate with the calendar.
   • Customize the URL (e.g., /widget/bookings/my-calendar).
2. Set the Meeting Duration (e.g., 30 minutes).
3. Define the Booking Availability by selecting the days (e.g., Monday to Friday) and inputting time slots (e.g., 08:00 AM to 05:00 PM).

After defining these Details you can either Confirm or enter the advanced Settings for further customization.

Advanced Settings

Step 2: Configure Advanced Settings

• Click Advanced Settings to access additional customization options:
  • Meeting Details: Upload a logo, assign a group, and further customize the calendar’s display name and URL.
  • Availability: Specify recurring or custom availability hours, buffer times, and meeting limits.
  • Forms & Payment: Configure booking forms, add guest options, and enable payment features.
  • Notifications & Additional Options: Set up notifications for booking confirmations, cancellations, and reminders.
  • Customizations: Adjust design, branding, and other calendar-specific options.

Meeting Details

Step 3: Meeting Details

1. Add a Calendar Logo if required.
2. Confirm or update the Calendar Name, Description.
3. Assign the Calendar to a Group and confirm/update the Custom URL.
4. Enter the Meeting Title (As Default you will see the Variable of the contacts name here) 
5. Assign Team Members, choose a Calendar owner and specify the Meeting Location (e.g., Zoom, Google Meet, Custom and more) for each team member. 
6. Choose the Default Meeting location.
7. Select a Event Color and click Save to go to the Availability Step.

 

 

Availability

Step 4: Set Availability

1. Go to the Availability section.
2. Define your working hours / Weekly Available Hours for each day or set custom hours.
3. Add Date Specific Hours or exceptions if necessary on the right side.
4. Enable advanced availability settings like "Look Busy" to limit visible slots and create a sense of urgency.
5. Recurring Meetings are Disabled for this Calendar Type: Configure Recurring Meetings with options like Repeat intervals and what to do if slots are unavailable.
6. Specify detailed Settings about the Meeting Slots customers can book:
   1. Meeting Interval: Defines the time gap between the start of available booking slots. For instance, a 30-minute interval creates slots every half hour. This setting controls how frequently new bookings can begin.
   2. Meeting Duration: Specifies the length of each meeting. For example, a 30-minute duration means each booked appointment will last half an hour.
   3. Minimum scheduling notice: Determines the minimum lead time required before a booking can be made. This ensures you have adequate preparation time.
   4. Date range: Defines how far in advance appointments can be scheduled, setting limits on how many days into the future customers can book.
   5. Maximum bookings per day: Sets the total number of appointments that can be scheduled on a given day to manage your workload effectively.
   6. Pre Buffer time: Adds extra time before appointments to help you prepare for the meeting. For example, you might need 10 minutes to set up or transition.
   7. Post Buffer time: Ensures additional time after an appointment for wrap-up tasks like documentation or preparation for the next booking.

 

 

Forms & Payment

Step 5: Forms & Payment

1. In the Forms section:
   • Choose a form (e.g., Default collects Firstname, Lastname, Email, Phone and Notes) If you want to collect different Information from the booker you need to create a Form yourself ("Sites" Feature → "Forms" → "Builder").
   • Rearrange the Widget order of Date & Time selection and the Form previously selected.
   • Activate Sticky Contacts to prefill fields in the Form.
   • Add a customizable Consent Checkbox if needed.
   • Allow the booker to invite guests to the scheduled appointment.
   • Set up a confirmation page or redirect users to a custom URL.
   • Provide a optional Facebook Pixel ID for tracking purposes
   • Activate or Deactivate the Auto-confirm new calendar meetings option.
2. Enable Payment Options if accepting payments for bookings. To enable and specify payments you need to integrate a Payment Provider in the Payments Feature. After that you can associate Products and more with Calendars/Appointments.

