AFRITECH

APPOINTMENT
SETTING

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www.afritechedu.com
 TABLE OF CONTENTS
CHAPTER 1. INTRODUCTION TO APPOINTMENT SCHEDULING TOOLS

CHAPTER 2. PICKTIME
CHAPTER 3. CALENDLY

CHAPTER 4. GOOGLE CALENDAR

 CHAPTER ONE
INTRODUCTION TO APPOINTMENT SCHEDULING TOOLS

1.1 INTRODUCTION TO APPOINTMENT SCHEDULING TOOLS

Appointment scheduling tools are software or applications that help individuals or businesses schedule
appointments with clients or customers. These tools offer features such as calendar management,
automated reminders, and online booking, which can save time and streamline the scheduling process.
With appointment scheduling tools, businesses can improve their customer service by offering clients
the ability to schedule appointments at their convenience and reduce the likelihood of double-booking
or missed appointments.

1.2 BENEFITS OF APPOINTMENT SCHEDULING TOOLS

1. Time-saving: Appointment scheduling tools can save you a lot of time by automating the
appointment booking process. Rather than going back and forth with clients to find a time that
works for both parties, appointment scheduling tools can show your availability and allow
clients to book appointments directly.

2. Improved client experience: By providing clients with an easy and efficient way to book
appointments, you can improve their overall experience with your business. This can lead to
increased customer satisfaction and loyalty.

3. Reduced no-shows: Appointment scheduling tools can help reduce no-shows by sending
reminders to clients before their appointments. This can improve appointment attendance rates
and reduce the amount of time and resources wasted on missed appointments.

4. Increased productivity: With appointment scheduling tools, you can spend less time managing
appointments and more time focusing on your business. This can help increase your overall
productivity and efficiency.

5. Real-time availability: Appointment scheduling tools can show your real-time availability, making
it easier for clients to book appointments when it's convenient for them. This can help increase
the number of appointments you book and improve your overall revenue.

6. Data collection and analysis: Appointment scheduling tools can collect data on your
appointments, such as the number of appointments booked and the types of services clients are
interested in. This data can be analyzed to help you make informed business decisions and
improve your services
1.3 FEATURES OF APPOINTMENT SCHEDULING TOOLS
1. Online Booking: Online booking allows clients to book appointments directly through a website
or booking page. This feature can save time and streamline the booking process for both
businesses and clients.
2. Calendar Management: Calendar management allows businesses to manage their schedules and
appointments from a centralized calendar. This feature can help businesses avoid overbooking
and ensure that appointments are properly scheduled.
3. Automated Reminders: Automated reminders can be sent to clients via email or SMS to remind
them of their appointments. This feature can help reduce no-shows and improve attendance
rates.
4. Customizable Scheduling: Customizable scheduling allows businesses to set their availability and
customize their appointment times. This feature can help businesses accommodate client needs
and manage their schedules more effectively.
5. Payment Processing: Payment processing allows businesses to accept payments for
appointments online. This feature can save time and make the payment process more
convenient for clients.
6. Data Analytics: Data analytics provides businesses with insights into appointment booking
trends and client behavior. This feature can help businesses make data-driven decisions and
improve their services.
7. Mobile Access: Mobile access allows businesses and clients to manage appointments on the go.
This feature can be particularly useful for businesses that provide services outside of a
traditional office setting.
 CHAPTER TWO
PICKTIME

2.1 INTRODUCTION TO PICKTIME

2.1.1 Definition And Overview Of Picktime

Picktime is a scheduling and appointment booking software designed to help businesses manage
appointments and schedules efficiently. It provides a platform for customers to book appointments
online and for businesses to manage appointments, clients, and staff schedules.

2.1.2 Advantages And Benefits Of Using Picktime

1. Convenient and easy to use: Picktime is user-friendly and can be used by businesses of all sizes.

2. Time-saving: Picktime helps businesses save time by automating appointment scheduling and
reducing manual efforts.

3. Increased efficiency: Picktime streamlines appointment scheduling and helps businesses

manage their schedules more efficiently.

4. Improved customer experience: Picktime provides an easy-to-use platform for customers to

book appointments, making the appointment booking process seamless and convenient.

5. Better schedule management: Picktime allows businesses to manage multiple schedules for
different staff members and services, making it easier to coordinate appointments and
schedules.

6. Real-time updates: Picktime provides real-time updates on appointments and schedules,

allowing businesses to stay informed and respond quickly to changes.

7. Affordable: Picktime is an affordable solution for businesses looking to streamline their

appointment scheduling process

2.2 GETTING STARTED WITH PICKTIME

2. 2.1 Creating A Picktime Account

 1. Go to the Picktime website: Open a web browser and navigate to the Picktime website
(https://picktime.com).

2. Click on "Sign Up": On the Picktime home page, click on the "Sign Up" button located in the top
right corner.
3. Enter your details: Fill in the required information, such as your name, email address, and
password.

4. Verify your email address: Picktime will send a verification email to the email address you
provided. Follow the instructions in the email to verify your account.

5. Create your business profile: Once you have verified your email, you will be taken to the
Picktime dashboard. Here, you can create your business profile by entering your business name,
description, location, and other details.

6. Set up your services: In the next step, you can set up the services you offer by specifying the
type of service, duration, price, and other details.

7. Set up your schedule: Picktime allows you to set up your business schedule by specifying your
working hours and days. You can also set up recurring schedules or create special schedules for
holidays or events.

8. Invite staff members: If you have staff members, you can invite them to join your Picktime
account. This will allow them to manage appointments and schedules from their accounts.
9. Embed the booking widget: Picktime provides a booking widget that you can embed on your
website. This allows customers to book appointments directly from your website.

10. Start accepting appointments: Once you have completed the setup, you can start accepting
appointments. Picktime will send appointment notifications to your email and mobile phone, so
you can stay informed and manage appointments efficiently.

2.2.2 Setting Up Your Availability

1. Log in to your Picktime account: Open a web browser and log in to your Picktime account.

2. Go to the "Calendar" section: Once logged in, click on the "Calendar" section located in the main
navigation menu.

3. Set up your working hours: On the Calendar page, click on the "Working Hours" tab. Here, you
can set up your regular working hours by specifying the days and hours you are available.

4. Add exceptions: If you have any exceptions to your regular working hours, such as holidays or
events, you can add them by clicking on the "Add Exception" button.

5. Save your changes: Once you have finished setting up your working hours, make sure to save
your changes by clicking the "Save" button.
 6. Repeat for multiple staff members: If you have multiple staff members, repeat the steps for
each staff member.

7. Publish your schedule: Once you have set up your availability for all staff members, make sure to
publish your schedule. This will make your availability visible to customers and allow them to
book appointments based on your schedule

2.2.3 Creating Services and Appointments

1. Log in to your Picktime account: Open a web browser and log in to your Picktime account.

2. Go to the "Services" section: Once logged in, click on the "Services" section located in the main
navigation menu.

3. Create a new service: To create a new service, click on the "Add Service" button. Enter the
details of the service, such as the name, description, duration, and price.

4. Set up service options: You can also set up options for the service, such as allowing online
booking, setting a maximum number of appointments per day, and specifying the staff members
who can perform the service.

5. Save the service: Once you have finished setting up the service, make sure to save your changes
by clicking the "Save" button.

