Unassigned Calendars: Overview and Use Cases

Unassigned calendars are designed for individual use, allowing for 1-on-1 appointments to be scheduled directly with a specific user. These calendars can be synced with a user’s Google Calendar or the company’s email account, enabling the CRM to automatically detect and display available time slots based on existing commitments.

Key Features:

• Syncs with the connected Google Calendar.
• Automatically updates available slots based on the synced calendar.
• Ideal for 1-on-1 appointment scheduling.

Practical Example:

• A sales representative uses an unassigned calendar to schedule sales calls with potential clients. The calendar is synced with their Google Calendar, ensuring that appointments are only booked during available times.

Assigned Calendars: Overview and Use Cases

Assigned calendars, on the other hand, are designed to facilitate the scheduling of appointments with multiple users. This feature is particularly useful for teams or departments where appointments can be assigned to any available member, often utilizing a round-robin assignment method. Assigned calendars include Round-Robin, Class Booking, Collective Booking and Service calendars.

Key Features:

• Allows multiple users to be part of the same calendar.
• Supports round-robin appointment assignments.
• Can be used to categorize appointments by type or purpose.
• Automatically syncs appointments to the assigned user’s calendar.

Creating a Calendar Group:

1. Navigate to the calendars settings and Create an assigned Calendar.

1. Enter a name and description for the group (e.g., “Roof Replacement Discussion”).

1. Add users to the calendar and set their priority for receiving appointments.

1. Configure additional settings as needed, similar to setting up an unassigned calendar.

Practical Example:

• A home services company creates a calendar for roof replacement consultations. Two staff members are added to the calendar, allowing appointments to be evenly distributed between them based on availability and priority.

Connecting Google Calendars

To ensure seamless scheduling and avoid conflicts, it’s crucial to connect users’ Google Calendars with the CRM. This allows the CRM to check for available slots in real-time, preventing double bookings and ensuring efficient appointment management.

• Benefits:Prevents scheduling conflicts by checking for existing commitments.Updates availability in real-time, ensuring accurate scheduling.
• Prevents scheduling conflicts by checking for existing commitments.
• Updates availability in real-time, ensuring accurate scheduling.

Troubleshooting Tips and FAQs

Q: What if an appointment is scheduled during an already booked time slot?

• A: Ensure that the user’s Google Calendar is correctly synced with the CRM. The CRM should automatically avoid scheduling conflicts by only displaying available slots.

Q: Can I change the priority of users within a calendar group?

• A: Yes, users’ priorities within a calendar group can be adjusted to control the order in which they receive appointments.