Create a calendar
Set up a new calendar step by step — details, team, availability, form, notifications and confirmation page.
3 min read
Before patients can book online, you need a calendar. In this article we build the calendar clinics use most for ad leads — a free video pre-consultation — from start to finish.
Before you start
- You need Admin permissions to create calendars.
- The team members you'll assign must already be users in the panel. See Add team members.
- Decide which calendar type you need. See Calendar types.
1. Create the calendar
- Open Settings → Calendars.
- Click Create Calendar in the top right.
- Choose the calendar type. In this example, Round Robin.
2. Calendar details and team
- In the Calendar Details step, enter the calendar's name, description and meeting location. Choose a video link (e.g. Google Meet or Zoom) for online consultations, or the clinic address for in-clinic visits.
- In Team members, add the team members for this calendar. Choose the duration (e.g. 20 min) and the calendar colour.
Tip
Name the calendar the way the patient will see it, like "Free Video Consultation". An internal code ("VC-DE-01") doesn't inspire confidence.
3. Availability
Go to the Availability step in the left menu and set working hours, slot interval, buffers and how far ahead patients can book. For details, see Availability settings.
4. Form and confirmation page
- Go to the Forms & Payment step in the left menu.
- Choose the form the patient fills in when booking. The default form asks for name, phone and email; choose a custom form for extra questions such as treatment of interest, country and WhatsApp number.
- Set the confirmation page: show a thank-you message, or redirect the patient to a page on your website.
Note
Taking payment at booking depends on your plan. If you need it, message our support team.
5. Notifications and saving
- In the Notifications & Additional Options step, set up the confirmation and reminder messages sent to the patient and your team. See Reminders and notifications.
- Click Save in the top right.
Once saved, the calendar appears in the Settings → Calendars list and its booking link is ready to use. See Booking link.
Pre-launch checklist
- Did you open the booking link in a private window and make a test booking yourself?
- Did the test appointment land with the right team member in Calendars?
- Did the confirmation (email/WhatsApp) arrive, with the time in the right time zone?
- Did you cancel the test appointment and clean up the test contact?
Heads up
Use your own phone number for testing, and when you're done delete only that contact. An unfiltered bulk delete can remove real patient records too.
Troubleshooting
No free times show on the booking page. Team members' working hours may not be set, the minimum scheduling notice may be too long, or a connected Google calendar may be showing the whole day as busy. See Availability settings.
There's no Create Calendar button. Your role doesn't have access to calendar settings. Talk to your account admin.
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Didn't solve your problem?
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