 

 

Notifications & Additional Options

Step 6: Notifications & Additional Options

1. Configure notifications for (Edit who should receive the Notifications and edit the Notification Emails completely:
   • Appointment Booked: Send email or in-app notifications when appointments are confirmed/unconfirmed.
   • Cancellations and Reschedules.
   • Reminders: Notify users before their appointments.
   • Follow-Ups: Automate post-appointment emails.
2. Allow Google/Outlook invitation & update emails
3. Assign Contacts to associated calendar team member / option to skip assigning if contact already has an assigned user/teammember
4. Define cancellation and rescheduling policies. (When Rescheduling/Cancellation Link will expire)
5. Edit the Additional Notes (Default Notes are Phone and Email of Contact and Reschedule and Cancellink)

 

 

Customizations

Step 7: Customizations

1. Open the Customizations tab by clicking save or directly navigate to customizations.
2. Adjust calendar widget appearance:
   • Upload a Cover Image for branding.
   • Choose a widget style: Neo or Classic.
   • Configure Primary Color and Background Color.
   • Customize the button text (e.g., "Schedule Meeting").
   • Select which Calendar Information to show (Calendar Title, Calendar Description and Calendar Details such as duration and time zones)
3. Reset to Default and Preview the widget to see changes in real-time.
4. Insert custom code to further customize the Calendar Widget.

 

 

Step 8: Finalize and Save

1. Review all configured settings in each section.
2. Click Save to finalize the calendar setup.
3. Share the calendar link with clients or embed it in your website.

 

 

Event Calendar

Create Event Calendar

Choose the Event Calendar as scheduling type and follow these steps.

Step 1: Fill Out Basic Details

1. In the New Calendar form:
   • Enter the Calendar Name (e.g., "Outbound Reach").
   • Add a Description (optional).
   • Customize the URL (e.g., /widget/bookings/my-calendar).
2. Set the Meeting Duration (e.g., 30 minutes).
3. Define the Booking Availability by selecting the days (e.g., Monday to Friday) and inputting time slots (e.g., 08:00 AM to 05:00 PM).
4. Enter a Meeting location since Meeting Links are shown in Calendar Events as “meeting location” and allow you to add things like zoom links for the event. 

After defining these Details you can either Confirm or enter the advanced Settings for further customization.

Advanced Settings

Step 2: Configure Advanced Settings

• Click Advanced Settings to access additional customization options:
  • Meeting Details: Upload a logo, assign a group, and further customize the calendar’s display name and URL.
  • Availability: Specify recurring or custom availability hours, buffer times, and meeting limits.
  • Forms & Payment: Configure booking forms, add guest options, and enable payment features.
  • Notifications & Additional Options: Set up notifications for booking confirmations, cancellations, and reminders.
  • Connections: Sync Events with external Calendars, first setup your external calendar.
  • Customizations: Adjust design, branding, and other calendar-specific options.

Meeting Details

Step 3: Meeting Details

1. Add a Calendar Logo if required.
2. Confirm or update the Calendar Name, Description.
3. Assign the Calendar to a Group and confirm/update the Custom URL.
4. Enter the Meeting Title (As Default you will see the Variable of the contacts name here) 
5. Choose the Meeting location, select from Phone, Address, custom or ask the booker - also add multipe locations.
6. Select a Event Color and click Save to go to the Availability Step.

 

 

Availability

Step 4: Set Availability

1. Go to the Availability section.
2. Define your working hours / Weekly Available Hours for each day or set custom hours.
3. Add Date Specific Hours or exceptions if necessary on the right side.
4. Enable advanced availability settings like "Look Busy" to limit visible slots and create a sense of urgency.
5. Configure Recurring Meetings with options like Repeat intervals and what to do if slots are unavailable.
6. Specify detailed Settings about the Meeting Slots customers can book:
   1. Meeting Interval: Defines the time gap between the start of available booking slots. For instance, a 30-minute interval creates slots every half hour. This setting controls how frequently new bookings can begin.
   2. Meeting Duration: Specifies the length of each meeting. For example, a 30-minute duration means each booked appointment will last half an hour.
   3. Minimum scheduling notice: Determines the minimum lead time required before a booking can be made. This ensures you have adequate preparation time.
   4. Date range: Defines how far in advance appointments can be scheduled, setting limits on how many days into the future customers can book.
   5. Maximum bookings per day: Sets the total number of appointments that can be scheduled on a given day to manage your workload effectively.
   6. Maximum bookings per slot (per user): Limits the number of bookings allowed for a specific time slot per user, preventing overbooking during high-demand periods.
   7. Pre Buffer time: Adds extra time before appointments to help you prepare for the meeting. For example, you might need 10 minutes to set up or transition.
   8. Post Buffer time: Ensures additional time after an appointment for wrap-up tasks like documentation or preparation for the next booking.

