Managing appointments efficiently is crucial for success, whether in your personal or professional life. With the advanced calendar features of High Leads Pro, 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 High Leads Pro

• 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.

• Service Calendar: The Service Calendar is designed for managing appointments for service-based businesses. It allows users to create service-specific time slots, set availability, and streamline booking processes for various services offered.

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.
• Choose the calendar type that suits your needs.

 

Note: After clicking the Advanced Settings button, you’ll get access to all editing options, Which are explained below.

Fill in Meeting/Service 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.

Custom Value Selector in Calendars

The calendar feature includes a Custom Value Selector, allowing users to easily add custom values across various calendar settings without manually typing them out. This reduces errors and streamlines the process, making it simple to personalize fields such as Calendar Name, Meeting Invite Title, Custom Meeting Location, Additional Notes, and Thank You Messages on the Confirmation Page. This feature saves time and enhances the customization experience by providing quick access to supported values.

Benefit: Users can now efficiently manage their calendar settings with reduced manual entry, minimizing errors and ensuring consistent customization across appointments.

How to Use:

1. Go to Calendar Settings and select the desired calendar.
2. Navigate to the input field where you want to add a custom value.
3. Click on the Custom Value Selector and choose your desired value.
4. Click Save to apply the changes.

Configure Availability:

• Determine the availability type:
  Weekly Working Hours: Set your regular, weekly working hours. This is useful for setting up your default schedule that repeats week after week.

Date Specific Hours: Adjust your schedule for specific dates. Override your regular weekly hours.

• Booking Widget to Open First Available Date: Bookers can see and select the earliest available slot immediately, eliminating the need for manual searching. This is beneficial for businesses looking to accept early bookings for future events, such as special holidays or seasonal offers. 
• To use this feature, configure Date-Specific Hours without setting Weekly Working Hours. Ensure no recurring weekly hours are configured for this feature to function correctly.

• 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.

Timezone Abbreviations for Clearer Appointment Scheduling

Timezone abbreviations for appointment start and end times help improve clarity and reduce confusion. This ensures the exact time zone associated with an appointment is always known, eliminating ambiguity between user and business time zones. For example, if a business operates in CST but a user is in PST, appointment times will now clearly indicate '10:00 am to 10:30 am CST' or '08:00 am to 08:30 am PST'.

How to Use: You can see the timezone abbreviations in the Calendar View section.

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.

Time Limit can be set when enabling the rescheduling/canceling option in calendar settings.

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.

FAQs

1. What types of calendars are available in High Leads Pro?
   • High Leads Pro offers several types of calendars:
     • Simple (Unassigned/Event Calendar): Ideal for general events without specific assignees.
     • Round Robin (Group Calendar): Distributes appointments evenly among team members.
     • Class Booking: Suitable for single-session classes, workshops, or seminars.
     • Collective Booking: For events that require multiple team members.
     • Service Calendar: Manages appointments for service-based businesses with specific time slots and availability.

1. How do I create a new calendar in High Leads Pro?
   • To create a new calendar, navigate to Settings > Calendars or Calendars > Gear Icon (Calendar Settings). Click on "Create Calendar," choose the calendar type, and fill in the required details such as calendar name, description, and meeting title.

1. What is the Custom Value Selector in Calendars?
   • The Custom Value Selector allows users to quickly insert predefined custom values into various calendar settings fields, such as Calendar Name, Meeting Invite Title, and Additional Notes. This feature reduces manual entry errors and streamlines customization.

1. How do I use the Custom Value Selector in calendar settings?
   • To use the Custom Value Selector, go to Calendar Settings, select the desired calendar, navigate to the input field, click on the Custom Value Selector, choose your desired value, and save the changes.

1. How can I configure availability for my calendar?
   • You can configure availability by selecting the availability type (Standard or Custom), setting the duration, intervals, buffer time, maximum bookings per slot and day, and defining office hours and scheduling notices.

1. Can I set up recurring or repeating meetings?
   • Yes, you can toggle on and off for recurring or repeating meetings. You can specify how often they should recur, and how many times, and define actions if slots are unavailable.

1. How do timezone abbreviations improve appointment scheduling?
   • Timezone abbreviations indicate the appointment start and end times, reducing confusion by showing the exact time zone for both the business and the user, such as '10:00 am to 10:30 am CST' or '08:00 am to 08:30 am PST'.

1. What are the options for forms and payment settings in calendar setup?
   • You can customize the booking widget by selecting a default or custom form, enabling pre-populated fields, allowing guests, and integrating with Stripe for payment processing.

1. How can I manage notifications and additional options in calendar settings?
   • You can choose notification types (e.g., confirmation or updates), specify recipients (contacts, team members, or specific emails), and enable integrations with Google Calendar or Outlook to send invitations.

1. Is it possible to connect the calendar with external calendars?
   • Yes, you can synchronize your calendar with external calendars to ensure seamless management across platforms.

1. How can I customize the appearance of the booking widget?
   • You can choose between Neo or Classic styles for the booking widget, allow clients to select staff members, and enable options for rescheduling and cancellations.

1. How do I add guests to appointments in the calendar?
   • To add guests, activate the "Add Guests" feature in the Forms & Payment section when creating or editing a calendar. Specify the maximum number of guests allowed, and ensure guests receive notifications about the event.

1. What steps are needed to finalize and activate a calendar?
   • After configuring your calendar, click Save to finalize your settings. To make the calendar live, click Activate Calendar.