Linking Services to Calendars
When you have multiple calendars (Pro and Premium plans), you can control which services are available on which calendars. This helps organize different types of appointments.
Why Link Services to Calendars?
Use Cases
Different Locations
- “Office Sessions” calendar → In-person services only
- “Online Sessions” calendar → Virtual services only
Different Specialists
- “Dr. Smith” calendar → Dr. Smith’s services
- “Dr. Johnson” calendar → Dr. Johnson’s services
Different Service Categories
- “Individual” calendar → One-on-one sessions
- “Group” calendar → Group workshops
Time-Based Organization
- “Morning Clinic” calendar → Morning appointments
- “Evening Clinic” calendar → Evening appointments
Default Behavior
When you create a service:
- It’s linked to all calendars by default
- Available on all calendars for booking
- Appears in booking page calendar selection
Linking Services to Specific Calendars
From the Service
- Go to Services
- Edit the service
- Find Calendars or Available On section
- Select which calendars offer this service
- Save
From the Calendar
- Go to Calendars
- Edit a calendar
- Find Services or Linked Services section
- Select which services are offered
- Save
How Linking Affects Booking
Manual Booking (Your Calendar)
When creating a session:
- You select a service
- Calendar dropdown shows only calendars linked to that service
- Choose the appropriate calendar
Online Booking (Clients)
When a client books:
- They select a service
- Specialist/calendar step shows only calendars offering that service
- If only one calendar, step may be skipped
- Available times come from the selected calendar
Services linked to no calendars won’t appear in online booking. Link to at least one calendar for public services.
Examples
Example 1: Location-Based
You have two locations:
| Calendar | Services |
|---|---|
| Downtown Office | All in-person services |
| Home Office | Virtual services only |
Configuration:
- “In-Person Consultation” → Downtown Office only
- “Online Coaching” → Home Office only
- “Phone Check-in” → Both calendars
Example 2: Specialist-Based
You have two specialists:
| Calendar | Services |
|---|---|
| Sarah’s Calendar | Coaching, Life Planning |
| Mike’s Calendar | Business Coaching |
Configuration:
- “Life Coaching Session” → Sarah’s Calendar
- “Business Strategy” → Mike’s Calendar
- “General Consultation” → Both calendars
Example 3: Session Type
Different calendars for different session formats:
| Calendar | Services |
|---|---|
| Individual | One-on-one sessions |
| Group | Workshops, group therapy |
Configuration:
- “Private Session” → Individual only
- “Group Workshop” → Group only
- “Q&A Session” → Both calendars
Managing Links
Adding a Link
- Edit service or calendar
- Check the box for the desired connection
- Save
Removing a Link
- Edit service or calendar
- Uncheck the box to remove connection
- Save
Removing a link doesn’t affect existing sessions—they remain on their calendar.
Bulk Linking
To link a service to multiple calendars at once:
- Edit the service
- Select all desired calendars
- Save
”Any Available” Booking Option
When a service is linked to multiple calendars:
- Clients see “Any Available” option
- System automatically finds the best slot
- Picks based on earliest availability
How “Any Available” Works
- Client selects service linked to 3 calendars
- Chooses “Any Available” specialist
- System checks all 3 calendars
- Shows combined availability
- Books on calendar with chosen slot
Free Plan Limitations
On the free plan:
- You have only 1 calendar
- All services are on that calendar
- No linking options needed
After upgrading to Pro or Premium:
- Multiple calendar linking becomes available
- Configure as needed
Troubleshooting
Service Not Showing in Booking
Check:
- Is the service marked as public?
- Is it linked to at least one calendar?
- Does the calendar have available hours?
Calendar Not Appearing for Service
Check:
- Is the service linked to that calendar?
- Are working hours configured on the calendar?
- Is the calendar itself active?
Wrong Calendar Selection
If clients are booking on unexpected calendars:
- Review service-calendar links
- Adjust which calendars offer the service
- Consider “Any Available” vs specific selection
Best Practices
Keep It Simple
- Don’t over-complicate linking
- Start with services on all calendars
- Add restrictions only when needed
Clear Naming
When using location or specialist calendars:
- Name calendars clearly
- Clients see calendar names in booking
- “Sarah - Life Coaching” vs “Calendar 2”
Regular Review
- Review links when adding services
- Update when business structure changes
- Remove old links when calendars change purpose
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