How to Create a Service Calendar: A Step-by-Step Guide
A Service Calendar is a dynamic tool designed to simplify the booking process for businesses that offer multiple services. It allows you to group various services under a single booking link, known as the Service Menu. This guide will walk you through setting up a Service Calendar, optimizing it for your business needs, and integrating it with staff availability.
How to Set Up a Service Calendar
Step 1: Initiate Calendar Configuration
Log in to your account, navigate to the Calendars section, and select Calendar Settings.
Click on Create Calendar and choose the "Service Calendar" option.
Key Details to Include:
Calendar Name: Select a name that reflects the services offered.
Calendar Description: Provide a brief overview of what the calendar covers.
Staff Assignment and URL: Assign the relevant staff members and set a unique URL for the calendar.
Service Duration: Specify the length of each service appointment.
Step 2: Enhance Service Details
Add a logo for your service, which will be displayed on the booking widget specific to this calendar. Note: The service logo is distinct from the cover image used for Service Menus or Groups.
If you plan to include this calendar in a Service Menu, assign it to the appropriate group for better organization.
Personalize the event title as it will appear in integrated calendars like Google Calendar or Outlook. You can also choose a color for easy identification.
Custom Service Intervals and Durations, and Staff Selection Toggle:
Extended Service Duration: You can now set service durations up to 12 hours (previously limited to 6 hours).
Custom Service Intervals and Durations: Set any interval or duration you need (e.g., 20 minutes, 99 minutes, or 12 hours).
Staff Selection Toggle: Decide whether clients can choose a staff member when booking through the widget.
How to Use:
Go to Calendar Settings > Availability Tab to configure the service duration and interval.
Consider both staff and calendar availability when determining free slots. You can now set weekly working hours and date-specific hours for more precise scheduling.
Configure Staff Selection:
Go to Calendar Settings > Customizations Tab.
Toggle the staff selection option on or off based on your preference.
Note: Consistent time increments (e.g., multiples of 15 minutes) for intervals and durations help maximize the availability displayed on the booking widget.
Step 3: Define Availability Parameters
Appointment Duration: Set the length of each service appointment.
Post-Appointment Buffer: Add buffer time for transitions between appointments.
Minimum Scheduling Notice: Determine how far in advance bookings need to be made.
Future Booking Range: Set the maximum period clients can book in advance.
Step 4: Forms and Payments
In the Forms Configuration field, choose between default or custom forms for gathering client information. Note: Custom forms apply to direct Service Calendar bookings, while default forms apply to bookings made through the Service Menu
For payment processing, connect your payment gateway under Settings > Integrations.
Step 5: Notifications and Customizations
Set up notification preferences and Google invitation emails.
Upload an image representing your service for the menu and widget displays.
Customize the additional information included in Google invitations (ensure "Allow Google Calendar to Send Invitations" is enabled).
Cancellation & Reschedule Policy:
Go to the Notifications and Additional Options section.
Enable "Allow Cancellation" and "Allow Rescheduling."
Specify the time range during which clients can access cancellation or rescheduling links. If left blank, these links will remain accessible indefinitely.
When enabled, these options will be included in the additional notes section and calendar invites, expiring as configured to prevent last-minute changes.
Step 6: Rooms and Equipment Allocation
Assign specific rooms and equipment to your Service Calendar from your predefined list.
Once all settings are configured, save your calendar, and it’s ready for use.
Key Features of the Service Calendar
Multi-Service Bookings: Schedule multiple services for an individual or group.
Fixed Slot Interval: Operates on a 15-minute interval for more efficient scheduling.
Staff-Linked Availability: Displays only the availability of assigned staff members.
Group and Service Menu Integration: Organize and showcase different services under one link by creating groups, assigning service calendars, and setting up your Service Menu.
For more information about Service Menus, explore our article, “Overview of the Service Menu in Calendars.”
By following this guide, you can create a Service Calendar tailored to your business needs, enhancing your scheduling efficiency and customer experience.