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Setting up your calendar & availability

In this article, you’ll learn how to set up your calendar to both reflect your regular business hours, as well as your regional settings, such as time zone and hour format.

You’ll also learn how to make changes to your usual business hours when needed.

If you are already using existing calendars, you’ll see how to easily sync them into your account so you can keep track of all your appointments and meetings in one place.

Why set your calendar in advance?

Setting your calendar according to your availability helps you organize your services and bookings so you don't have to set them each time from scratch.

If you set your hours in advance, you can also be sure that you will not get booked or set your own appointments during your non-working hours.

If you are using an additional calendar outside this account, it's a good idea to sync it to your calendar to avoid double-bookings and stay on track.

Calendar settings

From your account, open the Settings menu and click the  Availability & Calendar tile, and fill out your business hours & regional settings.

  • Local time: By default, your calendar will automatically adjust to your client’s time zone. If you’re a local business with local services, you can check the box to be sure your availability is always displayed in your local time. If you provide services remotely, you may consider leaving the box unchecked.
  • Start week on:  by default we display the first day based on your country’s convention.
For example, If you are in Europe or the US, the week will start on Monday. This affects not only your online scheduler, but also the business calendar display.

Calendar display

  • Calendar increments: The default increment is 1 hour, but you can choose how you want to view the time period separating each slot on your daily and weekly calendar.
For example, if your business runs 4-hour appointments, you may set it up at those intervals to see more at once. Alternatively, if you business runs appointments that are 10-minutes long, you may want to change the default to 10-minutes to get a good view of all your appointments.
Important: Your Calendar increments have no effect on the duration of appointments scheduled.
  • Start week on: Choose the day you want your weekly calendar display to start with. The default will be determined based on the convention in your country.

In the display example below, the time format is 24 hours, the week begins on Monday and the calendar increments are 30 minutes.

Once your done filling out your hours and preferences, click Save Changes.

Setting regular business hours

Step 1: From your account’s main menu, open your Calendar page, click Edit Calendar and select Business hours & Calendar settings.

Your regular business hours are listed on the page that opens, under General Availability.

The default schedule is Monday - Friday, from 9 a.m. until 5 p.m., and you can customize any of these times to fit your business’s availability hours.
Step 2: Click the icons to create your schedule based on your business hours and when you’re open

    Lets you change the hours of the time slot. For example:
Lets you add a new time slot. Adjust the hours of the new time slot to those that suit your schedule.
Removes a time slot.

Step 3: After adding or changing a time slot, click Save.

Changing your regular business hours as needed

Date-specific availability lets you tweak your calendar to allow for temporary changes or one-time events.

  1. At the bottom of your General Availability schedule, click Edit date-specific availability to edit your hours for specific dates.
  2. To add a time slot: Click the cell where you want the extra time to start, and drag the mouse to the ending time.
    You can also use the tools at the bottom of the dialog to specify the starting and ending times.
    Once you’re done, click Save.
  1. To remove a time slot: Click the slot you want to remove, and then click Delete. To complete the removal, click Done.
Important: The time slots you create and remove here are one-time only occurrences. They will  not repeat on a weekly basis.
Tip: You can also Edit date-specific availability by clicking directly on your calendar from your desired time-slot.

Blocking off busy time

You can mark any time as Busy Time, even within your working hours.

You might need to do this on the go, in case something comes up, you’re on vacation, or just need to make sure no one books appointments with you.

Just click anywhere on your calendar, or directly from your busy time slot and click Mark as Busy.

This will assure you are not available for appointments during that time.

Syncing your account calendar with your existing calendars

When a private calendar is synced with your account, all events marked as busy on the personal calendar will appear on the account calendar.

The busy time from your private calendar will automatically create busy time on the business calendar.

As a result, clients won't be able to schedule during your busy hours and you avoid double-bookings. But don’t worry, clients will not be able to see the busy time from your personal calendar.

Here’s how you sync your other calendars with your account’s business calendar:

Step 1: From your account’s main menu, go to Settings > Availability & Calendar.

Note: If you are the only staff member in the account, skip to Step 3.

Step 2: If you have multiple staff members, click the <your name> Settings link at the bottom of the page to open the settings for your schedule.

Step 3: Scroll down to the Calendar Sync section of the page that opens. Under Calendar Pull, in the row of the relevant calendar type, click Sync Availability.

Step 4: To complete the sync, follow the instructions or workflow that is presented.

When you are finished, click Save Changes.

Note: If you want to stop syncing with the calendar, click Disconnect.
Important: Once you sync a calendar, we check it every 10 minutes for busy time and automatically update your account calendar with any new data.
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