Calendar Dashboard (00:18)

CALENDAR DASHBOARD

Click on Settings > Calendars to view existing calendars and groups. The dashboard shows the calendar name, group, duration, status (active or inactive/draft) and date updated. You can search calendars by name using the Search box. You can filter calendars by Status (all, draft, active), by Group, or Calendar Type. Once filters have been selected, click Apply (or Clear).

You can also access Calendars by going to Calendars > Calendar Settings.

CREATE A CALENDAR

Click here for information about how to create a calendar.

EDIT A CALENDAR

To edit a calendar, click on the Pencil icon. Once the edits are complete for each section, press Save.

CLONE A CALENDAR

To clone a calendar, click on the ellipsis menu (three vertical dots) and select Duplicate. Read the pop up window information and press Duplicate. Change calendar name, and make changes as required. Press Save when finished.

MOVE TO A GROUP

To move the calendar to a different group, click on the ellipsis menu (three vertical dots) and select Move to Group. Select the group from the dropdown list and press Select (or cancel).

ACTIVATE/DEACTIVATE A CALENDAR

To activate/deactivate a calendar, click on the ellipsis menu (three vertical dots) and select Activate Calendar/Deactivate Calendar. Press Save (or cancel).

DELETE A CALENDAR

To delete a calendar, click on the ellipsis menu (three vertical dots) and select Delete Calendar. Press Delete to confirm (or cancel). Please note that this will also delete all its appointments and cannot be undone.

Calendar Groups (02:13)

Grouping calendars can be useful when you want to display multiple calendars to a client (you will have seen this type of layout when booking calls with SuperCoach CRM). It can also be helpful if you want to trigger the same workflow for multiple calendars.

ACCESS GROUPS

To access calendar groups, go to on Settings > Calendars > Groups. You can search groups by name using the Search box.

CREATE A GROUP

1. Click on Create Group to create a new calendar group.

2. Enter a name and description for the calendar group, select a template type (Classic or Neo) and create a custom calendar link (a unique slug for the URL associated with this calendar).

3. Press Create to save.

EDIT A GROUP

To edit a group, click on the Pencil icon. Once the edits are complete, press Save.

REARRANGE CALENDARS

To rearrange the appearance on your calendars in a group, click on the ellipsis menu (three vertical dots) and select Rearrange Calendars. Press and hold down the left mouse button on the two grip lines icon next to the calendar name and drag it to a new position. Once complete, press Save.

ACTIVATE/DEACTIVATE A GROUP

To activate/deactivate all calendars in a group, click on the ellipsis menu (three vertical dots) and select Activate/Deactivate All Calendars in Group. Press Save (or cancel).

DELETE A GROUP

To delete a group, click on the ellipsis menu (three vertical dots) and select Delete. Press Delete to confirm (or cancel).

Create a Calendar (03:53)

CREATE THE CALENDAR

1. Click on Create Calendar.

2. Select a Calendar Type from the options available (either Personal Booking, Round Robin, Class Booking, or Collective Booking). You can also also click on Explore More Types to access Event Calendars and Service Booking.

4. Enter a calendar name and select the required team members. You can add a calendar description by clicking on + Add Description and entering the required information.

5. Add a custom URL (such as businessname/calendarname) and set a meeting duration.

6. Set the booking availability for the calendar and appointment duration.

7. Press Confirm to finish.

To edit further settings, such as calendar location, color, logo, date range, buffer time, etc, click on Edit Calendar to access the Advanced Settings page.

Advanced Settings: Meeting Details (04:55)

MEETING DETAILS

Here you can edit the calendar name, calendar description and custom URL. You can also change the calendar group.

CALENDAR LOGO

Add a logo or photo to your calendar. Either select Click to Upload or drag and drop the image. We recommend uploading an image where the width and height are equal (as in a square image). Once uploaded, you can choose whether the image is displayed as a square or circle. There is also the option to remove the logo.

CALENDAR NAME AND DESCRIPTION

Add a calendar title and more information about the appointment (which will appear on the booking page). Text can be formatted including color, links, and bullet points.

GROUP

Add the calendar to a calendar group.

CUSTOM URL

Add or edit the custom URL (such as businessname/calendarname). This is used to form the public facing booking link.

MEETING INVITE TITLE

This is the title for the Calendar event that shows in your own calendar such as Google Calendar, Outlook, etc. If you enable Google Calendar/Outlook to send an invitation attendees, this is also how it will appear in the calendar of the person making the appointment, so you might want to include your company name.