6. Repeat for multiple services: Repeat the steps for each service you offer.

7. Go to the "Calendar" section: Once you have created your services, go to the "Calendar" section
in the main navigation menu.

8. Create a new appointment: To create a new appointment, click on a blank time slot in the
calendar. Enter the details of the appointment, such as the customer's name, email, and phone
number, and select the service being booked.

9. Save the appointment: Once you have finished setting up the appointment, make sure to save
your changes by clicking the "Save" button.

2.3 MANAGING YOUR SCHEDULING WITH PICKTIME

2.3.1 Scheduling Appointments

1. Log in to your Picktime account: Open a web browser and log in to your Picktime account.
 2. Go to the "Calendar" section: Once logged in, click on the "Calendar" section located in the main
navigation menu.

3. Choose a time slot: In the Calendar view, choose a time slot that is available for scheduling an
appointment.
4. Create a new appointment: To create a new appointment, click on the chosen time slot. Enter
the details of the appointment, such as the customer's name, email, and phone number, and
select the service being booked.
5. Specify any additional details: You can also specify any additional details, such as the customer's
preferences, notes, or requirements.

6. Save the appointment: Once you have finished setting up the appointment, make sure to save
your changes by clicking the "Save" button.

7. Notify the customer: Picktime will send a notification to the customer to confirm the
appointment. You can also send a notification to the customer to remind them of the
appointment if necessary.

2.3.2 Sending Invitations

1. Log in to your Picktime account: Open a web browser and log in to your Picktime account.

2. Go to the "Calendar" section: Once logged in, click on the "Calendar" section located in the main
navigation menu.

3. Choose a time slot: In the Calendar view, choose a time slot to which you would like to send an
invitation.

4. Create a new appointment: To create a new appointment, click on the chosen time slot. Enter
the details of the appointment, such as the customer's name, email, and phone number, and
select the service being booked.

5. Save the appointment: Once you have finished setting up the appointment, make sure to save
your changes by clicking the "Save" button.

6. Send the invitation: Picktime will automatically send an invitation to the customer via email. The
invitation will include the details of the appointment, such as the date, time, service, and
location.

7. Check the status: You can check the status of the invitation in the Calendar view. The status will
show if the invitation has been sent, accepted, or declined.
2.3.3 Handling Conflicts and Rescheduling
1. Log in to your Picktime account: Open a web browser and log in to your Picktime account.

2. Go to the "Calendar" section: Once logged in, click on the "Calendar" section located in the main
navigation menu.

3. Identify the conflicting appointment: In the Calendar view, identify the appointment that is
conflicting with another appointment.

4. Reschedule the conflicting appointment: To reschedule the conflicting appointment, click on the
appointment in the Calendar view. Edit the details of the appointment, such as the date or time,
to resolve the conflict.

5. Notify the customer: Once the conflict has been resolved, Picktime will automatically send a
notification to the customer with the updated details of the appointment.

6. Update the Calendar: Make sure to update the Calendar with the rescheduled appointment by
clicking the "Save" button.

7. Check for any additional conflicts: Repeat the steps for any additional conflicts that may arise.

2.4 ADVANCED FEATURES OF PICKTIME

2.4.1 Integrating With Other Tools

1. Determine the integration needed: Before you begin, determine the type of integration you
need. Picktime offers integrations with various tools, including Google Calendar, Zapier, and
more.

2. Connect to the tool: To connect Picktime to the tool, log in to your Picktime account and go to
the "Integrations" section. Follow the instructions provided to connect Picktime to the desired
tool.

3. Set up the integration: Once connected, set up the integration by specifying the details of the
integration. For example, if you are integrating with Google Calendar, you will need to specify
the calendar you want to sync with Picktime.

4. Test the integration: To test the integration, create a new appointment in Picktime and check if
it appears in the connected tool.
 5. Customize the integration: You can customize the integration by specifying additional settings,
such as the frequency of syncing, the data to be synced, and more.

6. Monitor the integration: Once the integration is set up, monitor it to ensure that it is functioning
as expected. Check for any errors or issues, and resolve them if necessary.
7. Update the integration: If necessary, you can update the integration by changing the settings or
disconnecting and reconnecting to the tool

2.4.2 Reporting And Analytics

1. Log in to your Picktime account: Open a web browser and log in to your Picktime account.

2. Go to the "Reports" section: Once logged in, click on the "Reports" section located in the main
navigation menu.

3. Select the report type: Picktime offers various report types, including appointment reports,
customer reports, and more. Select the type of report you would like to generate.

4. Specify the parameters: Specify the parameters for the report, such as the date range, services,
and customers.

5. Generate the report: Once you have specified the parameters, click the "Generate" button to
generate the report.

6. View the report: The report will be displayed in a table or chart format, depending on the type
of report. You can view the report on the screen or export it as a CSV or PDF file.

7. Analyze the report: Analyze the report to gain insights into your business performance, such as
the number of appointments, the average booking time, and more.

8. Use the insights: Use the insights from the report to make informed decisions about your
business, such as optimizing your services, increasing customer engagement, and more.

9. Repeat the process: Repeat the process as needed to generate new reports and stay up-to-date
on your business performance

2.4.3 Customizing Your Picktime Experience

1. Sign in: Go to the Picktime website (picktime.com) and sign in to your account.
 2. Personalize your profile: Click on your profile picture in the top right-hand corner and select
"Profile" from the drop-down menu. Here, you can update your name, email address, phone
number, and profile picture.

3. Set up your business: If you're using Picktime to manage appointments for a business, you'll
want to set up your business information. Click on "Business Profile" from the left-hand menu
and enter your business name, address, phone number, and other relevant information.

4. Customize your booking page: Your booking page is the page that clients will use to book
appointments with you. To customize your booking page, click on "Booking Page" from the left-
hand menu. Here, you can customize your booking page URL, add a banner image, and
customize the color scheme and fonts.

5. Add your services: Click on "Services" from the left-hand menu to add the services that you
offer. You can specify the name, duration, and price of each service.

6. Set your availability: Click on "Availability" from the left-hand menu to set your availability for
appointments. You can specify the days and times that you're available to book appointments.

7. Customize your notifications: Click on "Notifications" from the left-hand menu to customize the
notifications you receive when appointments are booked or cancelled. You can choose to
receive notifications via email or SMS.

8. Set up your payment options: If you're charging for your services, you can set up payment
options by clicking on "Payment" from the left-hand menu. Here, you can specify the payment
methods you accept and connect your account to Stripe to process payments.

9. Share your booking page: Once you've customized your Picktime experience, you're ready to
start accepting appointments! Share your booking page URL with your clients so they can book
appointments with you

2.5 BEST PRACTICES FOR USING PICKTIME

2.5.1 Tips For Improving Efficiency And Accuracy

1. Automate repetitive tasks: Automating repetitive tasks, such as appointment scheduling and
confirmation, can save you time and reduce the chance of errors. Picktime offers automation
features, such as automatic confirmation and rescheduling, that you can use to streamline your
workflow.

2. Use keyboard shortcuts: Keyboard shortcuts can help you complete tasks faster and more
efficiently. Picktime offers a range of keyboard shortcuts that you can use to perform common
tasks, such as scheduling appointments, editing customer information, and more.
 3. Customize your booking page: Customizing your booking page can make it easier for customers
to book appointments with you and reduce the chance of errors. Picktime offers customization
options, such as adding custom fields, choosing a custom theme, and more.

