Calendars and Bookings Final QA Checklist

    CategoryCalendars and Bookings
    Article typeDocumentation
    Estimated reading time 7 min read
    Last reviewedRecently reviewed
    Applies toGEVADE CRM accounts where the feature is enabled
    Access requiredAccess may depend on your user permissions
    Plan/configuration noteFeature availability may depend on your selected plan and account configuration

    Summary

    Use this checklist to review your calendar and booking setup before going live. It covers calendar configuration, availability settings, notification flows, timezone verification, booking form review, and booking link testing.

    Who this article is for

    This article is for business owners, administrators, and operations managers who want to verify their calendar and booking setup is complete and functional before going live.

    Overview

    Before directing customers to your booking links or relying on your calendar for live appointments, it is important to complete a thorough QA review. This checklist covers the key areas of your calendar and booking setup, including configuration, availability, notifications, timezone, and end-to-end booking flow testing. Booking behaviour may vary depending on your account configuration and connected integrations. Use this checklist as an operational review guide, not as a guarantee of system behaviour.

    Before you begin

    • Business profile timezone is set correctly.
    • Calendar name and description are clear and professional.
    • Appointment duration is set correctly for the service offered.
    • Working days and hours are configured and reflect actual availability.
    • Buffer time between appointments is configured where relevant.
    • Minimum booking notice period is set correctly.
    • Maximum advance booking window is configured where relevant.
    • All team members are added to the calendar with correct availability settings, for team or round-robin calendars.
    • Conflict checking with external calendars is enabled and tested, where applicable.
    • The intake form is configured with all required fields.
    • Booking confirmation notifications are configured and tested.
    • Internal notifications are configured so team members are alerted of new bookings.
    • Reminder messages are configured and tested, either via calendar settings or workflow automation.
    • Cancellation and rescheduling notifications are configured where relevant.
    • Self-service rescheduling and cancellation links are configured where enabled.
    • Booking link is tested end-to-end with a real test booking.
    • Confirmation message is received by the test contact.
    • Appointment appears correctly in the GEVADE CRM calendar.
    • Appointment appears correctly in the connected external calendar where applicable.
    • Reminder timing is tested and confirmed accurate.
    • Timezone display on the booking page matches expectations.
    • Mobile booking experience is tested and functions correctly.

    Step 1: Verify business profile and timezone

    Confirm your business profile timezone is correct. Incorrect timezone settings are the most common cause of scheduling errors. Navigate to Settings and review your Business Profile to verify the timezone before completing any other checks.

    Step 2: Review calendar configuration

    Open each active calendar in Calendar Settings. Confirm the calendar type, name, appointment duration, and form are all set correctly. Verify that the calendar is active and accepting bookings.

    Step 3: Verify availability and buffer settings

    Check that working hours are enabled for the correct days and that buffer times are configured appropriately. Test the booking page to confirm slots appear within expected hours and that buffer gaps are visible between appointment slots.

    Step 4: Test confirmation and reminder notifications

    Make a test booking using a test contact with a real email address and phone number where possible. Confirm that the booking confirmation is received. If reminders are configured, verify that they are triggered at the correct time interval. If using workflow-based reminders, confirm the workflow is published.

    Step 5: Test the full booking flow end-to-end

    Complete a full booking test from the customer's perspective. Use the booking link, complete the intake form, and submit a booking. Verify the appointment is created in GEVADE CRM, the confirmation is received, and the slot is no longer available for the same time period.

    Step 6: Verify mobile booking experience

    Open the booking link on a mobile device or use your browser's mobile preview mode. Verify the booking page is readable, form fields are usable, and the booking can be completed without issues on a small screen.

    Step 7: Review external calendar integration

    If you have connected an external Google or Outlook calendar, verify that test bookings appear in that calendar. Confirm conflict checking is enabled and that existing events in your external calendar are correctly blocking the corresponding GEVADE CRM booking slots.

    Configuration note

    This checklist is an operational review guide. Completing this checklist does not guarantee system behaviour or message delivery. Calendar and booking features, availability, and notification delivery may vary depending on your account configuration, connected external calendars, channel setup, customer opt-out status, and account settings. Contact support if any step in this checklist reveals unexpected behaviour.

    Important clarification

    A common issue is completing the checklist steps without actually testing end-to-end with a real booking. Reading through settings is not the same as testing the complete flow. Always make at least one test booking and verify every expected touchpoint, including the confirmation, internal notification, calendar appearance, and any reminder messages.

    Resolution guidance

    No slots are appearing on the booking page

    Review your working hours, minimum booking notice, and advance booking window settings. Check for external calendar conflicts that may be blocking all visible slots. Results may depend on your setup, permissions, and active configuration.

    Confirmations or reminders did not send during testing

    Check your notification settings and verify that your email sending domain and phone number are correctly configured. If using workflow-based reminders, confirm the workflow is published and the trigger is active. Contact support if delivery issues persist.

    The booking page does not look correct on mobile

    Review the form fields and page layout in your calendar or website settings. If the booking page is embedded in a website page, verify the embedded booking widget is responsive and displays correctly on small screens.

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