1. Overview
  2. Calendars
  3. Calendar Setup 101

Calendar Setup 101

Calendars are a useful way to manage appointments in NicheFit. Before creating a calendar, you must ensure you understand calendar types and groups. There are 4 types of calendars: Simple (unassigned/Event) Round Robin (group), Class Booking, and Collective Booking. If you plan to use a Zoom integration, you must select a Round Robin, Class, or Collective Booking. Please refer to our other articles to learn more about calendar setup.

Navigate to Calendars

  • Select Calendars from the Settings menu
  • Select Create Calendar

  • From here, select what kind of calendar you want to create.

  • If you select Simple Calendar (Unassigned Calendar) for event meetings, it will display these quick options.

  • If you selected Round Robin (Group Calendar), Class Booking, or Collective Booking, you must select a team member. (For Class only one and for a collective minimum of two)

  • Once you hit confirm, a menu will appear where you can copy the link and embed code for the calendar. You are also able to preview the calendar link.

  • If you edit the calendar later or select Advanced Settings, you will be met with the following menu: First image is Event, and second image is Group/Class/Collective (The difference is adding specific team members and priorities)

Meeting details

  • Calendar
    • Calendar logo - Upload logo
    • Calendar name – Name for your calendar
    • Description – Written representation of the Event
    • Calendar URL - Path Name for your calendar link
    • Appointment title – Name for appointment (add a title after {{contact. name}}). This will automatically populate the contact name.
    • Event color – Color the Event will appear in
  • Choose your Appointment Distribution - How you want appointments for services to be distributed for the group (This step only applies for group/class calendars - automatically skipped for unassigned calendars).
    • Optimize for availability – Select the user, priority level, and location for each group member. Availability is based on priority level.
    • Optimize for Equal Distribution – Select the user and enter a location for each group member. Sets appointments by sequence, starts at the top of the list of users, and works its way down
    • Allow Staff Selection for the booking widget by toggling a switch on or off.
  • Save & Continue.

Availability

  • Availability Type - Choose between custom and standard availability
  • Customize Availability Settings
    • Meeting Duration – Duration of each appointment (30 minutes, 1 hour, etc.)
    • Meeting Interval – Frequency of appointment availability 
    • Buffer Time - determines downtime after appointments which can change when the next appointment can be booked (i.e., with a 15-minute buffer, if you have 30-minute appointments, once an appointment is booked for 10:00am-10:30am, the calendar will put in a 15-minute buffer so the next appointment could be booked at 10:45am.) 
    • Maximum bookings per slot (per user) - Maximum number of appointments permitted per slot for the user (If there are more appointments than the given slot number for that user, then it either switches over to the next user in the round-robin queue or marks the slot unavailable for the prospect to book)
    • Maximum bookings per day - Maximum number of appointments permitted per day on this calendar
  • Choose Scheduling Notice and Date Range
    • Minimum Scheduling Notice – Days to be notified before the appointment
    • Date Range – Days events can be scheduled in the next entered days
  • Toggle on and off for Recurring/Repeating Meetings - Select how often, how many times, and what to do if slots are unavailable.

 

  • Set Office Hours
    • For Standard:
      • Select days – Blue = Days selected with a checkmark, Gray = Unselected Days
      • Select + Hours to add additional hours to specific days
      • Select Apply All to copy hours for the rest of the days selected
      • Recurring appointments can also be set up here as well.
    • For Custom:
      • Set specific dates/times they can book, such as for Webinars or One time events.
  • Save & Continue
  • NOTE: If the Company timezone differs from your user timezone and you are using an event calendar, you must set the calendar availability to reflect the user timezone instead of the company timezone. For example, if a user is available 8am-5pm PST and the company is EST, you must set the calendar availability to 11pm-8pm EST for it to show properly. 
  • Forms & Payment

    • Select Form - you can set a custom form for the booking widget instead of the default form, which has first name, last name, email, and phone fields.
    • Pre-populate fields (sticky contacts) - Follows the contact's journey and keeps the information they have entered.
    • Add Guests will allow your attendee to add multiple attendees to the same appointment.
    • Form submit Redirect URL - In case you have a confirmation page and want visitors to go to the next level of the funnel. Once someone makes a booking, you can show them a custom message on the same page (Default) or redirect them to a page of your choice (Redirect).
    • Thank You Message - Type in the box here if you want something different than the default message
    • Pixel ID - It will come through as part of your schedule
    • Auto-confirm new calendar meetings - Confirms an open spot on your calendar, allows the calendar to auto-confirm contact appointments
    • Use Stripe Payment – Must have Stripe integrated into your account. Choose Amount, Currency type, Test/Live, and message for charge description

  •  Notification & Additional Options

    • Select the type of notification - simply for an acknowledgment that an appointment has been scheduled message and can be sent to the contact, assigned user (on round-robin calendars), or specific emails.
    • Who should receive this notification? - Select Contact, Assigned User, and Emails.
    • Allow google calendar to send invitations or update emails to attendees – Allow Google to notify attendees of appointments.
    • Assign contacts to their respective calendar team members each time an appointment is booked.
  • Connections (Event/Simple/Unassigned Calendar type only)

  • Link to an existing calendar or navigate to set this up first
  • Customizations

    • Calendar Widget Style - Choose between Neo and Classic
    • Allow Staff selection during booking - contact can choose a user/staff member to book with
    • Custom Code
    • Allow rescheduling – Option for the client to reschedule
    • Allow cancellation – Option for the client to cancel
    • Additional notes – Contains a link to reschedule or Cancel and notes

View Your Calendar

  • Calendars that have been saved to the account will appear in the Calendar settings
  • Click on … to make changes:

  • Duplicate - Create a Copy
  • Copy Embed Code - Retrieve Source Code
  • Copy Scheduling Link - Share URL for booking
  • Copy Permanent Link - This is the internal link for your calendar
  • Edit – Make Changes to Calendar
  • Activate/Deactivate calendar – Disables or enables the calendar.
  • Delete calendar – Delete calendar from the account
  • Move to the group - Moves a calendar to a group for use

View Appointments

  • Navigate to Calendars > Appointments to filter for appointments based on Calendar, Status, and Date.
  • Book Manual Appointments
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