How to Set Up a Booking Calendar

    CategoryCalendars and Bookings
    Article typeDocumentation
    Estimated reading time 8 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

    Setting up a booking calendar involves creating a calendar in Settings, configuring your availability, and embedding the calendar link on your website or funnels.

    Who this article is for

    This article is for business owners and administrators setting up scheduling for themselves or their teams.

    Overview

    GEVADE CRM's integrated calendar system eliminates the need for third-party scheduling tools. By hosting your calendars directly within the CRM, you can ensure that every appointment is automatically logged against the contact's record, triggering immediate follow-up automations. Whether you need a simple one-on-one consultation calendar or a complex round-robin system for a large sales team, GEVADE CRM provides the flexibility to meet your needs, depending on your account configuration. This guide walks you through the foundational steps of creating your first calendar, defining your working hours, and ensuring your availability is synced correctly with your external tools.

    Before you begin

    • Decide on the type of calendar (Unassigned, Round Robin, or Class).
    • Ensure your primary timezone is set correctly in your Business Profile.
    • Sync your external Google or Outlook calendar to prevent double-booking.
    • Prepare your intake form to gather lead information during booking.

    Step 1: Create the Calendar

    Navigate to Calendars > Calendar Settings and click 'Create Calendar'. Choose the type that fits your needs. For most individual users, a 'Simple' or 'Unassigned' calendar is the best place to start.

    Step 2: Define Availability and Buffers

    In the 'Availability' tab, set your working days and hours. Add 'Buffer' time between appointments (e.g., 15 minutes) to give yourself time to prepare. Set a 'Minimum Scheduling Notice' to prevent last-minute surprise bookings.

    Step 3: Link an Intake Form

    In the 'Form' tab, select the form you want leads to fill out when booking. This ensures you have all the necessary information (Name, Email, Phone, and any custom questions) before the meeting starts.

    Step 4: Configure Confirmations and Reminders

    Decide if the system should automatically confirm appointments or if you want to review them first. While you can set basic notifications here, we highly recommend using a Workflow for more robust and personalized reminder sequences, where available in your account. Test your booking flow before going live.

    Configuration note

    The timezone of your calendar is inherited from your Business Profile settings. If your appointments seem to be at the wrong time, check your profile timezone immediately.

    Important clarification

    Forgetting to enable 'Check for Conflicts' with your synced external calendar. Without this, the CRM might allow bookings during times you have marked as 'Busy' on your personal calendar.

    Resolution guidance

    Why can't my clients see any available slots?

    This is usually caused by an all-day 'Busy' event on your synced external calendar, or because your availability hours in the CRM don't overlap with your calendar's 'Open' slots. Results may depend on your setup, permissions, data quality, and active configuration.

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