Quick Answer
Create a calendar group, add related calendars, and assign the correct users
Open Settings → Calendars, select + Add Group, enter the group name, description, and slug, save it, and then create or edit the calendars that belong in the group. Add the appropriate users and configure any distribution or assignment settings before saving.
Managing Team-Based Scheduling Without Manual Assignment
You may have several people handling the same kind of appointment, but organizing those calendars and routing bookings manually can create extra work.
Calendar groups provide a shared structure for related calendars so users, services, or appointment types can be organized together.
Groups are especially useful for sales representatives, appointment setters, administrators, or other team members who handle similar bookings.
If the group, calendar, user, or assignment settings are not configured correctly, appointments may not be routed as expected.
This guide explains how to create a group, add calendars and users, configure distribution settings, and test the complete scheduling flow.
Calendar Groups at a Glance
When to Use Calendar Groups
Sales Teams
Organize consultation, discovery-call, or demo calendars for several sales representatives.
Appointment Setters
Group calendars used by team members who schedule or manage the same type of appointment.
Administrative Teams
Organize booking calendars managed by multiple administrative users or departments.
Service Categories
Group related services such as consultations, onboarding sessions, assessments, or support appointments.
Before You Begin
Plan the group structure before creating it.
- Decide which appointment types belong together.
- Choose a clear group name.
- Prepare a short group description.
- Choose a unique group slug.
- Identify the calendars that will belong to the group.
- Identify the users who should receive or manage bookings.
- Decide whether appointment distribution or user priority settings are needed.
- Review each user’s availability and connected calendars.
Use a descriptive group name
Choose a name that clearly explains what the calendars represent, such as Sales Consultations, Customer Onboarding, or Support Appointments.
Step 1: Create a Calendar Group
Open Calendar Settings
Open the Calendars settings area inside BizStackPro.
Settings → CalendarsSelect Add Group
Click + Add Group.
Enter the Group Name
Add a clear name that identifies the team, department, service category, or appointment type.
Add a Description
Enter a short description explaining what the grouped calendars are used for.
Create the Group Slug
Add a unique, readable slug for the group.
Save the Group
Click Save to create the group.
Step 2: Add Calendars to the Group
Create a new calendar or edit an existing calendar and associate it with the correct group.
Create or Edit a Calendar
Select + New Calendar or open an existing calendar for editing.
Select the Calendar Type
Choose the calendar type that matches the appointment flow, such as Personal, Round Robin, Service, or another supported type.
Select the Group
Choose the group you created from the available group setting.
Complete the Calendar Details
Configure the calendar name, description, location, availability, forms, notifications, and other required settings.
Keep grouped calendars consistent
Use clear naming and similar descriptions so customers and team members can understand how the calendars in the group are related.
Step 3: Add Users to the Calendar
Add the users who should receive, manage, or participate in appointments from the grouped calendar.
Open the Team or Event Settings
Find the user or team assignment area inside the calendar editor.
Select Add User
Click + Add User.
Choose the Team Members
Select one or more users who should be included in the booking process.
Review User Availability
Confirm that each selected user has the correct working hours, time zone, and connected calendar settings.
Set Distribution Priority
Configure user priority when the calendar uses round-robin or preference-based appointment distribution.
Add only eligible users
Include only the team members who are qualified and available to handle the appointment type represented by the calendar.
Step 4: Configure Assignment and Confirmation Settings
Review how appointments should be assigned and confirmed for the users associated with the grouped calendar.
- Open the Confirmation tab or equivalent assignment area.
- Review the selected users.
- Choose the appointment assignment option that matches the use case.
- Set user distribution priorities when needed.
- Review automatic or manual confirmation settings.
- Confirm which users receive internal notifications.
- Save the calendar settings.
Priority affects appointment routing
User distribution priorities can influence which team member receives bookings first when round-robin or preference-based routing is used.
Test the Calendar Group
Complete several test bookings before sharing the grouped calendars with customers.
- Open the public group or calendar booking page.
- Confirm the correct calendars appear in the group.
- Check that the group name and description are correct.
- Complete a test appointment.
- Confirm that the booking is assigned to an eligible user.
- Repeat the test to review distribution behavior.
- Test a period when one user is unavailable.
- Confirm internal and customer notifications.
- Verify that appointment details appear correctly in the calendar and CRM.
Troubleshooting Calendar Groups
A calendar does not appear in the group
Open the calendar settings and confirm that the correct group is selected. Save the calendar again after making the change.
A user is not receiving appointments
Confirm that the user was added to the calendar and review the user’s availability, connected calendar conflicts, permissions, and distribution settings.
One user receives too many bookings
Review the selected distribution method, user priority settings, availability, and recent appointment assignments.
The group slug will not save
Confirm that the slug is unique and does not contain unsupported characters. Use a different readable slug when the original is already in use.
Bookings are not confirmed as expected
Review the calendar’s confirmation settings and determine whether appointments should be confirmed automatically or require manual approval.
Frequently Asked Questions
What is a Group Calendar in BizStackPro?
A Group Calendar helps manage appointments for multiple users under the same event type. It is useful for teams such as sales representatives, appointment setters, or administrative staff.
Can I prioritize which team member gets bookings first?
Yes. You can assign distribution priorities to users so bookings follow round-robin rules or preference-based distribution.
Related Help Guides
Need More Help?
Browse the Calendar help category for more calendar-group, round-robin, user-assignment, availability, and team-scheduling guides.
