Advanced Calendar Settings Explained

Learn about the Advanced Calendar Settings

Calendar Settings Explained

FAQ

Updated: September 10, 2024

Calendar Settings Explained

To get into the Calendar Settings,

1. Navigate to Settings from the menu pane

2. Select Calendar
3. Click the 3 dots at the right hand side of the Calendar you want to see the settings
4. Select Edit pencil icon

In the Settings you can Find:

• Meeting Details
  These are the details which will be shown in the calendar list page.
• My availability
  Set your availability for the calendar.

Here are also other key calendar settings that you'll likely encounter, along with brief explanations of each:

Slot Duration: This is the length of each appointment. It determines how long an appointment will last once booked.

Slot Interval: This is the frequency at which appointments can be scheduled. For instance, if the slot interval is 60 minutes, appointments can be booked every hour.

For example, if a calendar's availability is from 9 AM-11 AM with a Slot Duration of 30mins and a Slot Interval of 30 mins, the calendar's availability will be: 9:00, 9:30,10:00, 10:30.11 AM

Buffer: This is the period set aside before or after an appointment. It ensures that appointments aren't booked back-to-back, allowing for preparation time, breaks, or transit between appointments.

A Slot buffer will add buffer time after every appointment, preventing another booking until the buffer time has expired. Let's say an appointment is booked from 10:00 to 10:30, and you have a slot buffer of 15 mins; then the next available slot will be at 10:45.

Appointments per Slot: This setting determines the number of appointments that can be booked concurrently within a single slot. This is particularly useful for group sessions or webinars where more than one attendee can participate.

Appointments per Day: This sets the maximum number of appointments allowed daily. It's a way to control the workload and ensure you're not overbooked.

Minimum Scheduling Notice: This setting prevents last-minute bookings. For example, if you require at least a day's notice before an appointment, you can set this to 24 hours. This means appointments must be booked at least 24 hours in advance.

Date Range: This setting determines how far into the future someone can schedule an appointment. If you set it to 4 weeks, a client could schedule an appointment up to 4 weeks from the current date.

Office Hours: These are the hours within which appointments can be scheduled. This ensures that appointments are booked only during the designated hours.

Event Color: This visual setting helps you differentiate between types of appointments in your calendar view.

Remember, these settings offer much flexibility and can be adjusted to best suit your specific scheduling needs.

FAQs

Q: Can I set different buffer times for different types of appointments in my calendar?

A: The Buffer setting applies universally to all appointments in your calendar. If you need different buffer times, consider creating separate calendars for different types of appointments, each with its own buffer time.

Q: Can I override the Slot Interval for specific days or times in my calendar?

A: The Slot Interval applies consistently across all your available hours and days. If you require a unique interval for a specific day or time, consider creating a separate calendar for that period with its settings.

Q: How do the 'Appointments per Slot' setting interact with the 'Slot Interval' setting in my calendar?

A: The 'Appointments per Slot' setting determines how many appointments can be booked for each slot, while the 'Slot Interval' determines how often these slots occur. If 'Appointments per Slot' is set to '2' and your 'Slot Interval' is every 30 minutes, two appointments can be booked every 30 minutes.

Q: Can the 'Appointments per Day' setting limit appointments across multiple calendars?

A: The 'Appointments per Day' setting is specific to each calendar. If you wish to limit appointments across multiple calendars, you must manage this manually by tracking the total number of appointments across all your calendars.

Q: What happens if I change the 'Minimum Scheduling Notice' while there are pending appointments in my calendar?

A: Changes to the 'Minimum Scheduling Notice' setting won't affect existing appointments but will apply to new ones. For example, if you change the notice from 24 hours to 48 hours, any appointments already scheduled within the next 48 hours will remain, but new appointments will require at least 48 hours notice.

Q: Can I set the 'Date Range' for different lengths based on the appointment type in my calendar?

A: The 'Date Range' is a universal setting for your calendar. If you need different ranges for different types of appointments, consider creating separate calendars, each with its date range setting.

Q: Can I have overlapping appointments if my 'Appointments per Slot' setting allows multiple bookings?

A: Yes, if your 'Appointments per Slot' is set to more than one, multiple individuals can book the same time slot, effectively creating overlapping appointments.

Q: What happens if I reduce my 'Office Hours' but appointments are already scheduled outside these hours in my calendar?

A: Existing appointments outside the new office hours will typically remain as scheduled. However, future bookings will only be allowed within the updated office hours.

Q: How does changing the 'Slot Duration' affect existing appointments in my calendar?

A: Changing the 'Slot Duration' will not affect existing appointments; it will only apply to new ones. For example, if you change the duration from 30 to 60 minutes, any existing 30-minute appointments will remain as scheduled.

Q: Can I use the 'Buffer' setting to account for travel time between appointments in my calendar?

A: Absolutely. If you're scheduling in-person appointments in different locations, you can use the 'Buffer' setting to ensure you have enough time to travel from one location to another