APPOINTMENT DISTRIBUTION

If you assign more than one team member to a calendar, you will need to set the appointment distribution. For Optimize for Availability, you need to change their priority (so the system will choose team members with high priority where available). Optimize for Equal Distribution adds appointments in a sequence, starting at the top of the list of team members and working its way down.

SELECT TEAM MEMBERS

Add the user(s) by selecting the required user(s) from the drop-down list. Set their priority level and a meeting location (such as Zoom, Google Meet, phone, gym address or custom location). Click on Advanced Settings to set reschedule preference and new appointment preferences. If you want to enable contacts to choose a particular staff member when booking, this option can be found in the Customizations tab.

You can only select one Appointment Owner for a Class Booking calendar.

EVENT COLOR

Choose an event color that the appointment will have in your calendar.

Advanced Settings: Availability (07:18)

AVAILABILITY

Set your availability for the calendar, as well as meeting duration and scheduling notice. Note that both the calendar availability and the user availability need to open for the calendar to display appointments.
Click here for more information on setting up user availability.

MY AVAILABILITY

Select the days and times that you want appointments to be available. Press + to add more time intervals within a day. To copy times to other days, press on the Clone icon and select which days to apply the times to. Press the Trashcan icon to delete times.

You can also add Date Specific Hours to adjust your schedule for specific dates. This allows you to override your regular weekly hours by marking additional availability or unavailability for selected dates.

LOOK BUSY

You can hide a percentage of your available appointment slots on the booking widget to appear busier and in high demand. Toggle on Look Busy and choose the percentage of appointments to hide.

RECURRING APPOINTMENTS

Toggle on Recurring Appointments if you want the appointment to be recurring. You can then select the repeat interval, the number of times to repeat, and what to do if slots are not available.

Click here for more details.

MEETING INTERVAL AND DURATION

Set the amount of time the between booking slots that will be shown in the calendar and how long the appointment will be.

MINIMUM SCHEDULING NOTICE AND DATE RANGE

Set minimum scheduling notice (time to be notified before an appointment so you have time to prepare meetings etc) and the date range (select how far ahead the availability shows so clients cant book too far in the future).

MAXIMUM BOOKINGS

Set maximum appointments per slot (how many clients can attend the appointment) and maximum appointments per day. For Class Booking calendars, choose the number of attendees you'd like to have at each class.

BUFFER TIME

Set a buffer time between appointments. Pre-Buffer Time gives you time before an appointment, and Post-Buffer Time gives you time after.

Advanced Settings: Forms & Payments (09:27)

FORMS AND PAYMENTS

Choose the calendar form, add guests and take payment.

SELECT FORM

By default, clients will be asked for their name, email address, and phone number. If you want different information, select a different form from the drop down menu. If you are using the default form, you can choose to toggle on sticky contact.

To create a custom form, go to Sites > Forms > Builder.

WIDGET ORDER

Rearrange the order of whether contacts choose date and time first and then complete the form, or whether they complete the form first and then choose date and time.

CONSENT CHECKBOX

To ensure compliance with GDPR and A2P 10DLC regulations, forms will display a checkbox to obtain consent from contacts when they provide their phone number during the appointment booking process. You can edit/customize the wording in the box underneath.

ADD GUESTS

Toggle on Add Guest if you want to allow your contact to add other attendees to the same appointment (available on Personal Booking and Round Robin Calendars). Email notifications will be sent to all participants, including the primary attendee and their guests, but only the original contact can cancel or reschedule the appointment.

CONFIRMATION PAGE

Either add a redirect URL (if you have a confirmation page) or add a thank you submission message (type in the box here if you want something different than the default message).

META PIXEL ID (OPTIONAL)

There is an option to enter a Meta Pixel ID. This is particularly useful, for example, if the calendar is linked to a Facebook ad.

PAYMENT

Toggle on Accept Payments, if required. Enter the amount, currency, and description. Toggle between test mode and live mode. Payments are currently unavailable for calendars with recurring turned on. To set up an automatics receipt for calendar payments, go to Payments > Settings > Receipts. Click here for more information.

Advanced Settings: Notifications (11:34)

NOTIFICATIONS & ADDITIONAL OPTIONS

Configure notification and additional options

NOTIFICATIONS & ADDITIONAL OPTIONS

You can configure the appointment emails and who to send it to. These emails include appointment confirmation, reminder and follow up, as well as cancellation, reschedule emails. You can also enable in-app notifications for staff members.

