How to Create and Edit Calendars
Managing appointments efficiently is crucial for success, whether in your personal or professional life. With the advanced calendar features of IUL Insiders, you have a range of tools to set up, customize, and manage your schedules. This comprehensive guide walks you through the process of creating and editing calendars to ensure you’re maximizing your time and resources.
Types of Calendars in IUL Insiders
- Simple (Unassigned/Event Calendar): Perfect for general events that don’t require specific assignees.
- Round Robin (Group Calendar): Distributes appointments evenly among team members for balanced workload and availability.
- Class Booking: Designed for single-session classes, workshops, or seminars.
- Collective Booking: Suitable for events that require the presence of multiple team members.
Creating a Calendar
Follow these steps to create a new calendar:
Navigate to the Calendar Setup:
- Go to Settings > Calendars or Calendars > Gear Icon (Calendar Settings).
Start Creating a Calendar:
- Click on Create Calendar.
.png?alt=media&token=51ca920e-184d-48d7-9bef-ec550898d132)
- Choose the calendar type that suits your needs.
Fill in Meeting Details:
- Provide essential information such as logo, calendar name, description, custom URL, and meeting title.
- Select a calendar group, event color, and other relevant details.
Configure Availability:
- Determine the availability type (Standard or Custom).
- Set up the duration, intervals, buffer time, maximum bookings per slot, and per day.
- Define office hours, recurring appointments, and scheduling notices.
- Toggle on and off for Recurring/Repeating Meetings – Select how often, how many times, and what to do if slots are unavailable.
- Save and continue on to the next tab.
Forms & Payment Settings:
- Customize your booking widget by selecting a default or custom form.
- Enable pre-populated fields for improved user experience.
- Allow guests to be added to appointments.
- Integrate with Stripe for payment if necessary.
Notifications & Additional Options:
- Choose the type of notifications for confirmation or updates.
- Specify who should receive notifications (contacts, team members, or specific emails).
- Enable Google Calendar/Outlook integration for sending invitations.
Connection to Other Calendars:
- Link your calendar with external calendars for synchronization.
Widget Customization & Appearance:
- Choose between Neo or Classic styles for the booking widget.
- Allow clients to select staff members for appointments.
- Enable rescheduling and cancellation options.
Save and Activate:
- Click Save to finalize your calendar settings.
- Remember to click Activate Calendar to make it live.
Adding Guests to Appointments
With the “Add Guests” feature, you can effortlessly invite additional participants to your appointments:
Activate “Add Guests” Feature:
- When creating or editing a calendar, navigate to the Forms & Payment section.
- Enable the “Add Guests” feature.
Configuration:
- Specify the maximum number of guests a user can bring.
- Ensure that guests receive appropriate notifications about the event.
Calendar Types in Detail
Simple Calendar Flow:
- Follow the steps mentioned above.
- You’ll have tabs for Meeting Details, Availability, Forms & Payment, Notifications & Additional Options, Connections, and Customizations.
- Customize meeting details, availability settings, forms, notifications, connections, and widget appearance.
Round Robin Flow:
- Similar to the simple calendar, except for no “Connections” tab.
- In the Meeting Details tab, implement appointment distribution among team members for balanced scheduling.
- Assign team members, set priorities, and determine meeting locations.
- Additional options to notify assigned users and to assign contacts to respective team members.
Class Booking Flow:
- Follow the same steps as for the simple and round-robin calendars.
- Only one team member can be added.
- Ideal for scheduling single-session classes or workshops.
- Similar to the round-robin calendar but with differences due to the single team member configuration.
Collective Booking Flow:
- Similar to round-robin and class booking, but you must add and select at least two team members.
- Suitable for events requiring the presence of multiple team members.
With this comprehensive guide, you have the tools and knowledge to create and edit calendars in IUL Insiders. Whether you’re organizing meetings, classes, or group events, these features empower you to manage your time effectively. By incorporating the new “Add Guests” feature and following the detailed steps, you can enhance your scheduling capabilities and ensure seamless coordination of appointments. Upgrade your calendar management experience with IUL Insiders and watch your productivity soar.