How To Create A Class Calendar

The Class Booking calendar is a one-to-many calendar designed for events with multiple attendees, such as webinars, workshops, training sessions, or sports events. It offers efficient organization by simplifying the management of one-to-many events on a centralized platform. With customizable capacity, organizers can control class size by setting the number of spots per slot. 

The system also allows for centralized management of bookings, cancellations, and rescheduling, enhancing communication by providing clear event details to reduce confusion. Additionally, Class Booking saves time by automating the booking process for both organizers and attendees.

Setting Up a Class Calendar

To create a calendar, first access the Calendar Settings within your account. Navigate to the Calendar tab, and click on "Create Calendar" to start setting up a new calendar.

Choose Class Booking

In the pop-up, select Class Booking as the calendar type.

Calendar Setup

After choosing the Calendar type, you will be directed to fill out key components of the Calendar configuration such as its Calendar name, Description, Team member selection, Custom URL, Meeting Duration, Seats Per Class, Booking Availability, and Meeting Location.

1. For the calendar name, provide a title for the calendar that accurately reflects its intended purpose.
2. In the description section, clearly outline the purpose and objectives of the appointment, ensuring that all participants understand its significance. 
3. Choose the user who should conduct the meetings from the drop-down menu. 
4. Enter a memorable and relevant slug for easy reference.
5. For Meeting Duration, specify the duration of each appointment to ensure proper scheduling and time management. 
6. Next, set the number of attendees for each class. For example, if you set the maximum number of seats per class to 10, then up to 10 invitees can book a single time slot. 📌Note: You can choose a maximum of 9,999 attendees in a single slot; however, if you use a conferencing tool, the tool may have a different maximum attendee limit. For example, Zoom offers a maximum of 500 attendees for certain licenses.

7. For Booking Availability, set the specific days and time slots during which appointments can be scheduled. 

8. Indicate the location or platform where the appointments will be conducted, such as a physical address, virtual meeting link, or phone call.

9. Activate the Payment option to collect payments at the time of booking.

10. Click on the Confirm button to save your calendar configurations immediately.

Alternatively, you can navigate to the Advanced Settings of the calendar for more detailed customization options.

The Advanced Settings involves five (5) key steps:

1. Meeting Details
2. Availability
3. Forms & Payment
4. Notifications & Additional Options
5. Customizations

Meeting Details 

The Meeting Details section allows you to design and enhance the functionality of the Calendar List Page by adding important details such as the Logo, name, description, meeting location of your appointments, and much more.

For the Calendar Logo, upload the image to be displayed on the Calendar List Page and adjust the Calendar name if you'd like. Next, add descriptions about the calendar's subject, which will be visible to those scheduling appointments.

1. Add the Calendar to a Calendar Group by selecting the respective group from the dropdown. 
2. You can also adjust the calendar's Custom URL (slug) if required. 
3. Enter a Meeting Invite title, which will appear in your calendar and confirmation emails. 
4. In the select team member dropdown, choose the user who should conduct the meetings and configure the meeting location. 
5. Select a color for your calendar's events to help organize meetings.

Availability

This section manages your calendar's time settings, including the general days and times available for appointments. Here, you can configure the schedule for recurring meetings and adjust settings for when appointment slots are open for booking.

Weekly Available Hours

In the Availability section, select the boxes beside the dates to indicate the days available for booking. Then, set the corresponding time slots.

Date Specific Hours 

Add the specific hours for dates with an irregular schedule.

Recurring Meeting 

Toggle on recurring meetings to set the desired frequency for the appointment and the total number of consecutive occurrences. For unavailable time slots, you can choose to skip those slots, reschedule the appointment in the next available slot, or continue booking regardless of availability.

1. Adjust the Meeting Interval if recurring meetings are disabled. This setting defines the time between available slots; for example, a 30-minute interval displays slots at 10:00 am, 10:30 am, and so on.
2. Set the Meeting Duration to allocate a specific length for each appointment.
3. Use the Minimum Scheduling Notice to establish a lead time for booking appointments, preventing unexpected meetings. For example, a 2-day lead time means no one can book within 48 hours.
4. The Date Range option indicates how far in advance appointments can be scheduled. For instance, if set to one month, clients can't select dates beyond that range.
5. Add Seats per Class to limit the number of attendees for each session.
6. Utilize the Pre-buffer Time for additional preparation before an appointment and the Post-buffer time for extra time afterward to wrap up tasks or transition to the next meeting (7).

Forms & Payment

In the Forms & Payment tab, you can set how to collect information from contacts booking appointments or to gather deposits/fees using the relevant sections.