 

 

Forms & Payment

Step 5: Forms & Payment

1. In the Forms section:
   • Choose a form (e.g., Default collects Firstname, Lastname, Email, Phone and Notes) If you want to collect different Information from the booker you need to create a Form yourself ("Sites" Feature → "Forms" → "Builder").
   • Rearrange the Widget order of Date & Time selection and the Form previously selected.
   • Activate Sticky Contacts to prefill fields in the Form.
   • Add a customizable Consent Checkbox if needed.
   • Allow the booker to invite guests to the scheduled appointment.
   • Set up a confirmation page or redirect users to a custom URL.
   • Provide a optional Facebook Pixel ID for tracking purposes
   • Activate or Deactivate the Auto-confirm new calendar meetings option.
2. Enable Payment Options if accepting payments for bookings. To enable and specify payments you need to integrate a Payment Provider in the Payments Feature. After that you can associate Products and more with Calendars/Appointments.

 

 

Notifications & Additional Options

Step 6: Notifications & Additional Options

1. Configure notifications for (Edit who should receive the Notifications and edit the Notification Emails completely:
   • Appointment Booked: Send email or in-app notifications when appointments are confirmed/unconfirmed.
   • Cancellations and Reschedules.
   • Reminders: Notify users before their appointments.
   • Follow-Ups: Automate post-appointment emails.
2. Allow Google/Outlook invitation & update emails
3. Define cancellation and rescheduling policies. (When Rescheduling/Cancellation Link will expire)
4. Edit the Additional Notes (Default Notes are Phone and Email of Contact and Reschedule and Cancellink)

 

 

Connections

Step 7: Connections - External Calendar Sync

This step allows you to seamlessly synchronize your event calendar with an external calendar. By linking your calendar through the dropdown menu, you ensure that all scheduled events and appointments remain up-to-date across platforms, avoiding double bookings or scheduling conflicts. To configure, select the appropriate external calendar and follow the setup process under "Setup your external calendar." 

 

 

Customizations

Step 8: Customizations

1. Open the Customizations tab by clicking save or directly navigate to customizations.
2. Adjust calendar widget appearance:
   • Upload a Cover Image for branding.
   • Choose a widget style: Neo or Classic.
   • Configure Primary Color and Background Color.
   • Customize the button text (e.g., "Schedule Meeting").
   • Select which Calendar Information to show (Calendar Title, Calendar Description and Calendar Details such as duration and time zones)
3. Reset to Default and Preview the widget to see changes in real-time.
4. Insert custom code to further customize the Calendar Widget.

 

 

Step 9: Finalize and Save

1. Review all configured settings in each section.
2. Click Save to finalize the calendar setup.
3. Share the calendar link with clients or embed it in your website.

 

 

Service Booking

Create Service Booking Calendar

Choose the Service Booking Calendar as scheduling type and follow these steps.

Step 1: Fill Out Basic Details

1. In the New Calendar form:
   • Enter the Calendar Name (e.g., "Outbound Reach").
   • Add a Description (optional).
   • Select multiple Staff Members.
   • Customize the URL (e.g., /widget/bookings/my-calendar).
2. Set the Service Duration (e.g., 30 minutes).
3. Define the Booking Availability by selecting the days (e.g., Monday to Friday) and inputting time slots (e.g., 08:00 AM to 05:00 PM).

After defining these Details you can either Confirm or enter the advanced Settings for further customization.

Advanced Settings

Step 2: Configure Advanced Settings

• Click Advanced Settings to access additional customization options:
  • Service Details: Upload a logo, assign a group, and further customize the calendar’s display name and URL.
  • Availability: Specify recurring or custom availability hours, buffer times, and meeting limits.
  • Forms & Payment: Configure booking forms, add guest options, and enable payment features.
  • Notifications & Additional Options: Set up notifications for booking confirmations, cancellations, and reminders.
  • Customizations: Adjust design, branding, and other calendar-specific options.
  • Rooms & Equipment: Associate Rooms and Equipment with the Service Calendar.

Service Details

Step 3: Service Details

1. Add a Service Logo if required.
2. Confirm or update the Service Name, Description.
3. Assign the Servicecalendar to a Group and confirm/update the Custom URL.
4. Enter the Appointment Title (As Default you will see the Variable of the contacts name here) 
5. Select the team members for this Service/Calendar and choose the Meeting location for each employee.
6. Select a Event Color and click Save to go to the Availability Step.

