In this article, you'll get to know your Calendar and learn how to utilize it to fit your needs, schedule 1-on-1 appointments and group events, and even block off busy times directly from your Calendar.
Once you create an Appointment or Event, learn how to efficiently streamline your business by sending links and campaigns to share and promote your appointments and events.

Overview of appointments & group events & blocked times

• Appointments are for meetings between you and a client.
• Group Events are for events led by your business with multiple clients, such as a class, a workshop, or a webinar.
• Blocked time off ensures your Calendar represents that you are unavailable. Furthermore, the blocked time would be reflected in your availability for online scheduling.

Calendar overview

The Calendar is built from 4 main sections:

Main Calendar 

This is where you can manage your Calendar, set appointments, events, and blocked times. 
You can add new items to your Calendar directly by clicking on the relevant time slot. 
Each time slot contains relevant information about the item, such as the client's name, the title of the calendar event (Appointment or Event), its status, and more These are represented based on colors, patterns, and icons. 
On a single staff account, colors represent the service type (check out setting your services).

On multi-staff accounts, each staff member is represented by a different color.

Patterns and icons reflect the status of the calendar item based on the following mechanism:

The event details presented in each time slot are relative to the According to view selected. These are reduced to fit the slot size. For example, small slots or agenda view would look like the following image:

Top Bar:

• Calendar settings: Availability settings, calendar settings, online booking options, syncing your Calendar, and more. 
• More actions: Printing your Calendar, generating scheduling links, exporting data, and more. 
• 'New' Button - Add appointments, events, and blocked times to your Calendar
• Week Navigation: Move between weeks
• Today: Change your calendar view to show the current date. 
• Calendar view: Select one of the supported calendar views, such as day, 3-day, weekly, monthly, agenda, and more. 

Left pane:

• Mini Navigation: Fast navigation between days, months, and years. 
• Calendar sync indication: Reflects if your Calendar is synced and to which external Calendar.   
• Staff: Staff members' index view and staff side-by-side view.
• Services: Services index view 

Right pane:

Opens when setting up general and date-specific availability (only visible when actively choosing one of these actions). Visit the Setting Up Your Calender & Availability article to learn more.

Mobile Calendar

The Calendar is designed to provide an initiative mobile experience to support on-the-go use.

Navigation:

There are a few ways to navigate between dates in the mobile Calendar.

1. Mini navigation - Click on the arrow next to the month to quickly navigate between months, weeks, and days. 
2. Use the 'Back to today' icon to focus the Calendar on the current date.
3. Swipe right to navigate to the previous day and left for the next day.

To change the calendar view or select staff, use the filter icon ,and to view the settings options, click on the three dots.

To schedule a new appointment event or blocked time, use the new icon or click directly on the relevant time slot. 

Scheduling an Appointment With a Client

To create a new 1-on-1 appointment from your Calendar, and send a confirmation or invitation to your client, follow these steps:

Step 1: From your Calendar, click New and select Appointment. Or, from a specific time slot, click and select Appointment.

Step 2: Select the relevant client from the list that opens.

Note: You can also add a new client right from here. Just click the + new client icon.

Step 3: Select a service from your service menu at the top of the New Appointment dialog or create a custom appointment.

Step 4: Edit or fill out your appointment details, such as location, duration, staff, price, etc.

Step 5: Customize these additional appointment settings for a customized and advanced experience:

• Repeats: If you'd like to schedule a series of appointments with the client, check the Repeats box.
  
  
• Additional recipients and email notes: use this section to add a personal message to the client you're meeting with. And to send the meeting invite to additional recipients, change the settings for this specific Appointment, and click Edit.
• Schedule as tentative until approved by the client: Check this box if you require the client's confirmation to finalize the Appointment.

Step 6: Click Send at the bottom of the New Appointment dialog.

Here's what happens once you hit Send:

1. The Appointment is saved to your Calendar.

2. You and your clients receive a booking confirmation with all the appointment details.

Scheduling a Group Event

To create a new group event from your Calendar and open it to online registration or register clients yourself, follow these steps:

Step 1: From your Calendar, click New and select Group Event. Or, from a specific time slot, click and select Event.

Step 2: At the top of the New Event dialog, select a service from your service menu, or create a custom event.

Step 3: Edit or fill out your event details such as duration, staff, location price, Max number of attendees, preparation time, etc.

Step 4: Customize these additional appointment settings for a customized and advanced experience:

• Repeats: To schedule a series of events, check the Repeats box in the example below.
  
