Calendars & Appointments
Everything you need to build, customize, and manage booking calendars — from simple one-off appointments to multi-service booking pages, staff-based scheduling, rentals, and third-party calendar sync.
99 articles
Getting Started with Calendars
- Embedding Calendars with HTML CodeDrop any Vendi Today calendar onto an external website using a small snippet of embed code.
- User Permissions in CalendarsControl, per user, what each team member can see and change within the Calendars module.
- Adding Guests to Calendar BookingsLet the person booking add extra attendees right from the booking widget, with optional per-guest pricing.
- Using Custom Values in CalendarsDefine reusable details once — a meeting link, an address, a phone number — and insert them anywhere in your calendar text.
- Calendar Setup AssistantBuild a calendar conversationally — describe what you need and the assistant configures it for you.
Calendar Types
- Setting Up Service CalendarsBuilt for businesses offering a menu of bookable services where availability depends on staff schedules.
- Simple (Event) CalendarsThe right choice for workshops, seminars, and open houses that aren't tied to one person's availability.
- Round Robin Calendars: Setup and DistributionSpread incoming bookings across a team automatically, using availability-first or equal-distribution logic.
- Managing Round Robin Team AssignmentsControl how specific contacts get matched — or re-matched — with the right team member over time.
- Class Booking CalendarsOne-to-many scheduling: a single host with multiple attendees per session, with seat limits.
- Collective Booking CalendarsFind time slots when everyone involved is free, by merging the availability of multiple team members.
- Personal Booking CalendarStraightforward one-on-one scheduling with full features, including video conferencing, for a single person.
Building and Customizing Calendars
- Creating a Service MenuShow several services in one branded booking interface, each still backed by its own calendar.
- Rooms and EquipmentTurn physical spaces and gear into bookable resources so nothing gets double-booked.
- Customizing the Booking WidgetMatch the booking widget to your brand with colors, button text, and display options.
- Formatting Calendar DescriptionsUse the rich text editor to make booking page instructions and details easier to read.
- Adding Custom Forms to CalendarsAttach a form to collect qualifying questions and details before an appointment is finalized.
- One-Time Booking LinksGive someone temporary, single-use access to book time on your calendar.
- Duplicating a CalendarCopy an existing calendar and adjust only the parts that need to change.
- Restoring a Deleted CalendarRecover a calendar deleted by mistake through your account's audit logs.
Availability and Booking Rules
- Setting Weekly and Date-Specific AvailabilityCombine a recurring weekly schedule with one-off overrides for specific dates.
- Individual Calendar Availability SettingsSlot duration, intervals, buffers, and daily caps that control exactly how a calendar can be booked.
- Schedules: Centralized Availability ManagementDefine working hours once as a reusable Schedule and apply them across multiple calendars.
- Bulk Editing Team AvailabilityUpdate several team members' hours at once instead of editing each person individually.
- Pre- and Post-Appointment BuffersAdd padding before or after appointments so back-to-back bookings don't leave you scrambling.
- Look Busy SettingHide a percentage of open slots from the public widget so your calendar looks more in demand.
- Multiple Meeting LocationsOffer in-person, phone, and video options on one calendar and let the booker choose.
- Cancellation and Reschedule PolicyControl how long customers can cancel or reschedule their own appointment after booking.
- Consent Checkbox on Booking FormsCapture explicit messaging consent — with text and IP address — right on the booking form.
- Setting Up Recurring AppointmentsBook a whole series of repeating appointments at once instead of creating each one by hand.
- Google Organic BookingLet customers book straight from your Google Business Profile in Search and Maps.
Scheduling and Managing Appointments
- Manually Booking an AppointmentCreate an appointment on a customer's behalf directly from the backend — from a contact record, conversation, or the calendar grid.
- Rescheduling and Canceling AppointmentsMove or cancel an appointment from the backend without forcing the customer to rebook, while keeping your reporting intact.
