How to use the booking calendar feature on Systeme.io

In this article, you will learn how to use the booking calendar feature on systeme.io. You'll find all the essential information you need to use this tool effectively and optimize your appointment scheduling.

Preface:

The integrated booking calendar in systeme.io allows you to schedule and manage your meetings directly from the platform, without needing external tools like Calendly or YouCanBook.me. Intuitive and practical, it simplifies appointment organization and centralizes your activity in one place.

Accessing the Calendar Menu

You can access the "Calendar" section from the "CRM" menu in systeme.io.

Within the calendar section, you’ll find three main tabs:

  • Events
  • Bookings
  • Availability

  1. Events:

This tab gathers all the events you've created. You can view them and create new ones.

Example events: “Free Consultation” or “Technical Session”.


How to create an event?

To create an event, click "Create new event" in the "Events" tab.

A form will appear, where you need to fill in the following:

Event details:

  • Event name.
  • Host name.
  • Event duration.
  • Host photo (by default, your profile picture is used, but it can be customized)

Location settings:

You can choose between three location types:

  • Meeting
  • Call
  • In-person

  • Meeting: Choose a supported integration (currently Zoom or Google Meet) or enter a custom meeting link.

Note: If using Zoom or Google Meet, make sure the integration is configured beforehand.

For step-by-step guidance, refer to:

  • Call: Enter your phone number. The meeting will take place via phone.

  • In-person: Enter a physical address and phone number.

    Note : You can offer multiple location options for a single event (e.g., call and in-person). The attendee can choose their preferred method.

  • Event description: Add a short description of the event. It will be displayed on your booking page.

  • Google Calendar: Select this option to allow attendees to add the event to their Google Calendar.

    Note: Make sure the integration is configured beforehand. If multiple Google accounts are connected, you'll be able to select which calendar to use.


Setting the availability of your events:

In this section, you can configure the availability for a specific event.

  • Date range: represents the period during which the event is available. By default, this range is set to 30 days.
  • Available hours: You can manually set availability or use your global availability settings by toggling the “Use global availability” option.

Note: Global availability is explained in the final section of this article.

Advanced settings on the event creation page:

Additional customization options include:

  • Start time increments: Set how often time slots appear (e.g., every 15 minutes).
  • Daily limit: Maximum number of bookings per day.
  • Buffer time: Time added before or after each booking to avoid back-to-back appointments.
  • Time zone display: Choose whether the appointment time is shown in the host’s or the guest’s time zone.

Here is a calendar preview for an event with two location options ("Call" and "In-person"), a booking interval of 30 minutes, and availability on Tuesdays and Wednesdays only.

Note: When a guest schedules an appointment, they receive a confirmation email with all the details and a cancellation link. The calendar owner is also notified by email.

  1. Bookings:

This tab allows you to manage all appointments booked through your calendars.

Main features:

  • View all your bookings.
  • Cancel a booking by clicking on "Cancel".

Then click on "Confirm" to validate the cancellation.

  • Reschedule a meeting by clicking on "Reschedule appointment"

Select your desired date and time for rescheduling the appointment and click on "Apply" to confirm.

  • Seeing the booking details by clicking on "Booking details"

A popup will appear showing all the details of your booking. You can also cancel or reschedule the booking from this popup.

Note: When an appointment is cancelled or rescheduled, both the guest and calendar owner receive an email notification.

  1. Availability:

In this tab, you can configure your global availability for all events.

  • Weekly Availability: Set default time slots for each day of the week.

    You can also define multiple time slots on the same day if needed.

  • Specific date availability: Override global availability for certain specific days.
  • Specific date unavailability: Mark days as unavailable, even if global or local availability is enabled.

We recommend reading the article "How to add a systeme.io calendar to your page" for instructions on embedding your calendar on a page.

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