Organize Calendars by Staff, Service and Location
Choose a useful calendar structure, set hours and capacity for each resource, distinguish custom links and guide assistants to the right service.
Organize calendars around what your team can actually deliver. Decide which staff or resources can accept bookings independently, which services share those resources and which business location owns each calendar. A clear structure makes availability, booking links and assistant choices easier to verify.
Choose between a separate calendar and another link
- Separate calendar: useful when a person, team or resource has independent working hours, capacity or existing commitments.
- Custom link on one calendar: useful when the same resource offers several services with different names, appointment lengths or narrower hours.
- Office location: confirm the location selector before creating or editing calendars. A name containing another branch's address does not move the calendar to that location.
For example, two professionals with separate schedules can use separate calendars. One professional offering a first visit and a follow-up can use two custom links on the same calendar. Review both links together because they use the same calendar and its available capacity.
Configure each calendar deliberately
- Open Settings → Calendars Config → New Calendar, or open an existing calendar's settings.
- In General, enter a recognizable Calendar Name. Choose a color that helps your team distinguish it in Calendar.
- Set Company Name if used by notification tags. Review the public-facing name separately in Booking page look.
- Choose Default Slot Duration and Slots Per Booking.
- Select Default SMS Phone Number when appointment notifications should use this calendar, then click Save General Settings.
- Reopen and check the saved values before configuring the other tabs.
Slot duration is time; Slots Per Booking is how many appointments may share the same time. An example of 30 minutes and capacity 2 allows two simultaneous bookings; it does not make a one-hour visit. Set capacity to what your team can handle. These example values are not a plan recommendation or an account limit.
Build a real working week
In Availability, add active ranges for the days that accept bookings. For a lunch break, use a morning and afternoon range with a gap. Check that another active range does not cover the break. Use each range's duration and capacity overrides only when that shift should differ from General.
Copy day can speed up similar days, but replaces schedules on the selected destination days. Review them before copying. Use Blocked Dates for specific closures and inspect any dates added by holiday shortcuts. Handle appointments already booked on a closed date separately; closing new availability does not establish that existing visits were cancelled.
Create service-specific booking links
In Booking Pages, the shared calendar link follows Availability. Custom links can have their own public name, appointment length and hours inside the calendar's availability. For example, a first-visit link can offer a longer appointment and a morning range, while follow-ups use another duration and afternoon range.
Custom links can narrow availability; they cannot open a time the calendar closes. Leaving every day off makes the link inherit the calendar's hours. Review minimum notice, maximum days in advance, buffers and Max bookings / day for each link. A daily limit on one link is not a complete staffing limit across your business.
Several links do not create another professional or room. Likewise, do not assume two separate calendars automatically share a limit because the same person works on both. Verify the combined booking flow and prevent overlapping commitments in the chosen setup.
Make the assistant choose the correct service
Use Appointment agents to explain What is booked here and In your own words. Distinguish first visits, follow-ups or other services clearly. Office states that leaving the service list empty offers the calendar for everything, which may make several calendars overlap in purpose.
Set the approved spoken name, aliases and naming policy. The aliases help understand the customer's request and are labeled as never spoken. In the conversational agent itself, select the calendars it may use and the booking actions it needs. Calendar descriptions alone do not enable an assistant channel.
Test a request for each service, a request for a specific professional and a request using an alias. Check that the selected calendar and any promised person match what the business can provide. See booking with conversational agents.
Check connections, reminders and the team's daily view
- Review Connections for each calendar. Google and GoHighLevel have separate setup requirements. Verify actual imported or linked appointments; authorization alone is not proof of a completed sync.
- Review each calendar's SMS number and the template applied to its bookings. If using an Appointment Checker, coordinate its follow-up with existing reminders.
- Use Appointments to search bookings in the selected location and Calendar / Appointment Book to review the day's selected calendars.
- Test the exact customer links on a normal day, a break and a blocked date. Check existing appointments and the combined capacity before publishing the links.
When staff or services change, review hours, future visits, links, public names, assistant descriptions and notifications together. Record who handles any customer follow-up so a configuration change does not leave an appointment unattended.