How to Create and Set Up a Calendar?

This guide provides a step-by-step process for creating a calendar in TheraSaaS, configuring it for scheduling, and integrating it with forms and external platforms.

1. Access the Calendar Module

1. Navigate to Calendar Settings:

   • In the sidebar, select Calendars.

   • Alternatively, go to Settings and choose Calendars under Business Services.

2. Create a New Calendar

1. Click on “Create Calendar”:

   • In the calendar list, click the blue Create Calendar button in the top right.

2. Choose the Calendar Type:

   • Select from the available calendar types: Service Calendar, Simple Calendar, Round Robin, Class Booking, or Collective Booking.

   • For one-on-one meetings, choose Simple Calendar.

3. Configure Calendar Details

1. Calendar Name and Description:

   • Give your calendar a name (e.g., “30-Minute Call with Troy”) and a brief description (e.g., “Join me for a 30-minute call”).

2. Custom URL:

   • Create a custom URL. If left blank, a default URL will be generated.

3. Meeting Duration and Availability:

   • Set the meeting duration (e.g., 30 minutes).

   • Under Booking Availability, select the days and times for appointments (e.g., Thursdays and Fridays, 8 a.m. to 5 p.m.). Available times will be auto-generated based on the duration set.

4. Meeting Location:

   • Enter the meeting link (e.g., Zoom or Google Meet URL) for virtual meetings. This link will be shared with contacts upon booking.

4. Customize Advanced Settings

1. Calendar Logo and Branding:

   • Add a logo and choose button colors, date, time, and background colors for branding.

2. Booking Intervals:

   • Set a buffer interval between bookings (e.g., 30 minutes) to prevent back-to-back appointments.

3. Scheduling Notice:

   • Define a minimum scheduling notice (e.g., 1 day) to prevent last-minute bookings.

5. Set Up Forms and Payment

1. Attach a Form:

   • Select a form for clients to complete during booking.

   • Optionally, add a consent checkbox or prepopulate fields.

2. Confirmation Page:

   • Enable a confirmation page to appear after booking.

• Notifications & Additional Options 
  
  Ensure that preferred notification settings are enabled, including notifications for assigned users & contacts scheduling the meeting as well. Notifications can currently be set up via email & in-app notifications. 
  
  

  A notification system through the SMS can be setup through automation.
  
  
  

a) Booking notifications:

• Appointment Booked Confirmation

• Appointment Cancelled

• Appointment Rescheduled

• Appointment Reminder 

• Appointment Follow-Up

  
  
  

b) Booking settings
Enable/Disable Rescheduling of Meeting 
Enable/Disable  Cancellation of Meeting

7. Finalize and Share the Calendar

1. Save the Calendar:

   • Once all details are set, click Save.

2. Share the Calendar Link:

   • To share, click the three dots next to the calendar, select Share, copy the scheduling link, and send it to contacts.

3. Embed the Calendar on a Webpage:

   • To display your calendar on a webpage, select Embed Code, copy the code, and paste it onto your site.

Summary

By following these steps, you can set up a customized calendar in TheraSaaS, configure it for appointments, and share it with clients directly or through your website, allowing seamless scheduling and integration with external calendars.