4. Use the calendar view: The calendar view in Picktime can help you see your schedule at a glance
and make it easier to schedule appointments. Use the calendar view to schedule appointments,
reschedule appointments, and more.

5. Keep your customer information up-to-date: Keeping your customer information up-to-date can
help you provide better service and reduce the chance of errors. Use the customer management
features in Picktime to store and update customer information.

6. Use appointment reminders: Appointment reminders can help reduce the number of no-shows
and improve accuracy. Picktime offers appointment reminders that you can use to remind
customers of their upcoming appointments via email or SMS.

7. Monitor your performance: Monitoring your performance can help you identify areas for
improvement and make adjustments as needed. Picktime offers reporting and analytics features
that you can use to monitor your performance, including appointment reports, customer
reports, and more.

2.5.2 Strategies For Maximizing The Benefits Of Picktime

1. Set clear goals: Determine what you want to achieve with Picktime, such as increasing efficiency,
reducing no-shows, or improving customer satisfaction. Having clear goals in mind will help you
focus on the features that are most important for your business.

2. Make the most of automation: Automation can save you time and reduce the chance of errors.
Take advantage of the automation features offered by Picktime, such as automatic appointment
scheduling and confirmation, to streamline your workflow.

3. Customize your booking page: Customizing your booking page can make it easier for customers
to book appointments with you and reduce the chance of errors. Picktime offers customization
options, such as adding custom fields, choosing a custom theme, and more.

4. Use appointment reminders: Appointment reminders can help reduce the number of no-shows
and improve accuracy. Picktime offers appointment reminders that you can use to remind
customers of their upcoming appointments via email or SMS.

5. Keep your customer information up-to-date: Keeping your customer information up-to-date can
help you provide better service and reduce the chance of errors. Use the customer management
features in Picktime to store and update customer information.

6. Monitor your performance: Monitoring your performance can help you identify areas for
improvement and make adjustments as needed. Picktime offers reporting and analytics features
that you can use to monitor your performance, including appointment reports, customer
reports, and more.
 7. Provide excellent customer service: Providing excellent customer service is key to maximizing
the benefits of Picktime. Use the tools and features in Picktime to respond to customer
inquiries, manage appointment scheduling, and more.

8. Continuously evaluate and improve: Continuously evaluate and improve your use of Picktime to
ensure that you are making the most of the platform. Look for areas for improvement, make
adjustments as needed, and monitor your performance to ensure that you are achieving your
goals.

CHAPTER THREE

CALENDLY

3.1 INTRODUCTION

3.1.1 Definition Of Calendly

Calendly is a scheduling and appointment scheduling software that allows users to schedule meetings
and appointments with ease. It eliminates the back-and-forth emailing and calling to find a time that
works for everyone.

3.1.2 Overview Of Calendly Features

Features of Calendly include:

1. Automated scheduling: Calendly automatically syncs with your calendar and shows only the
times you are available.

2. Customizable scheduling pages: Users can customize their scheduling pages with their branding,
color scheme, and language.

3. Meeting Types: Users can create different types of meetings and appointments, each with their
unique settings and preferences.

4. Email and SMS notifications: Calendly sends email and SMS notifications to users and their
invitees to confirm appointments.
 5. Integrations: Calendly integrates with a variety of other tools, including Google Calendar,
Salesforce, and Zapier.

6. Analytics and Reporting: Calendly provides analytics and reporting to help users track the
performance of their scheduling and appointments.
7. Team Scheduling: Calendly allows multiple users to schedule appointments and meetings from a
single account.

3.2 SETTING UP YOUR CALENDLY ACCOUNT

3.2.1 Creating An Account

1. Go to the Calendly website (https://calendly.com)

2. Click on the "Sign Up" button in the upper right corner of the page
3. Fill in your first name, last name, and email address in the designated fields.

4. Choose a password and type it into the password field.

5. Click the "Sign Up" button

6. Verify your email address by clicking the verification link sent to your email.

7. Once your email is verified, you will be taken to the Calendly Dashboard.

8. On the Dashboard, you can customize your account and start scheduling events.

3.2.2 Setting Up Your Availability

1. Log in to your Calendly account

2. Click on the "Availability" tab in the left-side menu

3. Choose your time zone from the drop-down menu at the top of the page.

4. Click the "Add availability" button.

5. Select the type of availability you want to add: either "Business hours" or "Custom availability."

6. If you choose "Business hours," select the days and hours you want to set as available.

7. If you choose "Custom availability," select the start and end dates and times for your availability
block.
 8. Repeat steps 5 to 7 to add multiple availability blocks.
9. Click the "Save" button to confirm and save your availability.

3.2.3 Integrating Calendly With Your Calendar

1. Log in to your Calendly account.

2. Click on the "Integrations" tab in the left-side menu.

3. Choose the calendar you want to integrate Calendly with from the list of supported calendars,
such as Google Calendar, Outlook Calendar, or Apple Calendar.
4. Follow the instructions for the specific calendar integration you selected.

5. Authorize Calendly to access your calendar by logging in to your calendar account and granting
permission.

6. Once authorized, your Calendly events will automatically be added to your calendar and kept in
sync.

3.3 CREATING AND MANAGING EVENTS

3.3.1 Creating Events

1. Log in to your Calendly account.

2. Click on the "Events" tab in the left-side menu.

3. Click the "New Event" button.

4. Give your event a name, such as "30-minute consultation" or "1-hour meeting."

5. Choose the type of event you want to create, such as a "One-on-one" or "Group" event.

6. Select the length of the event and the time slot increments you want to offer.

7. Choose the availability you want to set for the event.

8. Add any additional details, such as a description or location, if desired.

 9. Click the "Save" button to create the event.

3.3.2 Customizing Events

1. Log in to your Calendly account.

2. Click on the "Events" tab in the left-side menu.

3. Locate the event you want to customize and click on its name to open it.

4. On the event page, you can make various customization options, including:

● Event information: Modify the event name, description, and location.

● Availability: Adjust the days and times the event is available.

● Invitee info: Choose what information you want to collect from the invitee when they
schedule an event, such as their name, email, and phone number.

● Event details: Add a custom thank-you message, custom confirmation and reminder
emails, and custom event pages.

5. Once you have made all desired changes, click the "Save" button to confirm your changes.

3.3.3 Managing Events

1. Log in to your Calendly account.

2. Click on the "Events" tab in the left-side menu.

3. You will see a list of all your events.

4. To view an event's details, click on its name.

5. To edit an event, click the "Edit" button on the event page.

6. To delete an event, click the "Delete" button on the event page.

7. To view and manage event invites, click on the "Invites" tab in the left-side menu. Here you can
see a list of all your event invites, accept or decline them, and add custom notes to each invite.

8. To view and manage your scheduled events, click on the "Calendar" tab in the left-side menu.
Here you can see all of your upcoming events and make changes if necessary.
3.3.4 Delegating Event Scheduling

1. Log in to your Calendly account.

2. Click on the "Teams" tab in the left-side menu.

3. Click the "Create Team" button.

4. Give your team a name and add team members by entering their email addresses.

5. Choose which events you want to delegate to your team by selecting them from the list of
events.

6. Assign a default event to each team member, if desired.

7. Customize the notification settings for each team member.

8. Click the "Create Team" button to save your changes.

3.4 INVITING ATTENDEES

3.4.1 Sending Invitations

1. Log in to your Calendly account.

2. Click on the "Events" tab in the left-side menu.

3. Locate the event for which you want to send invitations and click on its name to open it.
4. On the event page, click the "Invite" button.

