Service Calendars Setup

This guide walks you through enabling Service Calendars, creating individual service configurations with custom durations and pricing, and publishing a unified Service Menu for client booking.

Prerequisites

Before you begin, make sure you have:

• Agency admin access to enable the Service Menu feature at the account level
• At least one staff member added under Settings > My Staff with availability configured
• A clear list of services you offer, with durations and pricing for each
• A Stripe account connected if you plan to collect payments at booking time
• Room and equipment resources defined if you need to prevent double-booking of physical resources

Enable Service Calendars

Activate the Service Menu feature at the agency level.

• Navigate to Calendars in your sub-account
• Click Calendar Settings in the top-right corner
• Open the Preferences tab, then select Account Preference
• Locate the Services section and toggle Service Menu to the on position
• Click Save to apply the change

The Service Calendar option now appears when you create a new calendar.

Add and Configure Staff Members

Set up staff availability so the system knows when each team member can perform services.

• Go to Settings > My Staff in your sub-account
• Click Add User to add a new staff member (or skip this if your team is already set up)
• Enter the staff member’s Name, Email, and Extension
• Set User Permissions based on their role
• Define their Availability by day and time range (e.g., Monday, Wednesday, and Friday from 9:00 AM to 5:00 PM)
• Click Save to create the user

Repeat this process for every team member who will be assigned to Service Calendars. Each staff member’s availability carries over to every service they are assigned to.

Create Service Groups

Organize your services into logical categories before building individual Service Calendars.

• Open the Calendars tab inside Calendar Settings
• Click + New Group on the left sidebar
• Enter a Group Name that represents a service category (e.g., “Hair Services” or “Massage Therapy”)
• Add a Description that explains what the group covers
• Set a URL Slug for the group’s direct booking link
• Choose a template type: Classic or Neo (Neo is recommended for modern styling)
• Click Create to save the group

Create multiple groups if you offer distinct service categories. Groups are required before you can add calendars to a Service Menu.

Build Your First Service Calendar

Create an individual Service Calendar for each service you offer.

• Navigate to Calendars > Calendar Settings
• Select the group where you want the new service to live
• Click Create Calendar and choose Service Calendar from the options
• Enter the Service Name (e.g., “Men’s Haircut” or “Deep Tissue Massage”)
• Write a brief Service Description that explains what the service includes
• Select one or more Staff Members qualified to perform this service
• Set a Custom URL / Slug for the booking link
• Set the Duration (e.g., 30 minutes, 60 minutes)
• Click Save to create the calendar

Your first Service Calendar is now created. The next step is configuring advanced settings.

Configure Service Details and Branding

Add branding and organizational details to your Service Calendar.

• Open the Service Calendar you just created
• Click Advanced Settings to access additional configuration panels
• In the Service Details tab:
  • Upload a Service Logo that appears on the booking widget for direct bookings
  • Assign the service to the Group you created earlier
  • Customize the Appointment Invite Title for Google Calendar and Outlook invites (use {{contact.name}} for personalization)
  • Pick an Event Color to visually distinguish this service on the internal calendar view
• Click Save to apply the changes

Your service now has a polished, branded appearance in the booking interface.

Set Availability and Timing Rules

Control when clients can book and how much time each service requires.

• Open the Availability section in your Service Calendar settings
• Confirm the Weekly Working Hours match your staff availability (this is inherited from the assigned staff members)
• Add Date-Specific Hours to override availability for specific dates like holidays or special events
• Verify the Service Duration is correct (this is how long each appointment lasts)
• Set Post Buffer Time to add extra minutes after each appointment for cleanup or preparation (15 minutes is typical)
• Configure Minimum Scheduling Notice to prevent last-minute bookings (2 to 4 hours is common)
• Set Date Range to control how far into the future clients can book (30 to 60 days works for most businesses)
• Click Save to apply the scheduling rules

Your service now displays accurate availability based on staff schedules and your buffer requirements.

Enable Payment Collection (Optional)

Collect fees or deposits at the time of booking.

• Verify your Stripe account is connected under Settings > Integrations > Payments
• Open the Forms and Payment section of your Service Calendar
• Toggle on Accept Payments
• Set the Payment Amount for the service (you can set a deposit amount instead of the full price)
• Choose your Currency
• Click Save to activate payment collection

Clients will be prompted to pay when they select a time slot, and payment is collected before the appointment is confirmed.

Assign Rooms and Equipment (Optional)

Prevent double-booking of physical resources like treatment rooms or equipment.

If you have limited physical capacity:

• First, create rooms and equipment in your calendar settings by navigating to Settings > Calendars > Rooms & Equipment
• Return to your Service Calendar editor and open the Rooms tab
• Select the room required for this service (e.g., “Treatment Room 1”)
• Open the Equipment tab and select any tools or resources needed (e.g., “Blow Dryer” with a quantity of 3)
• Click Save to assign the resources

Now when a client books this service, the assigned room and equipment are reserved and blocked from other appointments at the same time.

Create a Service Menu

Build the client-facing booking page that displays multiple services on a single page.

• Navigate to Calendars > Calendar Settings
• Click on the Service Menu tab
• Click Create Service Menu in the top-right corner
• Enter a Name for the menu (this is what clients see at the top of the page)
• Add an optional Description to summarize your services
• Set a Slug URL for the menu’s custom booking link
• Optionally select a Custom Form if you need to collect information beyond the standard fields
• Click Save to create the menu

Your Service Menu is created. Now you need to add services to it.

Add Services to the Service Menu

Populate your Service Menu with the Service Calendars you created.

• Open the Service Menu you just created
• Go to the Select Services tab
• Use checkboxes to select which Service Calendars (and their parent groups) should appear on the menu
• Drag and drop services to set the display order (put your most popular or highest-value services at the top)
• Under Additional Options, toggle the settings that fit your business:
  • Enable Add Guests: Allow clients to book for additional people
  • Enable Multiple Service Selection: Let clients book more than one service in a single session
  • Enable Staff Selection: Allow clients to pick their preferred provider
• Click Save to activate the menu

Your Service Menu is now ready to share. Copy the booking link from the Share menu to start accepting bookings.

Test Your Setup

Verify that the Service Menu and individual Service Calendars work correctly.

• Click the Share button on your Service Menu and copy the link
• Open the link in a browser (use Incognito mode to simulate a client’s view)
• Verify that all services appear in the correct groups and order
• Select a service, choose a staff member (if staff selection is enabled), and pick an available time slot
• Complete the booking form with test contact information
• Submit the booking and confirm you receive a confirmation email
• Check that the appointment appears in Calendars > Calendar View
• If you enabled payments, verify the test payment processed correctly
• Cancel the test appointment to clean up your calendar

If all steps work as expected, your Service Menu is ready to share with real clients.

Next Steps

Now that your Service Calendars and Service Menu are live, consider these enhancements:

• Embed the Service Menu on your website or funnel page using the Embed Code from the Share menu
• Set up automated confirmation emails and SMS reminders using Appointment Reminders to reduce no-shows
• Connect external calendars for every staff member via Calendar Sync to prevent double-bookings
• Upload Service Cover Images for every service to create a visually appealing booking page
• Create workflows that automatically tag contacts and update pipeline stages based on which service they book
• Review staff utilization and booking data in Reporting > Appointment Reports to identify high-demand services and optimize your schedule
• Consider upgrading to Services (v2) for additional features like multiple payment gateways, coupon codes, and service add-ons