- Appointment Statuses ExplainedConfirmed, Showed, No-Show, Cancelled, and Invalid — what each status means and why keeping them accurate matters.
- Bulk Actions on AppointmentsUse the appointment list view to update statuses, reschedule, or delete many appointments at once instead of one at a time.
- Viewing Appointments Across Calendars in One PlaceSee appointments from every calendar in a single unified table, filterable by staff, date, status, and more.
- Appointment Notes and HistoryAttach notes to an appointment and have them sync automatically to the contact record, opportunity, and conversation history.
- Viewing Form and Survey Submissions on AppointmentsSee intake form and survey answers right alongside the appointment, with no cross-referencing required.
- Automating Bookings with WorkflowsUse the Book Appointment workflow action to schedule appointments automatically as part of a larger process.
- Recurring AppointmentsBook a repeating series in a single booking and manage individual occurrences or the whole series at once.
Notifications
- Booking Confirmation NotificationsSend an automatic confirmation the moment a booking is created, with separate unconfirmed and confirmed stages.
- Reminder Notification Timing and ChannelsStack reminders at different intervals and choose email, SMS, WhatsApp, or in-app alerts per calendar.
- Cancellation and Reschedule NotificationsAutomatically notify the right people whenever an appointment is cancelled, marked no-show, or moved.
- Staff Notifications for BookingsRoute booking, reschedule, and cancellation alerts to assigned staff separately from customer messages.
- Customizing Notification Templates for CalendarsEdit the wording, layout, and merge fields for every calendar notification, separately for customers and staff.
- No-Show and Follow-Up NotificationsSend automated follow-ups after an appointment to re-engage no-shows or thank customers who attended.
- Notification Recipients and Opt-OutsChoose exactly who receives each calendar notification — contact, guests, assigned staff, or extra addresses.
Payments in Calendars
- Collecting Payment at BookingRequire payment as part of the booking flow so customers can't complete a booking without paying first.
- Collecting a Deposit Instead of Full PaymentCollect a partial deposit to secure the booking, with the remainder handled afterward.
- Refunding a Calendar PaymentIssue full or partial refunds from Payments > Transactions or your processor, separate from cancelling the appointment.
- Payments Tab and Transaction HistorySee the full financial picture of a booking — charges, balances, and every transaction — without leaving the appointment.
- Coupon Codes at BookingAttach coupon codes to calendars so customers can apply a discount right at the moment they book and pay.
- Buy Now, Pay Later at BookingLet customers split the cost of a booking into installments through a third-party financing provider.
- PayPal as a Booking Payment OptionOffer PayPal as a payment method at checkout so customers can pay through an account they already trust.
Calendar Groups
- What Is a Calendar Group?Bundle multiple individual calendars behind a single booking link so customers pick who or what they want to book.
- Creating a Calendar GroupSet up a calendar group in a few minutes once the underlying calendars you want to combine already exist.
- Adding Calendars to a GroupAdd or remove calendars from a group any time your team or service list changes.
- How Customers See Grouped CalendarsThe booking flow customers experience when they open a group's link and pick a calendar to book with.
- Deactivating a Calendar GroupTake a group's booking link offline without destroying its configuration, and reactivate it later if needed.
Services (Advanced Booking)
- Bundling Multiple Services Into One BookingLet customers combine several services into a single booking with combined duration and pricing.
- Offering Add-Ons and Upsells at Booking TimePresent optional extras with their own price and duration directly on the booking page.
- Setting Up Service Pricing Tiers and PackagesOffer basic, standard, and premium versions of the same service without cluttering your menu.
- Organizing Services Into Categories and MenusGroup related services into a scannable menu structure so customers find what they need faster.
- Matching Staff Skills to the Right ServicesRestrict each service to the team members actually qualified to deliver it.
- Overriding Service Duration for Specific SituationsAdjust appointment length per staff member or location without creating duplicate services.
- Setting Cancellation Policies for Individual ServicesSet stricter or looser notice windows and fees per service instead of one blanket rule.