5. Enter the email addresses of the people you want to invite. You can add multiple email
addresses at once by separating them with a comma.

6. Add a personalized message, if desired.

7. Choose the type of invitation you want to send, such as a "One-time" or "Recurring" invitation.

8. Select the dates and times you want the invitation to be sent.

9. Click the "Send Invitations" button to send the invitations.

3.4.2 Customizing Invitation Templates
1. Log in to your Calendly account.

2. Click on the "Settings" tab in the left-side menu.

3. Click the "Emails & Notifications" option.

4. In the "Invitation Email" section, click the "Customize" button.

5. Customize the subject line, sender name, and sender email address for your invitation emails.

6. Use the rich text editor to customize the content of your invitation emails.

7. Add merge tags to personalize the content of each email. For example, you can include the
invitee's name, event name, and date and time of the event.

8. Preview your changes to make sure everything looks good.

9. Click the "Save Changes" button to confirm your changes.

3.4.3 Tracking Invitation Status

1. Log in to your Calendly account.

2. Click on the "Invites" tab in the left-side menu.

3. Here you will see a list of all your event invitations, including their status.
4. The status of an invitation can be "Pending," "Accepted," "Declined," or "No Response."

5. To view more details about an invitation, click on its name.

6. On the invitation detail page, you can view the invitee's name and email address, the event
details, and any custom notes you added.

7. You can also resend an invitation, decline it, or add custom notes by using the buttons on the
invitation detail page.
3.5 SCHEDULING APPOINTMENTS

3.5.1 Setting Appointment Availability

1. Log in to your Calendly account.

2. Click on the "Events" tab in the left-side menu.

3. Click the "New Event" button.

4. Choose the type of event you want to create, such as a "One-on-One" or "Group" event.

5. Enter a name for your event and select the calendar(s) you want to use for scheduling.

6. Set the availability for your event. You can specify the days and times you're available, as well as
any time zones and scheduling buffers.

7. Choose the duration of each appointment and specify how many appointments you want to
schedule back-to-back.

8. Choose any additional options, such as setting the minimum notice required for scheduling,
adding attendees, or requiring payment.

9. Click the "Save and Continue" button to save your changes.

3.5.2 Managing Appointment Conflicts

1. Log in to your Calendly account.

2. Click on the "Events" tab in the left-side menu.

3. Click on the name of the event for which you want to manage conflicts.

4. Click on the "Availability" tab.

5. Here you can see a calendar view of your availability, with scheduled appointments and any
conflicts.

6. To resolve a conflict, hover over the conflicting appointment and click the "Reschedule" button.

7. Choose a new date and time for the appointment and click the "Save" button.

8. Repeat this process for any other conflicting appointments.

3.5.3 Rescheduling Appointments
1. Log in to your Calendly account.

2. Click on the "Events" tab in the left-side menu.

3. Click on the name of the event for which you want to reschedule appointments.

4. Click on the "Appointments" tab.

5. Here you will see a list of all your scheduled appointments.

6. To reschedule an appointment, click on its name to open the appointment detail page.

7. Click the "Reschedule" button.

8. Choose a new date and time for the appointment and click the "Save" button.

3.6 HANDLING PAYMENTS

3.6.1 Setting Up Payment Processing

1. Log in to your Calendly account.

2. Click on the "Events" tab in the left-side menu.

3. Click on the name of the event for which you want to reschedule appointments.

4. Click on the "Appointments" tab.

5. Here you will see a list of all your scheduled appointments.

6. To reschedule an appointment, click on its name to open the appointment detail page.

7. Click the "Reschedule" button.

8. Choose a new date and time for the appointment and click the "Save" button.

3.6.2 Managing Payment Details

 1. Log in to your Calendly account.
2. Click on the "Integrations" tab in the left-side menu.

3. Scroll down to the "Payments" section and click the "Connect" button next to the payment
processor you want to use (e.g. Stripe).

4. Enter your payment processor credentials and complete the authorization process.

5. Once the integration is complete, return to the "Integrations" page and click the "Settings"
button next to your payment processor.

6. Set the payment options for your events, such as the amount to be charged, the currency, and
any taxes.

7. Choose whether to require payment for all events or only for specific events.

8. Choose whether to require payment before the event, during the event, or after the event.

9. Click the "Save" button to save your changes.

3.6.3 Processing Payments

1. Log in to your Calendly account.

2. Click on the "Events" tab in the left-side menu.

3. Click on the name of the event for which you want to process payments.

4. Click on the "Appointments" tab.

5. Here you will see a list of all your scheduled appointments.

6. To process a payment, click on the appointment to open the appointment detail page.

7. If the attendee has not yet paid, click the "Charge" button.

8. Enter the payment amount and click the "Charge" button to process the payment.

9. The payment will be processed automatically using the payment processor you have set up (e.g.
Stripe).

10. The payment status will be updated to show that it has been processed.
3.7 CUSTOMER MANAGEMENT

3.7.1 Storing Customer Information

1. Log in to your Calendly account.

2. Click on the "Integrations" tab in the left-side menu.

3. Scroll down to the "CRM & Forms" section and click the "Settings" button next to the CRM or
form builder that you want to use.

4. If you haven't set up a CRM or form builder yet, you'll need to follow the steps to connect one
before proceeding.

5. Once your CRM or form builder is set up, you can use it to collect and store customer
information during the event scheduling process.

6. During the scheduling process, attendees will be prompted to enter their information in the
form. This information will be automatically saved to your CRM or form builder.
7. To view the customer information, simply login to your CRM or form builder and access the
relevant data

3.7.2 Managing Customer Profiles

1. Log in to your Calendly account.

2. Click on the "Integrations" tab in the left-side menu.

 3. Scroll down to the "CRM & Forms" section and click the "Settings" button next to the CRM or
form builder that you want to use.

4. If you haven't set up a CRM or form builder yet, you'll need to follow the steps to connect one
before proceeding.
5. Once your CRM or form builder is set up, you can use it to manage customer profiles.

6. To view a customer profile, log in to your CRM or form builder and search for the customer by
name or email address.

7. From the customer profile page, you can view their contact information and any previous
appointments or events they have scheduled.

8. You can also edit their information if necessary by clicking the "Edit" button.

9. If you want to add additional information to the customer profile, you can do so by adding
custom fields to your form in your CRM or form builder.

3.7.3 Sending Follow-Up Messages

1. Log in to your Calendly account.

2. Click on the "Settings" tab in the left-side menu.

3. Scroll down to the "Automated Emails" section.

4. Choose the type of follow-up message that you want to send, such as a confirmation email to
attendees after they book an appointment or a reminder email sent before the appointment.

5. Customize the email template to include your branding and messaging, using the available
placeholders to personalize the message for each attendee.

6. Turn on the email by toggling the switch next to "Enabled."

7. Decide when you want the email to be sent, such as immediately after booking, a specific
number of hours or days before the appointment, or after a certain number of appointments
have been scheduled.

8. Save your changes.

3.8 REPORTING AND ANALYTICS

3.8.1 Tracking Appointment Data

1. Log in to your Calendly account.

2. Click on the "Reports" tab in the left-side menu.

3. Choose the report type that you want to view, such as "Appointments Scheduled" or
"Appointments Completed."

4. Customize the report as needed by selecting a date range, choosing which events to include,
and selecting any other filters that you need.

