Quick Answer
Choose a calendar type, complete its settings, and test the full booking flow
Open Settings → Calendars, select Create Calendar, choose the calendar type, enter the meeting details, configure availability, forms, guests, payments, notifications, and advanced settings, then save and test the public booking page.
Setting Up and Managing Calendars Without Missing Critical Details
Calendar setup involves more than selecting a few available hours. The calendar type, assigned users, meeting details, forms, payments, notifications, and booking rules all affect the customer experience.
BizStackPro calendars can support individual appointments, team scheduling, events, classes, collective meetings, and service-based bookings.
If key settings are missed or misconfigured, the calendar may show incorrect availability, collect incomplete information, charge the wrong amount, or send the wrong appointment messages.
This guide explains how to create, edit, review, and troubleshoot calendars so the scheduling system works correctly from beginning to end.
Calendar Setup at a Glance
Types of Calendars
Choose the calendar type that matches how the appointment or event should be scheduled.
Personal Calendar
A one-to-one booking calendar assigned to a single team member.
Simple Event Calendar
Used for an event or booking that does not require a specific assigned team member.
Round Robin Calendar
Distributes appointments among multiple selected team members.
Class Booking
Used for classes, workshops, seminars, or other group booking experiences.
Collective Booking
Schedules meetings that require multiple staff members to attend together.
Service Calendar
Connects bookings to a specific service and can include staff, rooms, equipment, forms, guests, and payments.
Before You Begin
Plan the booking experience before opening the calendar builder.
- Decide which calendar type fits the booking.
- Identify the assigned user, staff members, or team.
- Choose the appointment duration and scheduling interval.
- Define normal weekly availability.
- Identify any special dates or unavailable periods.
- Choose the meeting location.
- Prepare the calendar name, description, and custom URL.
- Decide whether a form, guests, or payment collection is needed.
- Prepare confirmation and reminder messages.
- Decide what should happen after the booking is completed.
How to Create a Calendar
Open Calendar Settings
Open the calendar settings area from Settings or use the gear icon inside the Calendars section.
Settings → CalendarsSelect Create Calendar
Click Create Calendar to begin the setup.
Choose the Calendar Type
Select Personal, Simple Event, Round Robin, Class Booking, Collective Booking, or Service Calendar.
Enter the Calendar Details
Add the calendar name, description, event details, meeting title settings, and custom booking URL.
Add Branding
Upload a logo or cover image and configure the available public appearance settings.
Assign Users or Staff
Select the user, team members, or staff who should receive or participate in the appointment.
Choose the Meeting Location
Select phone, video meeting, physical address, or another supported appointment location.
Add the Calendar to a Group
Assign the calendar to an optional calendar group when related booking options need to be organized together.
How to Edit an Existing Calendar
Open the Calendars List
Return to the Calendar Settings area.
Find the Calendar
Locate the calendar you want to update.
Open the Editor
Select Edit or the available pencil icon.
Update the Settings
Change the calendar details, availability, assigned users, forms, payments, notifications, branding, or advanced options.
Save the Changes
Save the calendar and review the public booking page.
Test after editing a live calendar
Changes to availability, staff, forms, payments, meeting locations, or notifications can affect active booking links. Complete a test booking after making important updates.
Configure Calendar Availability
Availability settings control which dates and times appear in the public booking widget.
- Set weekly working days and hours.
- Add date-specific hours for holidays, events, or temporary schedules.
- Configure appointment duration.
- Choose the time interval between available booking slots.
- Add pre-appointment or post-appointment buffer time.
- Set minimum scheduling notice.
- Define how far in advance appointments can be booked.
- Limit the maximum number of bookings per day or time slot.
- Configure recurring meetings when supported and needed.
- Review connected calendars for scheduling conflicts.
Date-Specific Hours override the weekly schedule
Use date-specific hours when one date needs different availability from the normal weekly schedule, such as a holiday, event, vacation day, or extended business hours.
Configure the Booking Widget
Review how available appointments are presented to the person booking.
- Customize the public calendar appearance.
- Add a logo, description, and meeting instructions.