- Adding Intake Forms to Individual ServicesAsk customers only the questions relevant to the specific service they're booking.
- Reviewing Service Performance and Booking AnalyticsSee which services drive bookings and revenue — and which are quietly sitting idle.
Rentals
- What Is a Rental Calendar and When Should You Use OneBook physical units — rooms, equipment, vehicles, venues — instead of a person's time.
- Creating Rental Listings and UnitsDefine the individual units and quantity that show up on your rental booking page.
- Setting Nightly, Hourly, and Daily Pricing for RentalsPrice each listing by the unit of time that matches how customers actually use it.
- Setting Minimum Stay and Turnaround BuffersKeep rental calendars realistic with minimum stay lengths and automatic turnaround gaps.
- Collecting Security Deposits on RentalsCover damage and late-return risk with upfront deposits or a card kept on file.
- Displaying the Rental Booking WidgetEmbed your rental listings on your site or share them as a direct booking link.
- Managing Rental Bookings and Blocking AvailabilityWork the rental calendar view, create manual bookings, and block time for maintenance.
- Setting Rental Cancellation and Refund PoliciesDefine notice windows, refund percentages, and how deposits factor into cancellations.
- Adding Rental Add-Ons Like Cleaning and Late CheckoutUpsell extras per booking without creating a whole new listing for each option.
- Reporting on Rental PerformanceTrack occupancy, revenue per listing, cancellations, and average booking length.
Calendar Integrations
- Connecting Google Calendar for Two-Way SyncKeep your booking calendar and personal Google Calendar in sync in both directions.
- Connecting Outlook and Office 365 CalendarsConnect Outlook or Office 365 for the same two-way sync behavior as Google.
- Connecting iCloud CalendarConnect your iCloud calendar using an app-specific password from your Apple ID.
- Auto-Generating Zoom Meeting Links for AppointmentsConnect Zoom so every new booking automatically gets its own unique meeting link.
- Auto-Generating Google Meet Links for AppointmentsUse your existing Google connection to auto-generate Meet links for every booking.
- Troubleshooting a Broken External Calendar SyncA structured way to find out why a working calendar connection stopped working.
- Choosing and Switching Between Conferencing IntegrationsZoom, Google Meet, or both — how to pick and how to switch without breaking bookings.
Troubleshooting
- Preventing and Fixing Double-Booked AppointmentsDouble bookings almost always trace to one specific availability gap — find it and close it.
- Fixing Appointments Showing in the Wrong TimezoneTimezone bugs are usually two or three settings that are each correct but don't agree.
- Fixing a Booking Widget That Won't Load or Shows BlankA blank widget silently turns away every visitor — work through the common causes.
- What to Do When External Calendar Sync Suddenly StopsSudden sync failures usually trace to something on the provider's side, not yours.
- Fixing Missing or Duplicate Appointment NotificationsMessages not going out and messages going out twice have very different causes.
- Fixing Availability That Looks Wrong Despite Correct SettingsThe setting causing the problem usually isn't the one you're looking at.
- Fixing a Booking Link That Shows No Available SlotsWalk through each availability layer — 'no slots' rarely means the calendar is broken.
- Fixing a Calendar That Won't Show on Your Website or FunnelWhen the widget is simply not there, the cause is usually how it was placed.
- General Steps for Diagnosing Calendar IssuesMost calendar problems trace back to a small handful of root causes — check them in order.
FAQ
- Calendar Limits and What Happens When You Delete OneHow many calendars you can create, and what happens to existing bookings when one is deleted.
- Can Customers Book Without Creating an Account?Yes — booking is account-free by default. Here's what happens behind the scenes.
- Is There a Mobile App for Managing Bookings?View and manage bookings from the companion mobile app — here's what it can and can't do.
- What's the Difference Between Blocking Time and Deleting Availability?Both stop bookings on a slot, but one is a temporary hold and the other is structural.
- How Do Timezones Get Determined for the Customer?Booking pages use the customer's browser timezone — here's where that can go wrong.