  
  Note: When you invite clients to a repeating event, they are automatically enrolled in each event session. However, when clients register for an event, they must sign up for each event session separately.
• Invitation-only Event: Check this if you do not wish to make this Event available to all via your online scheduler. Only clients who receive a direct link from you can sign up for the Event if you select invitation only.
• Notifications: This setting includes the email & SMS event reminders & follow-ups your clients will receive for this Event.
• To change the settings for this specific Event, you'll need to click Edit on the event page after you create the Event.
  
  Note: If you wish to change any of the service details and notification settings for all events of this kind and not just for a specific event, change the settings for that service from your Settings > My Services page.

Step 5: At the bottom of the New Event dialog, click Create Event.

Here's what happens once you hit Create:

1. Your Event is saved to your Calendar, and you'll receive an email confirmation.

2. If you've enabled online booking, clients can now sign up for your Event online!

3. You can start registering clients for the Event yourself.

4. You can send a direct link to clients to sign up for your Event.

Blocking Off Time

You can mark any time Block off time, even within your working hours.

You can use this for personal events, staff meetings, holidays, and vacations for your team and yourself. This will ensure you are not available for appointments during that time.

To set a new Block Off time on your Calendar, follow these steps:

Step 1: From your Calendar, click New and select Block-Off time. Or, from a specific time slot, click and choose Block off time.

Step 2: At the top of the New Block off time dialog, set the title for the blocked time, and set the date, start time, and end time. 

Step 3: Customize these additional blocked time settings for a customized and advanced experience:

• Repeats: If you'd like to schedule a series of events, check the Repeats box.
  
  
• Add a description: Add a description to your blocked time, for example, an agenda for a staff meeting.  
• Add additional staff members: You can include multiple staff members in a blocked time; all information will be added to relevant staff calendars. Any changes you make to the blocked time will also be reflected on staff calendars.

Step 4: At the bottom of the New blocked time dialog, click on Save.

Here's what happens once you hit Save:

1. Your blocked time is saved to your Calendar, and you'll receive an email confirmation.

2. All invited staff members will receive an email notification, and the blocked time will be added to their Calendar.

3. This time slot will be unavailable for new events/appointments. 

Appointment & Event lists

The Appointment and Event List view provides a "bird's eye" view of your workweek by seeing your bookings in a list rather than on one Calendar. 
After clicking on the Calendar main menu, you can find the Appointment List and Event List pages on the left menu. 

Appointment List View

• Search bar: Search for appointments by client name and by service name (such as 'Massage' to pull up all massage services).
• Filter and Sort: You will find the filter and sort options on the left-hand side, and your appointments will be listed on the right.
• Row Actions: Click the ⋮ icon next to any appointment to take actions right from the appointment list, such as cancel, reschedule, reassign, duplicate, and more. 
• Bulk Actions: Select multiple appointments using the checkboxes to access bulk appointment management actions like accept and cancel. 

Filter Appointments
By default, the appointment list view will list upcoming appointments for the next 30 days - you can clear these filters and apply your own. To filter your appointments, use the filters in the left-hand pane. 

You can apply multiple filters at a time by expanding and selecting various options, creating a robust and specific view.

Sort Appointments
Sort appointments by clicking on the Sort dropdown. 
You can sort appointments by date. Click on the (asc) or (desc) order indicator to toggle between ascending and descending order.

Bulk Actions
With the Appointment list view, you can select multiple bookings using the checkboxes and perform bulk actions like accepting several requests or canceling appointments (Click More to expand more action options).
After selecting the appointments, you wish to edit, the bulk actions will appear at the top of the Appointments list. 

Event List View

• Search bar: Search for the event name.
• Filter and Sort: You will find the filter and sort options on the left-hand side, and your appointments will be listed on the right.

Filter Events
To filter your events, use the filters in the left-hand pane.

Sort Events
Sort events by clicking on the Sort dropdown. 
You can sort events by date. Click on the (asc) or (desc) order indicator to toggle between ascending and descending order.

Promoting Bookings

You can encourage bookings in two ways:

• You can send direct booking links to your clients via email
• You can send your clients a professionally designed email / SMS announcement.

Promoting bookings with direct links

Whether you've created a new service you want to promote or boost bookings for existing services or a specific time frame, emailing clients a direct booking link is a great way to go.

Since you can send your booking link to as many clients as you like, including entire lists of clients (using Tags), the link is a great way to get the word out and increase bookings fast.
You can send direct booking links for both appointments and events.

To send a direct booking link to any of your services to get clients to book an appointment or register for an event,

1. On the top of the Calendar, click 'More actions' and choose 'Invite to schedule.' 
2. Pick the clients you wish to send the invitation to.
3. Select the service you want to promote (or leave it open for the client to choose)