 

 

Availability

Step 4: Set Availability

1. Go to the Availability section.
2. Define your working hours / Weekly Available Hours for each day or set custom hours.
3. Add Date Specific Hours or exceptions if necessary on the right side.
4. Enable advanced availability settings like "Look Busy" to limit visible slots and create a sense of urgency.
5. Specify detailed Settings about the Meeting Slots customers can book:
   1. Service Interval: Defines the time gap between the start of available booking slots. For instance, a 30-minute interval creates slots every half hour. This setting controls how frequently new bookings can begin.
   2. Service Duration: Specifies the length of each meeting. For example, a 30-minute duration means each booked appointment will last half an hour.
   3. Minimum scheduling notice: Determines the minimum lead time required before a booking can be made. This ensures you have adequate preparation time.
   4. Date range: Defines how far in advance appointments can be scheduled, setting limits on how many days into the future customers can book.
   5. Post Buffer time: Ensures additional time after an services for wrap-up tasks like documentation or preparation for the next booking.

 

 

Forms & Payment

Step 5: Forms & Payment

1. In the Forms section:
   • Choose a form (e.g., Default collects Firstname, Lastname, Email, Phone and Notes) If you want to collect different Information from the booker you need to create a Form yourself ("Sites" Feature → "Forms" → "Builder").
   • Rearrange the Widget order of Date & Time selection and the Form previously selected.
   • Activate Sticky Contacts to prefill fields in the Form.
   • Add a customizable Consent Checkbox if needed.
   • Allow the booker to invite guests to the scheduled appointment.
   • Set up a confirmation page or redirect users to a custom URL.
   • Provide a optional Facebook Pixel ID for tracking purposes
   • Activate or Deactivate the Auto-confirm new calendar meetings option.
2. Enable Payment Options if accepting payments for bookings. To enable and specify payments you need to integrate a Payment Provider in the Payments Feature. After that you can associate Products and more with Calendars/Appointments.

 

 

Notifications & Additional Options

Step 6: Notifications & Additional Options

1. Configure notifications for (Edit who should receive the Notifications and edit the Notification Emails completely:
   • Appointment Booked: Send email or in-app notifications when appointments are confirmed/unconfirmed.
   • Cancellations and Reschedules.
   • Reminders: Notify users before their appointments.
   • Follow-Ups: Automate post-appointment emails.
2. Allow Google/Outlook invitation & update emails
3. Assign Contacts to associated calendar team member / option to skip assigning if contact already has an assigned user/teammember
4. Define cancellation and rescheduling policies. (When Rescheduling/Cancellation Link will expire)
5. Edit the Additional Notes (Default Notes are Phone and Email of Contact and Reschedule and Cancellink)

 

 

Customizations

Step 7: Customizations

1. Open the Customizations tab by clicking save or directly navigate to customizations.
2. Adjust calendar widget appearance:
   • Upload a Cover Image for branding.
   • Configure Primary Color and Background Color.
   • Customize the button text (e.g., "Schedule Meeting").
   • Select which Calendar Information to show (Calendar Title, Calendar Description and Calendar Details such as duration and time zones)
3. Reset to Default and Preview the widget to see changes in real-time.
4. Insert custom code to further customize the Calendar Widget.
5. Activate Staff Selection so that bookers can choos a specific staff member directly from the calendar widget during appointment booking.

 

 

Rooms & Equipment

Step 8: Rooms & Equipment

This step allows you to assign specific rooms and equipment to the calendar for streamlined booking management. In the "Rooms" tab, you can select from a list of predefined rooms, such as "Meeting Room 1," ensuring that the room is reserved whenever a booking is made. Similarly, the "Equipment" tab lets you allocate necessary tools or assets, such as a "Plumbing Van," to the bookings. This feature is particularly useful for resource-intensive appointments, ensuring that both space and assets are accounted for in the scheduling process. A quick tip offers further guidance on the effective use of this step for optimal resource allocation.

 

 

Step 9: Finalize and Save

1. Review all configured settings in each section.
2. Click Save to finalize the calendar setup.
3. Share the calendar link with clients or embed it in your website.

 

 

Manage Calendars

This section allows you to manage all existing calendars, modify their details, and take specific actions. Use the dropdown menu in the Action Dropdown column to edit, duplicate, share, move, troubleshoot, deactivate, or delete calendars.