Click in the Pencil icon to edit each option. Toggle whether you to enable or disable emails for that type, and choose who you want to send them to (contact, assigned user or custom email). Expand the drop down to customize the default template or select a different template (created in Marketing > Emails > Templates).

For Reminder emails, you can also set when to trigger the notification and how many notifications to send.

You can also use Workflows to create a reminder sequences for appointments (where you can also include text message reminders). Click here for more details.

GOOGLE CALENDAR

Choose whether you want Google calendar to send invitation or update emails to attendees.

ASSIGNED USER

Choose whether to assign contacts to their respective calendar team members each time an appointment is booked (or skip assigning contacts if the contacts already has an assigned user).

RESCHEDULE AND CANCELLATION

Choose whether you want attendees to be able to reschedule or cancel, and set whether the link expires a certain time before the meeting.

ADDITIONAL NOTES

By default, the system adds contact information and a link to reschedule and cancel to the calendar appointment notes. These can be edited as required.

Advanced Settings: Customizations (13:23)

CUSTOMIZATIONS

Set widget style and other preferences.

CALENDAR COVER IMAGE

Upload a calendar cover image which will be visible when viewing a calendar group page (not the individual calendar page).

WIDGET TYPE

Choose from Neo or Classic (we recommend Neo). Neo is the only option available for Class Booking calendars and for calendars where Staff Selection is enabled.

CALENDAR COLORS

Select a Primary Color (for buttons, dates, time slots, and actions) and Background Color.

BUTTON TEXT

Customize the text displayed on the button when booking an appointment.

STAFF SELECTION

If you would like to enable the option for contacts to choose a specific staff member while booking an appointment, toggle on Allow Staff Selection During Booking. All team members who are part of the Round Robin will be visible for the appointee to make a selection.

CUSTOM CODE

Add custom CSS code to change the design of the calendar.

Appointment Reminder Workflow

APPOINTMENT REMINDERS

There are two ways to setting up appointment reminders. You can use the in-built email notifications option (which will need to be customize for each calendar) in the Notifications and Additional Options tab for that calendar.

Click here for more details.

For more advanced notifications, you can also use a workflow (which can be useful if you want to include SMS text messages, or want to enable the same notifications globally for multiple calendars, calendar groups, or all calendars). Workflows also have more trigger options and logic.

APPOINTMENT REMINDER WORFLOW

We have created an appointment reminders template workflow in your account that you can clone. Go to Automations > Workflows and search for the Appointment Reminder (Clone to Use) workflow. Click the Copy icon to clone the workflow. Update the workflow name and click Create to confirm.

You can then edit the steps and timings to suit your needs. The email and SMS have been set up with the basic information, ready for you to add more detail. You can also create appointments emails in Marketing > Emails > Templates and link them to your appointment reminders.

CUSTOMIZED APPOINTMENT REMINDERS

If you want different appointment reminders for different calendars or calendar groups, you can create a different workflow for each and change the filter in the workflow trigger. You can also filter by single appointments (normal), recurring appointments, or any.

Sharing a Calendar (14:38)

SHARE AN INDIVIDUAL CALENDAR

If you want the calendar URL, click on the Share icon. Select the Scheduling Link tab and press Copy next to either the Scheduling Link or Permanent Link.

You can also generate a One Time Link that expires after a booking, ensuring controlled access.

SHARE A CALENDAR GROUP

If you want the calendar group URL, go to the Groups tab and click on the Share icon. Select the Scheduling Link tab and press Copy next to either the Scheduling Link or Permanent Link.

SCHEDULING LINK VS PERMANENT LINK

If you are sharing the link in a message or email, the scheduling link has a more user friendly URL. However, if you update the custom slug in the calendar settings, the previous scheduling link URL will no longer work.

If the link is being added to a button (such as a website or ad), the permanent link can be a better choice as it unaffected by slug changes and remains constant.

Embed a Calendar (15:31)

EMBED A CALENDAR (FUNNEL OR WEBSITE)

If you want to embed a calendar or calendar group on a SuperCoach CRM website or funnel page, this can be added directly as an element. Open the funnel editor, click on Add Elements, and select Calendar from the Elements list.

Click here for more information.