5. View the report data, which will include information such as the number of appointments
scheduled, the appointment duration, the attendee's name and email, and any other data that
you have collected.

6. You can also export the report data to a CSV file for further analysis or to use in other tools.

7. If you have integrated Calendly with a CRM or other tools, you can also view appointment data
within those tools.

3.8.2 Analyzing Performance Metrics

1. Log in to your Calendly account.

2. Click on the "Reports" tab in the left-side menu.

3. Choose the report type that you want to view, such as "Appointments Scheduled" or
"Appointments Completed."
4. Customize the report as needed by selecting a date range, choosing which events to include,
and selecting any other filters that you need.
5. View the report data, which will include information such as the number of appointments
scheduled, the appointment duration, the attendee's name and email, and any other data that
you have collected.
 6. Analyze the performance metrics by comparing different data points to identify trends and
patterns. For example, you may want to look at the number of appointments scheduled by day,
week, or month to see if there are any trends in your scheduling patterns.

7. Use the performance metrics to identify areas for improvement and make changes as needed.
For example, if you see that you have a low number of appointments scheduled on certain days,
you may want to adjust your availability or reach out to more potential attendees on those days.

8. Repeat these steps regularly to monitor your performance metrics and continue making
improvements over time.

3.8.3 Generating Reports

1. Log in to your Calendly account.

2. Click on the "Reports" tab in the left-side menu.

3. Choose the report that you want to generate from the available options, such as a summary of
all your events, a breakdown of appointment types, or a list of attendees.

4. Select the date range that you want to include in the report.

5. Choose any additional filters or options to refine the report, such as sorting by event type,
attendee, or appointment time.

6. Click on the "Generate Report" button to generate the report.

7. Review the report data and use the available tools to export, download, or print the report as
needed.
3.9 INTEGRATING WITH OTHER TOOLS

3.9.1 Integrating With Email And Calendar Tools

1. Log in to your Calendly account.

2. Click on the "Integrations" tab in the left-side menu.

3. Choose the email or calendar tool that you want to integrate with, such as Gmail, Microsoft
Outlook, or Google Calendar.
4. Follow the prompts to connect your Calendly account with the chosen tool. This may involve
entering your login credentials, giving Calendly permission to access your calendar or email, or
setting up an API key or webhook.
5. Once the integration is set up, you can start using Calendly with your email and calendar tools.
For example, you can automatically receive appointment reminders and notifications, send
appointment invitations, or view your Calendly events directly in your calendar.

3.9.2 Integrating With CRM And Marketing Tools

1. Log in to your Calendly account.

2. Click on the "Integrations" tab in the left-side menu.

3. Choose the CRM or marketing tool that you want to integrate with, such as Salesforce, Hubspot,
or Marketo.

4. Follow the prompts to connect your Calendly account with the chosen tool. This may involve
entering your login credentials, giving Calendly permission to access your CRM or marketing
platform, or setting up an API key or webhook.

5. Once the integration is set up, you can start using Calendly with your CRM and marketing tools.
For example, you can automatically sync attendee information, create new leads or contacts, or
send targeted follow-up messages based on attendee behavior.
3.10 CUSTOMIZING YOUR CALENDLY EXPERIENCE

3.10.1 Changing The Appearance Of Your Calendly Page

1. Log in to your Calendly account.

2. Click on the "Brand" tab in the left-side menu.

3. Choose the type of Calendly page that you want to customize, such as your main Calendly page,
event pages, or embedded widgets.

4. Use the editing tools to customize the appearance of your Calendly page. You can change the
background color, font, logo, and other elements to match your brand's look and feel.

5. Preview your changes in real-time and make adjustments as needed.

6. Save your changes and publish your Calendly page.

3.10.2 Customizing Appointment Settings

1. Log in to your Calendly account.

2. Click on the "Event Types" tab in the left-side menu.

3. Choose the event type you want to customize.

4. Scroll down to the "Appointment Settings" section.

5. Customize the appointment settings to match your preferences, such as the appointment
duration, buffer time, and available timeslots.

6. Save your changes.

7. Repeat these steps for each event type that you want to customize.

3.10.3 Creating Custom Workflows

1. Log in to your Calendly account.

 2. Click on the "Integrations" tab in the left-side menu.
3. Scroll down to the "Custom Workflows" section.

4. Click the "Add Workflow" button.

5. Give your custom workflow a name.

6. Choose the trigger for your workflow, such as a new appointment being scheduled or an
appointment being canceled.

7. Choose the action for your workflow, such as sending an email or updating a Google Sheet.

8. Customize the details for your action, such as the recipient's email address or the Google Sheet
to be updated.

9. Save your changes.

GOOGLE CALENDAR

4.1 INTRODUCTION TO GOOGLE CALENDAR

4.1.1 What Is Google Calendar

Google Calendar is a time-management and scheduling calendar service developed by Google. It allows
users to create and manage events, appointments, and reminders, and also share their calendar with
others. It integrates with other Google services such as Gmail, Google Drive, and Google Maps, making it
a convenient tool for managing schedules and staying organized. The calendar supports multiple views,
including day, week, month, and agenda, and can be accessed from a web browser or through the
Google Calendar mobile app. Google Calendar also has features such as customizable reminders,
automatic time zone detection, and the ability to invite others to events.

4.1.2 Benefits Of Using Google Calendar

1. Easy Scheduling: Google Calendar allows users to quickly and easily schedule events,
appointments, and reminders with just a few clicks.

2. Integration with Other Google Services: Google Calendar integrates with other Google services,
such as Gmail and Google Drive, making it a convenient tool for managing schedules and staying
organized.
 3. Multiple View Options: The calendar supports multiple views, including day, week, month, and
agenda, allowing users to choose the view that works best for them.

4. Collaboration: Google Calendar makes it easy to share your calendar with others and collaborate
on scheduling. You can give others access to your calendar and see their schedules, making it
easier to coordinate schedules and avoid conflicts.

5. Mobile Access: Google Calendar is accessible from anywhere with an internet connection,
including your smartphone or tablet, making it easy to stay on top of your schedule on the go.
6. Customizable Reminders: Google Calendar allows you to set reminders for events and
appointments, and customize the reminder time and type (email, pop-up, etc.).

7. Time Zone Detection: Google Calendar automatically detects and adjusts to the user's time
zone, making it easy to schedule and attend events regardless of location.

8. Multi-Language Support: Google Calendar supports multiple languages, making it accessible to

users around the world

4.1.3 Setting Up A Google Calendar Account

1. Go to the Google Calendar website (calendar.google.com) in your web browser.

2. Click the “Sign in” button at the top right of the screen.

3. If you already have a Google account, enter your email address and password to log in. If you
don't have a Google account, click the “Create account” button and follow the prompts to
create a new account.

4. Once you're logged in, you'll be taken to the Google Calendar dashboard. Here you can view and
manage your upcoming events, appointments, and meetings.

5. To customize your calendar, click on the “Settings” button in the top right corner of the screen.
Here, you can change the color scheme of your calendar, add new calendars, set up
notifications, and much more.

6. To add a new event to your calendar, simply click on the date and time you want the event to
occur, and a new event form will pop up. Fill in the details of your event, such as the title,
location, and description, and then click “Save.”
 7. To invite others to an event, click on the event and then click on the “Invite people” button.
Enter the email addresses of the people you'd like to invite, and they'll receive an email with the
details of the event.

