A calendar is one kind of booking the business offers, with its own booking page. It uses the same services, team members, payments and emails as the rest of booking; it doesn't copy them.
Where to find it
In the business app, Calendars → Calendar settings:
- Calendars — every calendar: New calendar (pick the kind, a name and, for personal, round robin and collective, the team members), Edit, duplicate, drag to reorder, delete. Deleting stops its booking page; bookings already made stay.
- Business defaults — the reschedule and cancel rules every calendar starts from.
- Websites — which of the business's websites take bookings.
- Staff, services & setup — staff and their hours, services, rooms, payments, booking emails, "Why isn't this time free?" and the rest of the booking setup (see Set up appointments).
A calendar's Edit has: Details (name, page address, color, description, Taking bookings), Team members (and, for round robin, who gets the booking: fewest that day, in order, by priority or by weight), Availability (each member's own hours, or the calendar's own), Meeting & price (length, price, set-up and clean-up time, where it happens, payment — or the services, for a service menu), Rules & limits, Questions, Notifications, After booking, Reschedule & cancel and Booking page. Press Save to keep the changes.
The kinds of calendar
- Personal — bookings with one team member, on their availability (an intro call with Ann).
- Round robin — shared between several team members. Whoever is free gets it, by your rule: fewest bookings that day, in order, by priority, or weighted (a weight of 2 gets twice as many).
- Collective — a meeting that needs every chosen team member. Only times when all of them are free are offered, and the booking appears in each person's column.
- Service menu — several services (cuts, color, massages). Customers can book more than one in a visit and pick who they see.
- Rides — rides and transfers with vehicles and drivers.
- Class or event — places per session (classes, workshops, tours) with tickets, a waitlist and check-in, or table bookings by party size. See Classes, events and table bookings.
- Rental — items booked for a period (kayaks, equipment, cabins), with stock, deposits and pick-up / return. See Rentals.
A business that already took bookings starts with an Appointments calendar (a service menu) and, if it takes rides, a Rides calendar.
What each calendar sets
Its team members; when it's available (each member's own hours, or the calendar's own — always within the business's hours, and members' time off still counts); length, price, set-up and clean-up time; the start-time step; minimum notice and how far ahead; a daily limit; where it happens; payment; which questions it asks; which notifications it sends (the business's email switches still apply on top; receipts and refunds always follow the business's); and what happens after booking (Show a message or Go to a page).
Video meetings: A fixed meeting link, or A new meeting for each booking from Zoom, Google Meet or Microsoft Teams. For a new meeting, each team member connects their own account under Settings → My integrations; the link is made with the booking, moves with it and is removed if it's canceled. If someone hasn't connected, the fixed link is used (when there is one) and they're told.
Rescheduling and canceling
The business sets the defaults, and each calendar can change them:
- customers may reschedule online (on or off), cancel online (on or off);
- a cut-off ("up to 24 hours before");
- a maximum number of reschedules;
- requires approval — the customer's change waits until someone in the business approves or declines it (you get a notification).
Fees always come from the cancellation policy in Payments. Your team can always move a booking themselves; tick The customer asked for this in Move this appointment to count it as one of their reschedules. Requests that need approval wait under Calendars → Waiting for approval.
Booking pages
Each calendar has its own page (/book/<business>/<calendar>) and embed code for other websites: Edit → Booking page has both, with Copy. In a Mount Olympus site, the Booking widget's settings have a Calendar picker to show one calendar.