EMBED INDIVIDUAL CALENDAR (EXTERNAL WEBSITE)

If you want to embed an individual calendar on an external website, click on the Share icon. Select the Embed Code tab and press Copy (and then add paste that code to that website).

EMBED GROUP CALENDAR (EXTERNAL WEBSITE)

If you want to embed a calendar group on an external website, go to the Groups tab and click on the Share icon. Select the Embed Code tab and press Copy (and then add paste that code to that website).

Viewing Your Calendar/Appointments (15:57)

VIEWING CALENDAR

You can view appointments by clicking on Calendars > Calendar View. You can see an overview and summary of appointments by clicking on Calendars > Appointment List View.

You can also view and edit appointments on the Lead Connector app. Click here for more details.

APPOINTMENT INFORMATION

To view more details about an appointment, click on the appointment (which will expand a panel on the right hand side of the screen). Here you can toggle between the Details tab, Activity Log tab, and Form Submission tab.

SYNCING CALENDARS

Appointments will sync from Google to SuperCoach CRM. If you were to move an appointment in your Google calendar, this would update the appointment information in the contact appointment list.

Reporting and Activity Logs (16:24)

APPOINTMENT REPORTING

You view appointment reports, go to Reporting > Appointment Reports. Here you will see a summary including number of booked appointments, confirmed, cancelled, and rescheduled. You can change the date range, filter by calendar, and filter by date added or date started.

APPOINTMENT ACTIVITY LOGS

You can see appointment activity logs in Settings > Audit Logs > Calendar Event Module.

Troubleshooting (16:42)

CALENDAR AVAILABILITY

For an appointment to show on your calendar, your personal calendar (Google Calendar or Outlook Calendar, etc) must be free, and both your personal availability and calendar availability must be open. To check your personal availability, go to Settings > Calendars > Availability and go to the My Availability section. You can also go to Calendars > Calendar View to see clashing appointments.

CALENDAR TROUBLESHOOTING

You can also click on the Troubleshoot Calendar tool for more detailed information.

Recurring Appointments

RECURRING APPOINTMENTS

All calendar types support recurring appointments. Recurring appointments can be useful for appointments that happen on a regular schedule, such as weekly meetings or monthly check-ins.

1. To set a recurring appointment, go to the Availability Tab of your calendar and toggle on Recurring Appointments.

2. Select the Repeat Interval (daily, weekly, monthly or custom) and the number of Times to Repeat (up to 24 times).

3. Select what to do if slots are not available. You can choose to Skip Booking Unavailable Slots (book ONLY the available slots and ignore the rest), Continue Booking (and then set the appointment status for overlapping slots), or Book Next Available Slot (book the reoccurrences irrespective of how far out in the future the calendar needs to scout for the available slots).

Notes: Only until the next 3 slots for availability are checked. If these three are all unavailable, the slot is not listed on the calendar booking widget. Users cannot bulk update Recurring appointments (cancel or reschedule).

If the meeting location is Zoom or Google Meet, all recurring appointments will have different meeting URLs as the system generates a dynamic meeting URL for each meeting by default.

For recurring appointment reminders, the workflow trigger filter must be set to recurring or any (not normal).

Class Bookings

MANAGING CLASS BOOKING

Go to Calendars to see and manage class bookings. To cancel a class booking, open the appointment and click Cancel All. To reschedule the meeting, click Reschedule All, which would reschedule the appointment for all the attendees.

To cancel or reschedule the appointment for a particular attendee, click on the ellipsis menu (three vertical dots) next to the attendee and select Reschedule or Cancel Appointment as required. You can also open the contact card from this menu, mark the contact as show or no show and view the activity log.

CALENDAR NOTE

If you are integrating your SuperCoach CRM calendar with a third party calendar, such as Google Calendar or Outlook integrated, each class booking would show separately. For example, if you have created a class booking with capacity of 5 attendees then, on the Google or Outlook calendar, they would appear as 5 separate events at the same time.

Calendar Settings (17:17)

DATE TIME SETTINGS

Go to Settings > Calendars > Preferences and click on the Account Preference. There are options to change app start day, widget start day, language, and time format (12 hour or 24 hour). Press Save Preferences when finished.

The Support Desk is available Monday to Friday, 7:00am - 3:00pm (CDT).

If you have any questions or need support, you can chat with us clicking on the blue dot in the bottom right corner of the software or email us at [email protected].

The Support Desk will also be closed on Memorial Day (May 25).

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