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Your Calendar: Scheduling 1-on-1 Appointments, Group Events, & Booking Off Time

Assign colors, block off time, and schedule appointments or group events to keep your calendar organized and your business running smoothly. Plus, manage attendance with waitlists and automatic spot filling all while staying in sync with customizable time zones.

Assign Colors for a Service or Staff Member

Assigning colors makes it smoother to stay organized by giving each service or staff member their own color.

To assign colors for a service or staff member:

  1. Open the platform.
  2. Click Calendar.
  3. Click the menu icon .
  4. Click the more options icon next to the service or staff.
  5. Click Set Color.
  6. Choose a color.

Block Off Time

You can block off time for personal events, meetings, holidays, and vacations to keep your schedule organized.

To block off time:

  1. Open the platform.
  2. Click Calendar.
  3. In the top corner, click New.
  4. Select Block Off Time.
  5. Enter the details.
  6. Click Save.

Schedule a 1-on-1 Appointment

To schedule a 1-on-1 appointment:

  1. Open the platform.
  2. Click Calendar.
  3. Click New or select a day on your calendar.
  4. Select Appointment.
  5. Select a client.
  6. Select a service.
  7. Enter the details.
  8. Click Schedule appointment.

Schedule a Group Event

You’ll get an email confirmation when the event is set. If online booking is on, clients can sign up online, you can register them yourself, or send a direct registration link.

To schedule a group event:

  1. Open the platform.
  2. Click Calendar.
  3. Click New or select a day on your calendar.
  4. Select Group Event.
  5. Enter the details.
  6. Click Create Event.

Event Waitlist

The Event Waitlist is a helpful feature for managing cancellations or attendance limits. You can choose to handle it manually or let the system automatically manage it for you, giving you the flexibility to control the event your way or let things run smoothly on their own.

Note: The Event Waitlist feature is included with the Platinum subscription and is only available for events. It does not apply to one-on-one appointments. If you’d like to fill open spots for one-on-one appointments, we recommend purchasing the SmartSlots app.

Automatically Fill Available Spots

When this option is on, available spots fill automatically. Waitlisted clients get a text with a link to claim a spot if one opens. If no payment is needed, they register immediately; if payment is required, they can pay before registering. Remember, registration is first-come, first-served.

Important: SMS notifications will only be sent to valid phone numbers.

To turn on the automatic option:

  1. Open the platform.
  2. Go to Settings.
  3. Select Booking Options.
  4. Click the Booking policies tab.
  5. Under the “Waitlist” section, check the box to Create waitlist for fully booked events.
  6. Choose Automatically fill available spots.

Turn on Manually Fill Available Spots

If you prefer to have control over the attendance, you can manually fill the available slots yourself by first turning on the manually fill available spots option. 

To turn on manually fill available spots:

  1. Open the platform.
  2. Go to Settings.
  3. Select Booking Options.
  4. Click the Booking policies tab.
  5. Under the “Waitlist” section, check the box to Create waitlist for fully booked events.
  6. Choose Manually fill available spots.

Manually Add Client to Waitlist

To manually add a client to the waitlist:

  1. Open the platform.
  2. Click Calendar.
  3. Click Event List.
  4. Select an event.
  5. On the side of the page, click the Waitlisted tab.
  6. Click Add to Waitlist.
  7. Select the clients you want to add.
  8. Click Continue.
  9. Optional: Add a note to the waitlist confirmation email.
  10. Click Add to Waitlist.
Note: Clients can’t be added to the waitlist until all available spots are filled.

Add a Client from the Waitlist

To add a client from the waitlist:

  1. Open the platform.
  2. Click Calendar.
  3. Click Event List.
  4. Select an event.
  5. On the side of the page, click the Waitlisted tab.
  6. Next to the client, click the more options icon image.png.
  7. Select Switch to Registered.
  8. Optional: Add a note to the waitlist confirmation email.
  9. Click Register.

Find Events with Available Spots

To find events with available spots:

  1. Open the platform.
  2. Click Calendar.
  3. Click Event List.
  4. Under “Waitlist”, check the box for Events with bookable spots. 

Repeat Events

Repeating your appointments, blocked time, or group events helps keep your schedule consistent and organized.

To repeat events:

  1. Open the platform.
  2. Click Calendar.
  3. Click New or select a day on your calendar.
  4. Choose the type: Appointment, Block Off Time, or Group Event.
  5. Click Does Not Repeat.
  6. Turn on Repeat.
  7. Enter the details.
  8. Click Done.
  9. Confirm by clicking Schedule appointment, Save, or Create Event.
Note: When you invite clients to a repeating event, they’re automatically signed up for every session. If clients register on their own, they’ll need to sign up for each session one at a time.

Set a Time Zone

To set a time zone:

  1. Open the platform.
  2. Click Settings.
  3. Click Availability & Calendar.
  4. Under "Time Zone", select the time zone.
  5. At the top, click Save.

Set a Staff Member's Time Zone

Staff members can also have different time zones.

To set a staff member's time zone:

  1. Open the platform.
  2. Click Settings.
  3. Click Staff.
  4. Next to the staff member, click the more options icon .
  5. Click Availability & Calendar.
  6. Under "Time Zone", select the time zone.
  7. At the top, click Save.

FAQ

Why is the wrong appointment time showing?

This usually happens because of time zone differences:

  • Your client’s time zone is set automatically based on their device.
  • VPNs or networks can affect the detected location.
  • If no time zone is set, it defaults to your business’s time zone.

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