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Managing time and appointments efficiently can greatly influence your success, be it personal or professional. With Clixlo 's advanced calendar features, you are empowered with versatile tools to set up, customize, and handle your schedules. This guide covers every facet of calendar management, ensuring you won't miss a beat.
Calendar Varieties in Clixlo :
Simple (Unassigned/Event Calendar): Ideal for general events that don't require specific assignees.
Round Robin (Group Calendar): Distributes appointments evenly among team members, ensuring a balanced workload and availability.
Class Booking: Tailored for single-session classes, workshops, or seminars.
Collective Booking: Events where the presence of multiple team members is mandatory.
The Blueprint of Setting Up Your Calendar:
Getting Started:
Navigate to Calendars in the Settings menu.
Click on Create Calendar.
Specify your desired calendar type.
Designing Your Calendar:
Logo: Enhance brand visibility by uploading an appropriate logo.
Name: Provide a suitable name.
Description: Give a concise overview.
URL: Customize your calendar link for easy sharing.
Appointment Title: Set a meaningful title. Utilize {{contact.name}} for personalized touches.
Event Color: Designate a color for quick identification.
Configuring Availability:
Choose between Custom or Standard settings.
Duration & Interval: Set the time frame for meetings and the frequency of their occurrence.
Buffer Time: Allow a cool-down period between appointments.
Max Bookings: Define daily appointment limits.
Scheduling Protocols: Dictate prior notice and lead time requirements.
Office Hours: Define your general availability or specify it for unique dates.
Recurring Appointments: Choose the rhythm of repeated sessions.
Availability Type Selection
Standard Availability: Ideal for routine appointments with fixed hours.
Custom Availability: Perfect for unique timeframes, such as webinars or one-off events.
Delving into Availability Settings
Meeting Duration: Designate the length of your appointments (e.g., 30 minutes, 1 hour).
Meeting Interval: Specify how often appointments can be scheduled.
Buffer Time: Input a downtime period between bookings. For instance, with a 15-minute buffer after a 30-minute appointment booked from 10:00am-10:30am, the subsequent appointment can be scheduled at 10:45am.
Max Bookings Per Slot: Define the upper limit of appointments for each time slot. In cases where the set threshold is exceeded, the system either moves on to the next user in the round-robin or marks the slot as unavailable.
Max Bookings Per Day: Set a ceiling for the total number of appointments on this calendar daily.
Scheduling Notice & Date Range Configuration
Minimum Scheduling Notice: Choose the lead time required before an appointment.
Date Range: Define how far ahead appointments can be scheduled.
Handling Recurring Appointments
Toggle to enable or disable regular meetings. Define the frequency, count, and measures to undertake when slots are unavailable.
Office Hours Configuration
For Standard Availability:
Select Days: Blue signifies selected days with checkmarks, while Gray indicates unselected ones.
Adding Extra Hours: Click on "+ Hours" to append more hours on specific days.
Applying Hours: Use "Apply All" to replicate the hours across all selected days.
Recurring appointments can also be fine-tuned in this section.
For Custom Availability:
Determine distinct dates and times apt for special events or one-time sessions.
Click "Save & Continue" once you've tailored your settings.
Important Tip:
When your personal timezone differs from the company's, particularly for event calendars, ensure your availability mirrors your timezone rather than the company's. For instance, if you're active from 8am-5pm PST and the company operates in EST, adjust your availability to 11pm-8pm EST for accurate reflections.
Forms, Payments, and Guest Inclusions:
Use a default or curated form for the booking widget.
Remember Contact Info: Enable the system to recall previous attendees with the Pre-populate fields(sticky contacts) toggle.
Add Guests: Allow main participants to bring in additional guests, streamlining group schedules.
Billing Integration: If charging, integrate with reliable payment gateways like Stripe.
Form Customization and Tracking
Select Form: Opt for a tailored form for your booking widget, offering a departure from the standard fields like first name, last name, email, and phone.
Remember Contact Info (Sticky Contacts): Enhance the user experience by recalling the details entered by repeat visitors.
Form Submission Actions:
Redirect URL: Elevate your funnel strategy. Upon booking, direct users either to a custom message on the current page (Default) or a specialized page of your choosing (Redirect).
Custom Thank You Message: Personalize post-submission acknowledgments by typing a unique message differing from the default.
Pixel ID Tracking: Seamlessly incorporate scheduling into your analytic journey.
Auto-confirm New Meetings: Activate this feature to instantly confirm new appointments on available calendar slots, ensuring users receive immediate booking confirmations.
Guest and Group Management
Add Guests: Empower primary attendees by permitting them to introduce multiple participants, simplifying group scheduling dynamics.
Integrated Payment Solutions
Stripe Payment Gateway: Seamlessly bill for appointments by integrating with Stripe. Key configurations include setting the amount, deciding the currency, selecting between Test/Live environments, and customizing charge descriptions.
Custom Notifications & Management
Notification Types:
Determine your desired acknowledgment, be it a simple appointment confirmation or an update.
Decide who gets notified: the contact, an assigned user (especially for round-robin calendars), or specific emails.
Google Calendar Integration
Permit Google Calendar to send appointment invitations or update emails to attendees.
Assign contacts to their respective calendar team members upon appointment booking.
Connection to Other Calendars
Link your Clixlo calendar to an existing one or navigate to set this up as per your needs.
Please Note: The menu shown in this screenshot is only for simple calendars
Widget Customization & Appearance
Style Selection: Opt between the contemporary Neo or the classic design for your widget.
Booking Features:
Allow staff selection during bookings, letting contacts choose which user or staff member they'd like to schedule with.
Facilitate flexibility with options for clients to both reschedule or cancel.
Include additional notes that provide links to reschedule, cancel, and any other relevant information.
Management & Oversight
Viewing & Editing Your Calendar:
Access all saved calendars in your account settings.
Utilize the '...' option to: duplicate, retrieve the embed code, share scheduling or permanent links, edit calendar settings, activate/deactivate, or even delete from your account. You can also move calendars to specific groups if needed.
Appointment Management:
Head over to Calendars > Appointments to sift through appointments based on the Calendar, Status, and Date.
Make the most of manual appointment booking when required.
Spotlight on the "Add Guest" Functionality
One of Clixlo 's distinguishing features, the "Add Guest" function, ensures users can effortlessly invite additional participants
Activation:
When setting up or modifying your calendar, navigate to the 'Forms & Payment' section.
Spot and activate the 'Add Guests' feature.
Configurations:
Define the maximum number of guests a user can bring in.
Ensure guests, similar to primary participants, receive adequate notifications about the event.
Conclusion:
With the right tools and insights, calendar management can be more than just a routine task; it can be transformative. Let Clixlo 's features guide you through effortless scheduling, ensuring you remain at the forefront of every appointment, class, or meeting. Upgrade your calendar management experience with these comprehensive steps, and watch productivity soar!
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