8. To share your calendar with others, click on the “Settings” button and then click on the
“Sharing” tab. From here, you can share your calendar with specific people, or make it public so
that anyone can view it.

9. To view your calendar on your mobile device, simply download the Google Calendar app from
the App Store or Google Play Store.

4.2 CREATING AND MANAGING CALENDARS

4.2.1 Creating A New Calendar

1. Log in to your Google Calendar account.

2. Click on the "+" sign next to "My Calendars" on the left side of the page.

3. Select "Create new calendar".

4. Enter a name for your calendar in the "Calendar Name" field.

5. Set a time zone for your calendar in the "Time Zone" drop-down menu.

6. Choose whether or not to make your calendar public or private by selecting the appropriate
option in the "Access Permissions" section.

7. Click the "Create Calendar" button.

4.2.2 Sharing Calendars With Others

1. Log in to your Google Calendar account

 2. On the left side of the screen, click on the calendar you wish to share.
3. Click the three dots (“More”) located next to the calendar’s name.

4. Select “Settings and Sharing” from the drop-down menu.

5. In the “Access Permissions” section, click on the “Add People” button.

6. Enter the email address of the person you want to share the calendar with.

7. Choose the type of access you want to grant:

 See all event details: Grants the recipient access to all events, including details, on your
calendar.

 See only free/busy: Grants the recipient the ability to see if you are available or not, but
not the details of your events.

8. Add an optional message to the recipient, explaining why you are sharing the calendar.

9. Click the “Send” button to share the calendar.

10. The recipient will receive an email with a link to your calendar. If they have a Google Calendar
account, they can add it to their calendar and view it in the same way as their own calendars.

4.2.3 Changing Calendar Settings

1. Log in to your Google Calendar account.

2. Click the gear icon in the top right corner and select "Settings" from the drop-down menu.

3. In the Settings page, you will see multiple sections including General, Calendar, Event settings,
and Mobile setup.

4. In the Calendar section, you can change the time zone, first day of the week, and other display
settings for your calendar.

5. In the Event settings section, you can choose how you want to receive notifications for events
and how to respond to event invitations.

6. In the Mobile setup section, you can choose to receive text message notifications for events and
manage settings for the Google Calendar app on your mobile device.

7. When you have made the desired changes, click the "Save" button at the bottom of the page.
4.2.4 Adding Events To A Calendar
1. Open Google Calendar in your web browser.

2. Click on the day in the calendar where you want to add an event.
3. A new event window will open.

4. Fill in the event details, including the event name, location, start time, and end time.

5. If you want to add a description, click the "Description" field and type in the information.

6. If you want to add guests to the event, click the "Add guests" field and type in their email
addresses.

7. You can also add reminders, notifications, or repeat the event if desired.
8. When you're finished, click the "Save" button to add the event to your calendar.

4.2.5 Editing And Deleting Events

1. Log in to your Google Calendar account.

2. Locate the event you want to edit or delete.

3. To edit an event, click on the event to open its details, make the necessary changes, and then
click the "Save" button.
4. To delete an event, click on the event to open its details, then click on the "Delete" button.

5. If you want to delete multiple events, select the events by holding down the "Ctrl" key on your
keyboard and clicking on the events, then click on the "Delete" button.
6. Confirm the deletion by clicking "Ok" in the confirmation dialog box.

7. Your event will now be deleted.

4.2.6 Quick Event Creation

1. Open Google Calendar on your computer.

2. In the top left corner of the calendar, click the day and time for the event.

3. Enter the event name in the "Event name" field.

4. (Optional) If you have multiple calendars, choose the calendar you want to add the event to.
 5. (Optional) Enter details, like the location or a description, in the event details section.
6. (Optional) Choose the event length by dragging the "Event end" slider.

7. Click the "Save" button

4.2.7 Repeating Events

1. Open Google Calendar and log in to your account.

2. Click on the day and time that you want to create the repeating event.

3. Fill in the event details such as title, location, and description.

4. Scroll down to the "Does Not Repeat" section and click on it.

5. Select the frequency of the event, such as "Daily", "Weekly", "Monthly", or "Yearly".

6. Choose the specific days of the week or date for the event to occur.
7. Set the start and end dates for the repeating event.

8. Choose whether to end the event after a certain number of occurrences or on a specific date.
9. Save the repeating event by clicking on "Save".

10. Repeat steps 3-9 for each repeating event that you want to create.

4.2.8 Creating Event Invitations

1. Log in to your Google Calendar account.

2. Create a new event by clicking on the desired date and time in the calendar or clicking the
"Create" button in the top left corner.
3. Enter the event details, such as the title, location, and description.

4. To invite attendees, click on the "Add guests" field and enter the email addresses of the people
you want to invite.

5. Choose your desired notification options for the guests.

6. Click "Save."

7. A pop-up window will appear asking you to choose the type of invitation you want to send.
Select "Send email invitations."
 8. A message will be sent to the guests with a link to the event, and they will have the option to
accept or decline the invitation.

9. You can view the status of the invitations and see who has responded by clicking on the event in
the calendar and clicking on the "Guests" tab.
10. You can also send reminders or additional information to guests by clicking on the event in the
calendar and clicking the "Email guests" button.

4.3 CUSTOMIZING GOOGLE CALENDAR

4.3.1 Changing Calendar Display Settings

1. Open Google Calendar in your web browser.

2. Click on the "Settings" gear icon located in the upper-right corner of the screen.
3. Select "Calendar settings" from the drop-down menu.

4. On the left side of the screen, click on the "General" tab.

5. Find the "Calendar display" section and select the display options you prefer.

6. Choose your preferred time zone and select a date format.

7. Choose the start day of your week.

8. If desired, select the option to show weekends in a different color.

9. Click the "Save" button to save your changes.

4.3.2 Adding Themes To Your Calendar

1. Log into your Google Calendar account.

 2. Click on the gear icon located in the top right corner of the screen to access the Google Calendar
settings.

3. Select "Themes" from the settings menu.

4. Browse the available themes and select the one you would like to use for your calendar.

5. The selected theme will be applied to your calendar automatically.

6. To preview how the theme will look, click on the "Preview" button located next to each theme.

7. If you would like to change the theme at a later time, repeat the above steps.

8. If you would like to return to the default theme, simply select the "Default" theme from the
theme options.

9. Click "Save" to apply the changes and complete the process.

10. Your Google Calendar is now set up with the desired theme, adding a new level of customization
to your scheduling experience.

4.3.3 Creating Custom Color Codes For Events

1. Log in to your Google Calendar account.

2. Click the gear icon in the upper right corner of the screen and select “Settings”.

3. In the “Settings” menu, select “Calendars”.

4. Locate the calendar you want to customize and click on its name.

5. In the calendar details section, click on “Edit events”.

6. Scroll down until you see the “Event color” option and click the color box.

7. Choose a custom color by either entering the hex code or selecting a color from the palette.

8. Once you’ve chosen your custom color, click “Save”.

9. Repeat steps 5 through 8 for each calendar you want to customize with a custom color code.

10. Your events will now be displayed in the custom color you’ve chosen for each calendar.

4.3.4 Hiding And Showing Calendars

 1. Log in to your Google Calendar account.
2. Click on the "Settings and sharing" button on the left side of the screen.

3. Locate the calendar that you want to hide or show.

4. If you want to hide a calendar, click on the "Show/hide calendar" toggle button until it's in the
"off" position. If you want to show a calendar, click the toggle button until it's in the "on"
position.

