How to use the booking calendar feature
How to use the booking calendar feature
In this article, you will learn how to use the booking calendar feature.
With this feature, you can schedule and manage appointments directly from your systeme.io account, without relying on external platforms like Calendly or YouCanBook.me. It simplifies your scheduling process and helps keep all your business activities in one place.
Accessing the Calendar Menu
You can access the Calendar section from the CRM menu.
Within the calendar section, you'll find three main tabs:
Events
Bookings
Availability
Events
This tab displays all the events you've created. You can view them and create new ones.
Example events: "Free Consultation" or "Technical Session."
How to create an event
To create an event, click Create new event in the Events tab.
A popup window will appear asking you to choose the event type:
Individual event: Each time slot can be booked by a single person. Perfect for 1-on-1 coaching, consultations, and discovery calls.
Group event: Multiple people can book the same time slot. Perfect for live webinars, group workshops, and online classes.
Select the option that fits your needs and click Confirm to proceed.
After confirming your choice, you'll be redirected to the event settings page, where you can configure the details of your event:
Event name
Host name
Event duration
Host photo (by default, your profile picture is used, but it can be customized)
Location settings:
You can choose between three location types:
Online meeting
Phone
In person
Online meeting: Choose a supported integration (currently Zoom or Google Meet) or enter a custom meeting link.
Notes:
If using Zoom or Google Meet, make sure the integration is configured beforehand.
When creating a group event, you'll be asked to define the maximum number of participants. This number should not exceed the limit supported by the external tool you'll use for the meeting.
Phone: Enter your phone number. The meeting will take place via phone.
In person: Enter a physical address and phone number.
Note: You can offer multiple location options for a single event (e.g., call and in-person). The attendee can choose their preferred method.
Event description: Add a short description of the event. It will be displayed on your booking page.
Google Calendar:
Add this event to Google Calendar: Enable this option to automatically add booked appointments to your Google Calendar.
Select calendar: Choose which specific Google Calendar you want bookings to be saved to. This allows you to organize your events across different calendars instead of using only your default calendar. Simply select your preferred calendar from the dropdown menu.
Note: Make sure the integration is configured beforehand. If multiple Google accounts are connected, you'll be able to choose which calendar to use.
Setting the availability of your events
In this section, you can configure the availability for a specific event.
Date Range Options — Invitees can book:
Indefinitely into the future: Allows invitees to book your event at any time in the future without a specific end date. Ideal for ongoing events that don't require repeated date range updates.
Days into the future: Set a specific number of days ahead that invitees can book (e.g., 30, 60, or 90 days from today).
Within a date range: Manually select a start and end date for when your event is available.
Minimum Notice Period — Set how far in advance invitees must book. For example, "2 hours" requires bookings at least 2 hours before the meeting starts.
Cancellation Deadline — Set how close to the meeting start time invitees can cancel. "0 hours" allows cancellations until the meeting starts, while "24 hours" prevents last-minute cancellations.
Available Hours — You can manually set availability or use your global availability settings by toggling the Use global availability option.
Note: Global availability is explained in the final section of this article.
Advanced settings on the event creation page
Additional customization options include:
Start time increments: Set how often time slots appear (e.g., every 15 minutes).
Daily limit: Maximum number of bookings per day.
Buffer time: Time added before or after each booking to avoid back-to-back appointments.
Time zone display: Choose whether the appointment time is shown in the host's or the guest's time zone.
Note: When a guest schedules an appointment, they receive a confirmation email with all the details and a cancellation link. The calendar owner is also notified by email.
Bookings
This tab allows you to manage all appointments booked through your calendars.
Main features:
View all your bookings.
Cancel a booking by clicking Cancel booking, then click Confirm to validate the cancellation.
Reschedule a meeting by clicking Reschedule booking, then select your desired date and time and click Apply to confirm.
View booking details by clicking Booking details. A popup will appear showing all the details of your booking. You can also cancel or reschedule from this popup.
Note: When an appointment is canceled or rescheduled, both the guest and calendar owner receive an email notification.
Availability
In this tab, you can configure your global availability for all events.
Weekly availability: Set default time slots for each day of the week. You can also define multiple time slots on the same day if needed.
Date-Specific Availability: Use this feature to add specific dates when you're available, overriding your regular weekly schedule. This is useful for adding extra availability on days you're normally unavailable or for special one-time slots. Click + Add a new date under "Date-specific availability" to select specific dates and times when you want to be available for bookings.
Time-Off: Use this feature to block out specific dates when you're unavailable, even if your weekly availability shows you as free. This is helpful for vacations, holidays, or personal commitments. Click + Add a new date to select dates you want to mark as unavailable for bookings.