1. In the Select Form section, choose the appointment booking form from the drop-down menu. 
2. Set the sequence in which contacts complete the form using the widget order tool. 
3. Enable Pre-populate Fields (also known as “sticky contact”) to automatically fill in information from previous forms submitted from the same IP address.
4. Turn on the Consent Checkbox to obtain client consent for follow-up communications when they provide their contact information during the booking process.

5. Choose what appears on the confirmation page after a booking. Select "Default" to set a thank you message or opt for "Redirect URL" to direct contacts to a specific website.

6. Optionally, add a Facebook Pixel ID to track new appointment bookings through Facebook Ads Manager.

7. Enable Auto-Confirm New Meetings to automatically confirm all scheduled appointments.

8. Activate the Payment option to collect payments at the time of booking. For more details, refer to the article “How to Add Payments to Appointments.”

Notifications & Additional Options

In this section, you will see the notifications you can send to your contacts or users when there is a change in an appointment booked on your calendar or for follow-up messages and reminders. 

To edit the notifications, click on the pencil icon next to your preferred notification. This feature allows you to configure email notifications and set up In-app alerts. Click the Save button to apply your updates.

For further guidance, check out the “How to Customize Calendar Notifications” article!

Activate the “Allow Google / Outlook Calendar to Send Invitations & Update Emails to Attendees” option to sync the calendar with Google or Outlook, allowing automatic invitations and updates to be sent to attendees.

Additionally, you can enable the “Assign Contacts to Their Respective Calendar Team Members Each Time an Appointment Is Booked” option to assign the contact to a specific team member when an appointment is booked. It helps in linking attendees directly to the appropriate team member handling the session.

Use the Reschedule Policy toggle to enable or disable participants' ability to reschedule meetings. When activated, participants can reschedule within a timeframe defined by the Rescheduling Link Expiry, which specifies how long the rescheduling link remains active. This duration can be set in minutes, hours, or days.

The Allow Cancellation of Meeting toggle enables or disables cancellation options for participants. If activated, participants can cancel appointments within a set timeframe defined by the Cancellation Link Expiry, adjustable in minutes, hours, or days.

The Additional Notes text box allows for extra information for attendees, including contact details and instructions for rescheduling or cancellation.

Customizations

Customize your calendar by adding a cover image, adjusting the style and colors, modifying the button text, and tailoring the displayed information. This level of personalization allows you to align the calendar with your brand and preferences.

Cover Image

You can upload an image from within your CRM or drag and drop it from your computer. Click “Enhance your visuals with Unplash” to sharpen your image.

📌Note: The uploaded image will be displayed in the Group View for the Neo template but will not appear on the individual calendar link.

Calendar Widget Style 

Select between the classic widget and the modern Neo widget. 

📌Note: Currently, the Neo widget is the only available style.

Primary Settings 

Under primary settings, you can customize the color scheme for buttons, dates, time slots, and actions to align with your brand or personal preferences. You can also select the background color that will serve as the backdrop for both the date-time selector and the appointment form, ensuring consistency with your brand.

Personalize the text displayed on the button used for booking appointments to align with your brand's tone and messaging, then tailor the button's call to action to better engage with your users.

When the Calendar Title is enabled, the name of your calendar will be displayed. Also, when the Calendar description is enabled, the Calendar description will be displayed for the client's booking.

The Calendar Details option enables calendar information, such as the appointment's duration, date and time, recurring details, and time zone settings to be displayed. Preview the Calendar widget by clicking the Preview widget.

Insert custom code for advanced functionality and toggle on Seats Per Slot to show the number of available spots in the calendar widget.

Save the calendar, to complete the setup process!

The Class Booking calendar streamlines event management with customizable scheduling, automated reminders, and rescheduling for both organizers and participants. With options for notifications and branding, it adapts to your needs and improves communication with your audience.

Frequently Asked Questions

Q: How can I cancel or reschedule a class appointment?

• A: To cancel or reschedule the class booking, go to the Calendar settings and deactivate the calendar or edit it to update the date and time as necessary. Be sure to inform all attendees of any changes.

Q: Can I cancel or reschedule a class appointment for a single attendee?

• A: Yes. Navigate to the Appointment List View, where you can see the option to cancel or reschedule the appointment for specific contacts.

Q: Can I book a class appointment with contacts directly?

• A: Yes, you can do that; click on the "New appointment" button and select the contact you want to book the appointment with. Then select the calendar and the slot, and then proceed to book the appointment.

Q: Can attendees cancel/reschedule a Class Booking appointment?

• A: To allow attendees to cancel/reschedule the class booking appointment, enable the option for "Allow Cancellation" and "Allow Reschedule" in the Confirmation Tab in Calendar Settings.