How to use the booking calendar feature on Systeme.io

In this article, you will discover how to use the booking calendar feature on Systeme.io. You will find all the essential information to learn how to use this feature effectively and optimize your appointment management.

Preface:

The integrated booking calendar in Systeme.io allows you to schedule and manage your meetings directly from the platform, without resorting to external tools like Calendly or Youcanbookme. Intuitive and practical, it simplifies the organization of your appointments and centralizes your activities in one place.

Accessing the Calendar Menu

The "Calendar" menu is accessible from the “CRM” section of Systeme.io,

In the "Calendar" section, you will find three main tabs:

  • Events
  • Bookings
  • Availability

  1. Events:

This page gathers all the events you have created, allowing you to view them and create new ones.

As an example of an event, you can create events like "Free consultation" or "Technical session".

How to create an event?

Configure the details of your events in the "Events" section by clicking on "Create new event."

A page will appear where you need to enter the following information:

  • Event details:
    • Event name.
    • Host name.
    • Event duration.
    • Host photo (by default, the user's profile picture is used, but this can be customized).

  • Location settings:

For your event location, you can choose between "Meeting", "Call", and "In-person".

    • Meeting: Choose a supported integration (Zoom is currently available, to learn more about setting up this integration, click here) or provide the external link of your choice where the meeting will take place. If you select Zoom, make sure you have configured the integration beforehand.

    • Call: Offer a meeting by phone call, simply add your number and save.

    • In-person: Provide a physical address and a phone number, then save.

Note: You can offer multiple meeting locations for the same event (for example, call and in-person), and the prospect will have to select what works for them.

  • Event description: add a brief description of your event that will appear on your calendar.

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: It is also possible to use the global availability settings defined in the "Availability" section by toggling the "Use global availability" button on or off.

Note: the default global availabilities are explained in the 3rd and final point of this article.

Advanced settings on the event creation page:

The last section of the "Events" page offers more advanced configuration options:

  • Appointment frequency: Allows you to define the frequency of available time slots in the calendar. For example, if the increment is set to 15 minutes and no time between 2 appointments is selected, the slots will appear as follows: 9:00, 9:15, 9:30, etc.
  • Daily limit: Allows you to set a maximum number of events that can be booked per day.
  • Time between 2 appointments: this is a buffer time before and/or after an event to avoid consecutive bookings without interruption.
  • Display time zone: Indicates whether the booking time will be displayed in the guest's time zone or in the host's time zone.

Here is an example of a calendar preview for an event where the location is "Call" and "In-person," with an appointment frequency of 30 minutes and availability on Tuesdays and Wednesdays only.

Note: When a guest schedules an appointment from your calendar, they receive a confirmation email containing all the details of the appointment, along with a button to cancel it. Additionally, a notification email is sent to the calendar owner to keep them informed of a new appointment.

  1. Bookings:

This page allows you to view and manage all the bookings made.

  • 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.

Note: In the case of an appointment cancellation or rescheduling, the guests as well as the calendar owner are notified by email of the change made.

  1. Availability:

On this page, you can configure your global availability for events.

  • Weekly Availability: Set your available time slots for each day of the week. Note that it is possible to create multiple time slots for your availability on the same day.

  • Specific date availability: Override global availability for certain specific days.

We invite you to consult the article "How to add a systeme.io calendar to your page" to learn how to add your calendar to a page.

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.