How to Choose Your First Calendar

    CategoryGetting Started
    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

    Select a calendar type based on your business need: use an Unassigned calendar for general bookings, a Round Robin for team distribution, or a Class calendar for group events. Start with a simple consultation calendar.

    Who this article is for

    This article is for business owners, service providers, and administrators setting up booking flows.

    Overview

    Scheduling is a fundamental component of almost every business, and GEVADE CRM provides a powerful, integrated calendar system to handle it, depending on your account configuration. Whether you are booking one-on-one sales consultations, distributing leads among a team of agents, or scheduling group webinars, choosing the right calendar type is essential. Setting up your first calendar correctly ensures that you don't double-book your staff, that timezone conversions are handled automatically, and that your automated appointment reminders fire reliably. This guide will explain the different types of calendars available in GEVADE CRM and help you select and configure the best option for your initial setup.

    Before you begin

    • Determine if the appointments will be handled by one specific person or distributed among a team.
    • Decide if the event is one-on-one or a group session (many attendees to one host).
    • Define your available working hours and meeting durations.
    • Ensure your primary timezone is set correctly in your Business Profile.

    Step 1: Understand the Calendar Types

    GEVADE CRM offers several calendar types. 'Unassigned' calendars are perfect for individual users or specific resources. 'Round Robin' calendars automatically distribute incoming bookings among multiple team members based on availability or priority. 'Class Booking' calendars allow multiple clients to book the same time slot, ideal for webinars or fitness classes.

    Step 2: Select Your First Use Case

    For your very first calendar, we recommend starting with a simple 'Discovery Call' or 'Initial Consultation' calendar assigned to a single user. This allows you to learn the configuration settings, test the booking flow, and verify the automated reminders without the complexity of team routing.

    Step 3: Configure Availability and Buffers

    When building the calendar, carefully define your availability. Set your working hours, the duration of the meeting (e.g., 30 minutes), and crucially, the buffer times. Buffer times ensure you have a gap between meetings (e.g., 15 minutes) to prepare or take notes, preventing back-to-back burnout.

    Step 4: Sync with External Calendars

    To prevent double-booking, ensure the user assigned to the calendar has synced their external Google Calendar, Outlook, or iCloud calendar via their profile settings. GEVADE CRM will read their external calendar and block out times where they are already busy.

    Configuration note

    Always test your calendar thoroughly by booking a fake appointment yourself before embedding the calendar on your live website or sending the link to clients. Test this before going live.

    Important clarification

    Failing to set up 'Minimum Scheduling Notice'. Without this, a client could book an appointment for 5 minutes from now, catching you completely off guard. Set a minimum notice of at least 2 to 4 hours.

    Resolution guidance

    Why does my calendar show no available slots?

    This is usually caused by a conflict with a synced external calendar (e.g., an all-day 'busy' event on Google Calendar), or your availability hours in the CRM are configured incorrectly.

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