CRM Calendar Setup Video This video provides a detailed guide on setting up calendars in the CRM system, including integrating external calendars, configuring availability, and embedding booking links into web pages.

Key Setup Steps:

1. Integrating Your Calendar Navigate to Settings > Integrations and connect your Google or Outlook calendar. Click Sign in with Google and select the correct email account. Grant necessary permissions to enable full calendar functionality within the CRM. Once connected, this calendar becomes the primary integration, though additional accounts can be added later.

2. Configuring Your Calendar Settings Go to Settings > My Staff, click the edit (pencil) icon, and navigate to Calendar Configuration. Select the primary calendar where new appointments will be added. Configure conflict calendars by linking multiple external calendars (e.g., personal, work) to avoid double bookings. Enable one-way or two-way sync: One-way sync: CRM bookings appear on the external calendar. Two-way sync: External calendar events trigger CRM workflows.

3. Creating & Managing Booking Calendars Navigate to Calendar Settings and edit an existing calendar or create a new one. Recommended first setup: Use the "Connection Call" calendar as a default booking link. Set a calendar name & description, which will be visible to clients when booking. Choose event title format to prioritize displaying client names for better scheduling visibility.

4. Setting Availability & Booking Preferences Define available time slots on both the user level and calendar level. Use hidden slot percentages to make availability appear more limited for demand perception. Configure meeting intervals (e.g., 15-minute, 30-minute slots). Set minimum scheduling notice (e.g., 24-hour notice for bookings). Define booking window (how far in advance clients can book). Apply daily booking limits (e.g., max 3 calls per day).

5. Managing Meeting Locations Choose a default meeting location (Zoom, Google Meet, phone, or physical address). For Zoom integration, using a fixed meeting link is recommended over generating unique links. Google Meet integration requires linking a Google account first.

6. Automating Notifications & Forms Enable automated email reminders and notifications (custom templates are already set up). Assign contacts to team members when they book appointments. Define rescheduling and cancellation policies (e.g., no changes allowed within 24 hours). Allow guest additions if needed. Ensure data compliance by enabling a consent checkbox for contact details.

7. Embedding Calendars on Websites Embed booking calendars into external websites using an embed code. Recommended: Place the calendar inside a funnel page for better branding and customization. Avoid sharing direct CRM links—instead, create a branded URL for a professional look.

8. Calendar Types & Use Cases Round Robin (Recommended Default): Distributes appointments among multiple team members or a single user. Class Booking: Allows multiple attendees for group sessions. Collective Booking: Ensures multiple team members are available for the same meeting. Service Calendar: Best for businesses offering multiple service types (e.g., massage therapists).