Edit

The Edit Calendar view provides the ability to modify the calendar’s service details. Depending on which scheduling type you are editing you will get presented different sections to edit. The Edit Window is basically the Creation Window.

Duplicate

The Duplicate Calendar option enables you to create a new calendar with the same settings as the selected calendar. This is useful for replicating an existing setup without starting from scratch.

Share

Under the Share menu, you can:

• Scheduling Link: Share a scheduling link to allow others to book directly on this calendar or use the permanent link which is ideal for funnels, website redirects or ads.

• One-Time Link: Generate a unique link for a single-use booking.

• Embed Code: Copy the provided HTML code to embed the calendar widget into a website.

Move to Group

The Move to Group option allows you to assign a calendar to a specific group. Note that moving the calendar to a group may change legacy links, so this action requires confirmation.

Deactivate Calendar

Use this option to temporarily deactivate a calendar. Deactivated calendars won’t accept new bookings, but existing appointments will remain unaffected.

Troubleshoot Calendar

The Troubleshoot Calendar tool is designed to help users identify why specific calendar slots are unavailable in the booking widget. By providing detailed insights into slot availability, users can easily understand the reasons behind unavailable slots and take corrective action if needed.

Whether the issue is related to user availability, system settings, or conflicting events, this tool offers a transparent view to analyze available slots and verify bookings. This ensures users can optimize their calendar settings for seamless booking experiences. Use the interface to select a date and time to review slot availability and resolve potential issues efficiently.

List of Codes & Descriptions
Below are the codes that explain why a time slot might not be available for booking:

• USER: No user is available because they are either blocked by another event or are outside their set availability.
• COLLECTIVE: One or more users in the collective appointment are unavailable.
• CONFLICT: A third-party event is preventing this slot from being booked.
• BOOKED: This appointment slot has already been scheduled.
• BLOCKED: A blocked-off time has been applied to this duration.
• NOTICE: The minimum scheduling notice requirement has not been met.
• TOOFAR: The time slot exceeds the allowed date range.
• DAYLIMIT: The maximum number of appointments for the day has been reached.
• SLOTMAX: The maximum number of appointments for this specific slot has been reached.
• BUFFER: A pre/post buffer is applied to this time slot.
• DURATION: The appointment duration does not fit within the available time.
• PAST: The time slot is in the past.
• LOOKBUSY: This slot has been hidden due to the "Look Busy" setting.
• NO SEATS: The maximum number of available seats for this slot has been reached.
• RESOURCE: A required resource (e.g., a room or equipment) is not available.

Important Notes:
The system first checks the calendar's availability and meeting intervals to create all potential time slots. It then determines which of these slots are available and which are not.

For example, if the calendar availability is set from 10 AM to 12 PM and 6 PM to 8 PM, with 60-minute meeting intervals, only the slots at 10 AM, 11 AM, 6 PM, and 7 PM will be displayed. Unavailability reasons will be shown for other times. If the calendar is unavailable on a specific day, such as Saturday, no slots will be displayed for that day.

Delete Calendar

When a calendar is no longer needed, you can choose to delete it. Deleting a calendar will also remove all associated appointments permanently. Ensure you confirm this action using the window visible below to proceed.

Create Group

The "Create Group" option allows users to organize and group multiple calendars effectively. This feature is accessible through the "Calendars" and “Groups” tab by clicking the "Create Group" button. 

Users can assign names, provide descriptions, and select a template (Classic or Neo) to create a group URL for better management of their calendar systems.

Manage Groups

In the "Groups" section under Calendar Settings, users can view, edit, or manage all their created calendar groups. Each group displays key information, such as the number of associated calendars, last updated date, and status. Actions, such as rearranging calendars, deactivating all calendars in a group, or deleting a group, are easily accessible.

Edit

The "Edit Group" option allows users to make adjustments to existing calendar groups. Users can rename groups, update descriptions, switch templates, or modify the group URL for improved clarity and accessibility.

Copy Embed Code

This Button copies the Embed Code to your clipboard and allows you to implement the group into a webpage or application for external access.

Copy Permanent Link

This Button copies a permanent Link to the group of calendars to your clipboard. This Link is optimal for ads, redirects and use in websites or funnels.

Copy Scheduling Link

Generate a scheduling link to your clipboard for direct access to group of calendars. Share this link for for booking purposes.

