Service Calendar Setup

Learn about setting up and using your Service Calendar

Updated: September 19, 2024

What is a Service Calendar?

A Service Calendar is a tailored calendar created to simplify service-based businesses' scheduling process. In this calendar type, users can create different services they offer, group them by categories, and display them all in one scheduling link - the Service Menu.

These calendars seamlessly integrate with your staff's availability, allowing you to configure your team members, assign services to specific groups, set the service duration and accept payments from customers during the booking process.

How to Create a Service Calendar

Step 1: Navigate to Calendar Settings and Input the Essentials
Step 2: Add your Service Details
Step 3: Configure the Availability
Step 4: Forms & Payments
Step 5: Notifications, Additional Options & Customizations

Extra information: Key Highlights

Step 1:

1. Go to Calendars > Calendar Settings. Within the Calendars Tab, click "Create Calendar," then choose the "Service Calendar" option.
2. Input the Essentials: Provide the necessary information for your service calendar such as:
3. Service Name: Give your calendar a descriptive name.
4. Service Description: Add a brief description to help users understand the purpose of the calendar.
5. Staff Assignment and URL: Select the staff members who will be assigned to the service you're creating the calendar for. Additionally, define a calendar slug or URL that will determine the link to your calendar.
6. Duration: Specify the duration of your service
7. Availability: Set your calendar's availability

Step 2: Service Details

1. Upload your Service Logo - This is the image that will appear on the Appointment Booking Widget for your Service Calendar
2. Link to Service Menu: If you intend to add this Service Calendar to your Service Menu (where all your services are showcased on one page), ensure you select a group for the calendar. Think of a group as a way to categorize similar services together. For example, you could create a group named "Property Manager" and assign service calendars like "Property Inspection", or "Property Agreement" to it.

Step 3: Availability

• Weekly Working Hours: Set your regular, weekly working hours. This is useful for setting up your default schedule that repeats week after week. 
  • Service Duration: Set the length of each appointment.
  • Service Interval: Specify your service interval.
  • Post Buffer time: Add extra time after appointments for preparation or transition.
  • Minimum Scheduling Notice: Set the required advance notice for appointment bookings, specifying how many hours or days before an appointment should the booking be closed.
  • Date Range: Define how many days into the future appointments can be booked.
    Date Specific Hours: Set Date specific hours that allow you to customize your availability or unavailability for specific dates. You can add specific dates and define hours applicable only to those dates.

Step 4: Forms & Payments

• Forms - You have the flexibility to choose how you gather client information. You can either opt for the default form, which collects standard details like Name, Email, and Phone number, or create a custom form tailored to your specific needs.
• Confirmation Page - After an appointment is booked, you can decide how you'd like to present the confirmation to the user. You can choose between displaying a thank you message on the same page or redirecting the user to a specific URL of your choice.
• Payments - If you want to accept payments for bookings, ensure that your payment gateway is integrated. Once set up, you can specify the payment amount and start collecting payments. It's important to note that payments are only applicable to the main attendee and not to guests.

Step 5: Notifications, Additional Options & Customizations

• Notifications: You can select who should receive appointment notifications, and whether to allow Google to send invitation or update emails to attendees. You can also determine whether contacts should be assigned to their respective staff member each time an appointment is booked.
• Additional Notes: Anything entered here will be included in the Google invitation. Please ensure that "Allow Google Calendar to Send Invitations" is enabled from 'Notifications' settings for this feature to work.
• Customizations - Service Cover Image: In this section, upload a service cover image that will be displayed in the service menu. This image will be visible in the Neo Group Widget.
• Staff Selection - Enable / Disable bookers to choose a staff member directly from the calendar widget during appointment booking.

Key Highlights

1. This calendar enables contacts to make bookings for multiple services for themselves or combine services for multiple participants (themselves and their guests).

2. The calendar operates with a default 15-minute slot interval, which ensures efficient scheduling. While this interval is fixed, you have the flexibility to add buffer times between appointments, giving your staff the time they need to prepare for the next client.

3. Crucially, the availability of the service calendar is directly linked to the schedules of the staff members assigned to it. Hence, there is no option to configure the Calendar Availability. The calendar will consider the availability of only it's assigned staff members. If a staff member is unavailable at a given time, the calendar will reflect this unavailability.

4. If you wish to display different services on a single scheduling link (The Service Menu), it is important to first create the desired groups, then create your service calendars and assign them to the respective groups, and finally create your Service Menu.