5. Click the "Save" button to confirm the changes.

4.3.5 Customizing Event Notifications

1. Log in to your Google Calendar account.

2. In the Google Calendar main page, click on the gear icon located in the top right corner.

3. Select "Settings" from the drop-down menu.

4. Go to the "Event notifications" section.

5. For each type of event (such as an all-day event or a standard event), you can customize the
notification. You can choose to receive notifications by email, SMS, or pop-up.
6. For each notification type, you can specify how far in advance you want to receive the
notification. For example, you might want to receive an email reminder the day before an event,
but an SMS reminder the hour before.

7. If you want to receive notifications for all events in a specific calendar, select the calendar from
the list and customize its notifications.

8. Once you have made your changes, click on the "Save" button.
4.4 MANAGING AVAILABILITY AND SCHEDULING

4.4.1 Viewing Your Schedule

1. Log into your Google Calendar account.

2. Click on the “Month” or “Agenda” view to see all events in the selected time period.

3. You can also click on “Day” or “Week” view to see events for a specific day or week.

4. You can use the “Previous” and “Next” arrows to navigate through different months and weeks.

5. You can also use the search bar at the top of the page to find specific events.

6. To see events for a specific calendar, you can click on the calendar’s name on the left side of the
page to display only events from that calendar.

7. You can also customize the display of your schedule by adjusting the settings, such as changing
the color of events, hiding or showing specific calendars, and more.

4.4.2 Scheduling Appointments And Meetings

Calendar:

1. Log in to your Google Calendar account.

 2. Click on the date and time you want to schedule an appointment or meeting.
3. Click on the "Create" button to open the event creation window.

4. Enter the name of the event or appointment in the "Event Name" field.
5. Select the start and end time of the event.

6. Choose the calendar you want to add the event to.

7. If you want to add guests, click on the "Add guests" button and enter their email addresses.

8. If the event is a recurring event, you can choose the recurring frequency using the drop-down
menu.

9. You can also add a location for the event.

10. You can add a description for the event in the "Description" field.

11. Click on the "Save" button to schedule the appointment or meeting.

12. You can view your scheduled appointments and meetings by clicking on the "Agenda" or
"Month" view in Google Calendar

4.4.3 Checking Availability Before Scheduling

1. Log in to your Google Calendar account.

2. In the top left corner, click the "+" icon to create a new event.

3. Fill in the event details, such as the title, start and end time, and location.

4. Click on the "Guest" section and add the email addresses of the attendees you want to invite.

5. If you want to check the availability of your attendees before scheduling, click on the "Find a
time" tab.

6. Google Calendar will show you the availability of your attendees based on their Google Calendar
schedules. You can adjust the event start and end time to find a time that works for everyone.

7. If you need to schedule the event for a specific date and time, you can use the "Date" view to
see your attendees' schedules on a specific day.

8. Once you have found a time that works for everyone, click "Save" to schedule the event.

9. The event will now be added to your calendar and your attendees will receive an invitation to
the event.
4.4.4 Responding To Event Invitations

1. Open the invitation email in your Gmail account and click on the "View in Calendar" button.

2. In the Google Calendar event, click on the "Yes," "Maybe," or "No" button to respond to the
invitation.

3. You can also add a comment by clicking on the "Add a note" section.

4. The organizer of the event will be able to see your response and any comments you have added.
5. If you need to make changes to your response, simply click on the "Yes," "Maybe," or "No"
button again and select a new response.

6. If you need to edit your comment, click on the "Add a note" section and make any necessary
changes.

7. Once you have responded to the invitation, it will be added to your Google Calendar and you
will receive reminders for the event.

4.4.5 Rescheduling Events

1. Open Google Calendar on your computer.

2. Find the event you want to reschedule and click on it to open its details.

3. Click on the "Edit event" button located on the right side of the event details.

4. In the "Edit event" page, go to the "Date and time" section and make changes to the start and
end time of the event.

5. If you need to change the date, you can do so by clicking on the date field and selecting a new
date from the calendar.

6. If you have added guests to the event, you can choose to notify them of the change by selecting
the "Notify guests" checkbox.

7. When you're done, click on the "Save" button to update the event with the new date and time.
8. If you have a busy schedule, you can also use the "Find a time" feature to quickly find a new
time that works for everyone involved.

9. Repeat these steps as needed to reschedule additional events.

 10. Check your updated calendar to ensure that all events have been rescheduled as desired.

4.4.6 Delegating Scheduling Tasks To Others

1. Log in to your Google Calendar account.

2. Navigate to the calendar you want to delegate.

3. Click on the "Settings and sharing" option in the calendar's menu.

4. Click on the "Add people" button and enter the email addresses of the people you want to
delegate to.

5. Choose the level of access you want to grant to each delegate. Options include "Make changes
to events," "See all event details," and "Make changes and manage sharing."

6. Click "Send" to send the invitation to your delegates.

7. Once your delegates have accepted the invitation, they will be able to manage the calendar on
your behalf.

8. To monitor your delegates' activities, go to the calendar's "Settings and sharing" page and click
on the "Delegated to" tab. You can revoke delegate access or change the level of access at any
time.

4.4.7 Setting Up A Vacation Responder

1. Open Google Calendar on your computer

2. Click on the gear icon in the top right corner and select "Settings"

3. Select the "General" tab

4. Scroll down to the "Vacation responder" section

5. Toggle the switch to "On"

6. Enter the start and end dates for your vacation responder

7. Type a message that will be sent as your response to events during the specified dates

8. Optionally, you can choose to send event invitations during this time to a specific email address,
or decline them automatically.
 9. Click on "Save"

4.5 INTEGRATING GOOGLE CALENDAR WITH OTHER TOOLS

4.5.1 Integrating With Gmail

1. Log into your Gmail account and click on the Google Calendar icon located on the top right side
of the page.

2. If you don’t see the Google Calendar icon, click on the Google Apps icon (grid of nine squares)
and select Google Calendar from the list.

3. Once in Google Calendar, click on the settings (gear) icon in the top right corner.

4. From the drop-down menu, select “Settings”.

5. In the “General” tab, scroll down to the “Integrate Calendar” section and click on the “Google
Calendar”

4.5.2 Integrating With Google Drive

1. Open Google Calendar: Once you are signed in, click on the "Google Calendar" icon to open the
Calendar.

2. Open the Google Drive integration page: Click on the "Settings" button located in the top right
corner of the Calendar. From the drop-down menu, select "Integrations".

3. Enable Google Drive integration: On the Integrations page, you will see a list of available
integrations, including Google Drive. Click on the "Google Drive" integration to open the
integration setup page.

4. Authorize Google Calendar to access your Google Drive account: Click the "Authorize" button to
give Google Calendar access to your Google Drive account. You may be asked to sign in to your
Google Account if you are not already signed in.

5. Choose the Google Drive folder to link to Google Calendar: After authorization, you will be
prompted to choose the Google Drive folder that you want to link to your Google Calendar. You
can either select an existing folder or create a new folder specifically for this integration.

6. Save the integration: Once you have selected the folder, click on the "Save" button to complete
the integration setup.