Copy Scheduling Link (Legacy Deprecated)

This Button copies the Scheduling Link (Legacy Deprecated) to your clipboard use this option for legacy systems if needed. We encourage everyone to switch to the other Links since this is a older version of Linking to a calendar which is outdated by our system.

Rearrange Calendars

The "Rearrange Calendars" option provides flexibility in organizing calendars within a group. Users can drag and drop calendars to reorder them according to their preferences, ensuring a more logical and functional structure.

Deactivate all Calendars in group

This action deactivates all calendars within a selected group. Users can easily pause all scheduling activities for an entire group without deleting it.

Delete

The "Delete Group" option allows users to remove a group and all associated calendars and appointments. This is ideal for retiring outdated calendar groups, with the additional flexibility to retain or delete related calendars.

Create Service Menu

The Service Menu allows you to organize and present multiple services to your clients in one cohesive interface. From the Service Menu tab, click on Create Service Menu to initiate the process. This feature simplifies how clients select from your offerings and ensures a streamlined booking experience.

Service Menu Details

Define the details of your Service Menu, such as:

• Service Menu Name: Give your menu an identifiable name.
• Description: Provide a brief explanation of the services offered.
• Service URL: Customize the public URL for the menu.
• Form: Select or customize the form fields required during booking.
• Confirmation Options: Choose how clients are notified post-booking (e.g., display a thank-you message or redirect to a specific page).

You can also enable additional options, such as:

• Add Guests: Allow clients to include additional participants to bookings.
• Multiple Service Selection: Let users select more than one service in a single booking session.
• Staff Selection: Allow clients to choose their preferred staff member for a booking.

Select Services

Add services to your Service Menu by choosing from your available calendars. Use checkboxes to select services individually or select an entire group. This step ensures all relevant offerings are visible to clients when they access the menu.

Arrange your Services

Customize the order in which services appear in your Service Menu. This feature ensures that your most popular or priority services are displayed at the top, enhancing visibility and user convenience.

Manage Service Menus

View all your created Service Menus in one place. Click on the three dot icon of a Service Menu for following options as you can also see in the image:

• Edit: Update the details of an existing Service Menu.
• Copy Embed Code: Get the code to embed the Service Menu on a website.
• Copy Links: Share a scheduling or permanent link for client access.
• Deactivate: Temporarily remove the menu from public access.
• Delete: Permanently remove the Service Menu and its associated data.

Edit

By clicking on the Edit button, you gain the ability to fully customize and modify the selected Service Menu. This interface is essentially the same as the one used during the creation process, allowing you to update details such as the Service Menu Name, Description, Service URL, and associated form options. This ensures you can refine or adjust the Service Menu to align with evolving business needs.

Copy Embed Code

Generate an HTML snippet to embed your Service Menu into a website. This makes it easy for clients to book services directly from your site. By clicking the button this snippet will seamlessly get copied to your clipboard.

Copy Permanent Link

Create a static URL for your Service Menu that remains consistent, even if other settings are changed. Perfect for sharing in emails or marketing materials. By clicking the button this link will seamlessly get copied to your clipboard.

Copy Scheduling Link

Share a direct link that provides clients access to the Service Menu. This is ideal for situations where you need to send specific booking links. By clicking the button this link will seamlessly get copied to your clipboard.

Deactivate Service Menu

Temporarily disable a Service Menu if it’s not currently needed. This action makes the menu unavailable to clients while retaining all its configurations for future use.

Delete

Delete a Service Menu entirely when it's no longer required. This action is permanent and will also remove all associated calendars and bookings if selected.

Create Room

The "Rooms" section allows you to manage rooms used for scheduling within your business. By clicking the "Create Room" button, you can configure new rooms with relevant details such as capacity and calendar associations, ensuring proper room management and scheduling efficiency.

The "Add/Edit Room" interface lets you define the room's name, description, and total capacity (the maximum number of appointments that can be scheduled in the room at one time). Additionally, you can associate the room with one or more service calendars to ensure bookings are properly linked to available resources.

Manage Rooms

The "Rooms" section provides an overview of all created rooms, including their status, capacity, and associated calendars. You can take specific actions like editing, disabling, or deleting rooms through the dropdown menu next to each entry.

