Create a calendar
Set up a new calendar step by step; details, team, availability, form, notifications and a test before going live.
3 min read
The assistant can only book appointments, and clients can only pick a time from a link, once a calendar exists. Your main calendars are prepared during setup; this article walks through creating a new one, using a valuation calendar as the example.
Before you start
- You need Admin rights to create a calendar.
- The agents you'll assign must already be users in the panel. See My staff.
- Decide which type you need. See Calendar types.
Important
If the assistant needs to book into this calendar, let your consultant know once it's set up. Which calendar the assistant uses for which enquiry type is defined in the assistant's settings. See Viewings and valuations.
1. Create the calendar
- Open Settings → Calendars.
- Click Create Calendar at the top right and choose the type. In this example, Round Robin.
2. Calendar details and team
- In Calendar Details, enter the name, description and meeting location. Valuations and viewings happen at the property, so use the in-person (address) option; the address is added to each appointment.
- Add the agents in Team members. Choose the duration (for example 60 min) and a colour.
Tip
Name the calendar the way clients will see it, for example "Free valuation". Internal codes like "VAL-01" don't inspire confidence.
3. Availability
In Availability, set working hours, slot interval, travel time between appointments and how far ahead people can book. See Availability settings.
4. Form and confirmation page
- Go to Forms & Payment.
- Choose the form clients fill in when booking from the link. The default form asks for name, phone and email; for valuations you can pick a custom form that also asks for the property's address, type and size.
- Set the confirmation page: show a thank-you message, or redirect to a page on your website.
The assistant doesn't use this form when booking by phone; it collects the details during the call and writes them to the contact.
5. Notifications and saving
- In Notifications & Additional Options, set the confirmations and reminders for the client and the agent. See Reminders and notifications.
- Click Save at the top right.
As soon as you save, the calendar appears in the Settings → Calendars list and its booking link is ready. See Booking link.
Checklist before going live
- Did you open the booking link in a private window and book a test appointment yourself?
- Did the test appointment land with the right agent in Calendars?
- Did the confirmation arrive on WhatsApp, with the right time?
- If the assistant will book into this calendar, did you call from your own phone and ask for an appointment? See Testing and tuning.
- Did you cancel the test appointment and remove the test contact?
Heads up
Use your own phone number for testing, and when you're done delete only that contact. Bulk deleting without a filter can delete real client records too.
Troubleshooting
No free slots show on the booking page. Agents' working hours may be missing, the minimum notice may be too long, or a connected Google calendar may be showing the whole day as busy. See Availability settings.
There's no Create Calendar button. Your role doesn't allow access to calendar settings. Talk to your office manager.
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