- Choose whether the widget should open to the earliest available appointment slot.
- Review staff-selection options when multiple team members are assigned.
- Configure guest options when supported.
- Set the post-booking confirmation or redirect experience.
Configure Forms, Payments, and Guests
Booking Forms
Use the default form or attach a custom form to collect contact details, intake information, preferences, or other booking information.
Guest Invitations
Enable guests when additional people may attend and configure any minimum or maximum guest rules that apply.
Payments
Connect Stripe and configure the amount, currency, and whether the customer is charged per appointment or per attendee.
Next Page
Redirect the person booking to a thank-you page, confirmation page, or another custom URL after the appointment is completed.
Test paid appointments before publishing
Confirm the connected payment account, amount, currency, per-guest rules, and test or live mode before using the calendar with customers.
Add consent and tracking only where appropriate
Calendar forms may include consent checkboxes and related date, time, or IP tracking when appropriate for the booking process and your compliance requirements.
Configure Appointment Notifications
Customize the messages sent throughout the appointment lifecycle.
- Appointment booked or confirmed notifications.
- Appointment reminder messages.
- Cancellation notifications.
- Reschedule notifications.
- Follow-up messages.
- Internal email or in-app notifications for users and staff.
- Calendar-specific message content and branding.
- Supported custom values and appointment placeholders.
Avoid duplicate messages
Review forms, workflows, and calendar notifications together so contacts do not receive more than one confirmation or reminder for the same appointment.
Test the Calendar Before Sharing It
Complete the same booking process a customer will use.
- Open the public booking URL.
- Confirm the correct calendar name and description.
- Review the available dates and times.
- Check the assigned user or staff options.
- Complete the booking form.
- Test guest settings when enabled.
- Complete a payment test when payment is required.
- Confirm the meeting location and appointment details.
- Check contact and internal notifications.
- Confirm the appointment appears on connected calendars.
- Test cancellation and rescheduling.
- Confirm the post-booking page or redirect.
Use the Calendar Troubleshooting Tool
If expected appointment times do not appear, open the Calendar Troubleshooting Tool in Calendar Settings.
The tool can explain why a specific time slot is unavailable and help identify the setting or conflict responsible.
- Weekly availability restrictions.
- Date-specific overrides.
- Connected calendar conflicts.
- Staff availability.
- Minimum scheduling notice.
- Appointment buffers.
- Maximum booking limits.
- Booking date-range restrictions.
- Custom calendar settings.
The custom URL will not save
Confirm that the calendar URL is unique and available. Remove unsupported characters and try a different URL when the selected one is already in use.
Expected time slots are missing
Use the Calendar Troubleshooting Tool and review availability, connected calendar conflicts, buffer times, minimum notice, booking limits, and date-specific overrides.
The wrong team member receives the booking
Review the calendar type, assigned users, availability, priority settings, and appointment distribution rules.
Payment is not collected
Review the Stripe connection, payment amount, currency, charging method, and test or live mode.
Appointment notifications are missing
Confirm that the notification is enabled for the correct appointment event and recipient type, then review message timing and saved settings.
Frequently Asked Questions
What is the difference between a Personal Calendar and a Round Robin Calendar?
A Personal Calendar is assigned to one team member. A Round Robin Calendar distributes appointments among multiple selected team members.
How can I personalize my calendar URL?
Customize the URL under Calendar Settings. The URL must be unique and available before it can be saved.
Can I set up different availability for specific dates?
Yes. Use Date-Specific Hours to override the normal weekly availability for holidays, events, or special schedules.
How does the Booking Widget prioritize available slots?
The widget can be configured to open to the earliest available appointment so the person booking does not need to search through the calendar manually.
Can I integrate payments with my calendar?
Yes. You can connect Stripe to collect payment during booking, including charging according to the number of guests when that option applies.
What is the Calendar Troubleshooting Tool?
It explains why particular appointment times are unavailable so you can identify conflicts, restrictions, overrides, and booking rules affecting availability.
Related Help Guides
Need More Help?
Browse the Calendar help category for more calendar setup, availability, payments, forms, notifications, team scheduling, and troubleshooting guides.