Edit

The "Edit Room" option opens the configuration window, similar to the creation process, where you can modify a room's details, such as its name, description, and capacity. You can also adjust its association with specific calendars to ensure accurate scheduling.

Disable Room

The "Disable Room" action temporarily deactivates a room, making it unavailable for scheduling. This may affect associated service calendars. Once re-enabled, the room will automatically reconnect to its linked calendars.

Delete

The "Delete Room" action permanently removes a room from the system, including all its associations with linked service calendars. A confirmation step ensures you understand the implications before proceeding with this irreversible action.

Create Equipment

This section provides an overview of the equipment management interface. The "Create Equipment" button enables users to add new pieces of equipment required for specific services. The table lists all existing equipment with details such as name, quantity, associated services, status, and the date updated.

The "Add/Edit Equipment" window allows users to input or modify details for equipment. You can define the equipment's name, add a description, set the total quantity available, mark out-of-service quantities, and link the equipment to specific calendars. This ensures that resources are appropriately allocated and available for relevant services.

Manage Equipment

This view lists all added equipment along with their properties. Users can perform actions such as editing equipment details, disabling equipment temporarily, or deleting equipment permanently. These options are accessible via the "Action Dropdown" for each piece of equipment.

Edit

When editing equipment, users can change its name, description, and quantities, both total and out-of-service. Additionally, users can adjust which calendars the equipment is associated with, ensuring seamless integration and accurate resource scheduling.

Disable Equipment

Disabling equipment temporarily removes it from availability across all associated service calendars. Enabling the equipment later reconnects it to the relevant calendars automatically.

Delete

Deleting equipment permanently removes it from all associated service calendars and the system. This action should be taken cautiously as it impacts all linked services and appointments.

From the Calendar Settings page, review the list of calendars under the "Calendars" tab and identify the specific calendar you wish to embed.

Locate the dropdown menu for the chosen calendar by clicking the three dots in the Action Dropdown column and click on “Share”. 

Within the sharing options, click and copy the Embed Code option provided. This code will allow you to add the calendar to your website.

If you want to embed an entire group of calendars, navigate to the Groups tab within Calendar Settings and select the group you wish to embed and click the dropdown menu. Choose Copy Embed Code to retrieve the HTML code for the group.

To embed a service menu, navigate to the Service Menu tab within Calendar Settings. Identify the desired service menu, click the dropdown menu, and choose Copy Embed Code. This code will embed a service menu that lists multiple services for easy customer booking.

Now we have two options, we can either embed the Calendar using the “Calendar Element” of Wind Solutions (his won't exist or work with other Website Editors like WordPress or Wix) or we embed the Calendar/Group/Service Menu using the custom “Code Element” (This exists and will work within any Website Editor available).

Embed using the Calendar Element

Click on “Add Element” wherever you want to embed the Calendar in.

On the left side of the Website Editor will appear a Window in which you need to search for the “Calendar” Element as you can see in the following image - Click on the “Calendar” Element to add it to your Website.

Now a Window appears in which you can select your desired Calendar (you will see the complete list of Calendars within your Sub-Account in this dropdown)

As you can see the Calendar is now embeded in your Website, now you just need to save and publish your Website and your customers can book appointments with you. If you need to change the selected Calendar, click on the calendar element and navigate to the calendar dropdown on the right Side. Choose your Calendar you want to embed.

A “Code Element” is available in any Website Editor out there, it doesn't matter if you are using Wind Solutions, Wix, Wordpress or any other Software for editing and hosting your Website. The Process is the same - add the code element → open the code editor of the element → paste the previously copied embed code (either a Calendar, Group or Service Menu) → Save and Publish.

In Wind Solutions Website Editor, we need to click “Add Element” wherever we want to embed the calendar/group/service menu in.

This will open the Window/Panel on the left side in which we search for the “Code” Element as you can see in the image. Click on the Code Element to add it to your Website.

When added you need to select the Code Element and open the Code Editor as you can see in the image below.

Here you need to Paste the previously copied Code of the Calendar/Group/Service Menu, click save. Now you only need to save and publish your Website and your customers can already book appointments with you.

Note: If you cannot see your calendar in the Website Editor try to toggle the option “Preview Custom Codes” as you can see in the following image. If the Calendar is still not visible try to preview the Website and check if the Problem also occurs here, it is possible that the Website Editor does not load the Custom code as wanted, but this Problem is not existent when viewing the Website the intended way.