4.5.3 Integrating With Other Calendar Tools

1. Identify the calendar tools you want to integrate with Google Calendar.

2. Check if the calendar tools have the option to integrate with Google Calendar.
 3. If available, log in to your account for the calendar tool you want to integrate with Google
Calendar.

4. Go to the integration or sync settings in the calendar tool.

5. Find the Google Calendar integration option and click on it.

6. Authorize the integration between the calendar tool and Google Calendar.

7. Set up the synchronization options like frequency, events to be synced, etc.

8. Save the changes.

9. Repeat the above steps for all the calendar tools you want to integrate with Google Calendar.

10. Verify the integration by checking if events from the integrated calendar tools are showing up in
Google Calendar and vice versa.

4.5.4 Importing And Exporting Calendar Data

Exporting Calendar Data

a. Go to Google Calendar.
b. Click on the settings gear icon in the top right corner of the page and select "Settings."

c. Go to the "Calendars" tab.

d. Find the calendar you want to export, click on the three dots to the right of the calendar's name, and
select "Export."

e. Choose the format you want to export the data in, either ICS or CSV.
f. Click "Export" to download the file.

Importing Calendar Data

a. Go to Google Calendar.

b. Click on the settings gear icon in the top right corner of the page and select "Settings."

c. Go to the "Calendars" tab.

d. Click on the "Import Calendar" button.

e. Choose the file you want to import and select the calendar you want to add the events to.

f. Click "Import" to import the data into the selected calendar.

4.5.5 Adding Google Calendar To Your Website
1. Log in to your Google account and access Google Calendar.

2. On the left side of the screen, click on the three dots icon next to the calendar you want to add
to your website.

3. Select "Calendar settings" from the drop-down menu.

4. In the Calendar Details section, copy the "Embed code" under the Calendar Address section.

5. Open your website builder or editor and navigate to the page where you want to add the
calendar.

6. Look for an "Embed code" or "HTML" widget, and paste the code you copied from Google
Calendar.

7. Save and publish your changes to the website.

8. Check your website to see if the calendar is visible and functioning correctly.

4.6 COLLABORATING WITH OTHERS

4.6.1 Sharing Calendars With Coworkers

1. Log into your Google Calendar account and select the calendar you wish to share.

2. Click the three dots next to the calendar's name and select "Settings and Sharing" from the
dropdown menu.

3. In the "Access Permissions" section, click the "Add People" button.

4. Enter the email addresses of the coworkers you would like to share the calendar with.

5. Set the sharing permissions for each coworker. You can choose to make the calendar "See all
event details", "See only free/busy (hide details)", or "Make changes to events".

6. Click the "Send" button to send an invitation to the selected coworkers.

7. The invited coworkers will receive an email notification with a link to the shared calendar.

8. Once accepted, the shared calendar will appear in their Google Calendar account under "Other
Calendars".

9. If necessary, you can repeat this process to share the calendar with additional coworkers.

4.6.2 Working With Team Calendars

1. Set up a Google Workspace account: If you haven't already, you'll need to set up a Google
Workspace account for your team.
 2. Create a new calendar: Log in to your Google Workspace account, click on the "Google
Calendar" app, and click the plus sign (+) to create a new calendar. Give the calendar a name
that is relevant to your team, such as "Team Calendar".

3. Share the calendar: To share the calendar with your team members, click the three dots in the
top right corner of the calendar, and select "Settings and sharing". Then, click the "Add people"
button, enter the email addresses of your team members, and select "Make changes to events".

4. Add events: To add an event to the team calendar, click on the desired date and time, enter the
event details, and select "Save". You can also invite team members to the event by entering
their email addresses in the "Guests" section.

5. Edit events: To edit an event, click on the event, make the desired changes, and click "Save".
6. View team schedules: To view the schedules of your team members, click the "Other calendars"
button on the left side of the screen, select "Team Calendars", and choose the calendars of the
team members you would like to view.
7. Manage team events: As the owner of the team calendar, you can manage events and invitees,
as well as delegate scheduling tasks to others. To delegate a task, simply invite another team
member to the event and assign them a role, such as "Event organizer".
8. Enable notifications: To ensure that you are notified of any changes or updates to the team
calendar, go to "Settings and sharing", select "General settings", and enable email notifications.

4.6.3 Managing Group Events

1. Log in to your Google Calendar account.

2. Go to the “My Calendars” section on the left side of the page.

3. Click on “Create new calendar” and enter a name for the group calendar.
4. Set the calendar’s visibility by selecting one of the following options: “Public on the web”,
“Private”, or “Only available to certain groups”.

5. Once the calendar is created, invite others to the calendar by clicking on “Settings and sharing”
and then “Add people”.

6. Enter the email addresses of the people you want to invite, and select the permission level you
want to grant them (“Make changes to events”, “See all event details”, or “See only free/busy
(hide details)”).

7. If you wish, you can also add a message to accompany the invitation.

8. Click “Send” to send the invitations.

9. As the calendar owner, you can add events to the calendar and edit or delete them as needed.
 10. When others add events, you will receive notifications and can approve or reject them if
necessary.

11. You can also change the calendar’s settings, such as the color, by clicking on “Settings and
sharing” and then “Calendar settings”.
12. To view the group calendar, go to the “My Calendars” section on the left side of the page and
click on the calendar you want to view.

4.6.4 Setting Up Appointment Slots

1. Open Google Calendar on your computer or device.

2. Create a new calendar or select an existing calendar you want to set appointment slots for.

3. Click on the "Create" button in the top left corner to create a new event.
4. In the "Event" section, give your appointment slot a descriptive name, such as "30-Minute
Consultation" or "1-Hour Meeting."

5. Set the start and end time for your appointment slot.

6. In the "Description" section, provide details about the appointment, such as the purpose or
what participants can expect.

7. Scroll down to the "Appointment slots" section and check the "Create appointment slots" box.

8. Specify the length of each appointment slot, such as 15 minutes or 30 minutes.

9. Set the number of appointment slots you want to offer for each time slot.

10. Determine the desired buffer time between appointments and select it from the drop-down
menu.

11. Optionally, you can also choose to send notifications to participants or set the appointment slots
as busy time.

12. Click the "Save" button to create the appointment slots.

13. Share the calendar with the participants or people you want to schedule appointments with by
clicking on the "Share" button in the top right corner.

14. Participants can now select a time slot and book an appointment with you.

15. You can view and manage the appointment slots and bookings in your Google Calendar.

4.6.5 Group Scheduling With Google Calendar

1. Create a Google Calendar account if you don't already have one.

2. Go to the Google Calendar website and sign in to your account.
3. Click on the "Create" button on the top left corner of the screen.

4. Enter a name for the calendar and select a color for it.
5. Share the calendar with your group by clicking on the "Settings and Sharing" button.

6. In the "Access Permission" section, select "Make available for group scheduling."

7. Invite members to the calendar by entering their email addresses. You can also add a message
to the invitation.

8. Once the members have accepted the invitation, they will be able to add and edit events on the
calendar.

9. You can view the calendar by selecting it from the list of calendars on the left-hand side of the
screen.

10. To schedule a group event, simply create a new event and invite the members you want to
attend. You can see their availability before scheduling the event.

11. If you need to reschedule the event, you can simply edit the event and change the date and
time. The calendar will automatically show the updated availability of all members.

12. You can also set up appointment slots for specific times and invite members to sign up for a slot.
This makes it easy to schedule meetings or appointments with multiple people.