Calendar Types: Unassigned vs. Assigned

Unassigned Calendars: Overview and Applications 

Unassigned calendars are tailored for individual scheduling, making them perfect for 1-on-1 meetings. These calendars are linked directly to a user, syncing with their Google Calendar or the company’s email system to automatically show open time slots based on the user's current commitments.

Key Features:

• Integrates seamlessly with Google Calendar.

• Automatically refreshes available times based on the connected calendar.

• Best suited for personal or one-on-one appointments.

Practical Example: A sales agent uses an unassigned calendar to set up meetings with prospects. The calendar syncs with their Google Calendar to ensure appointments are only scheduled when they’re available.

Assigned Calendars: Overview and Applications 

Assigned calendars are ideal for coordinating schedules across a team, allowing multiple users to share a calendar. This setup is especially useful for departments where appointments can be assigned to any available team member, often through a round-robin system. Types of assigned calendars include Round-Robin, Class Booking, Collective Booking, and Service calendars.

Key Features:

• Supports multiple users within the same calendar.

• Facilitates round-robin assignment of appointments.

• Allows categorization of appointments by type or purpose.

• Automatically syncs with each user's calendar upon assignment.

Creating a Calendar Group:

1. Go to calendar settings and create a new assigned calendar.

2. Input a name and description for the group (e.g., "Roof Replacement Consultation").

3. Add members to the calendar and set their priority for receiving appointments.

4. Adjust additional settings as required, similar to the setup of an unassigned calendar.

Practical Example: A home improvement company sets up a calendar specifically for roof replacement consultations. The calendar is shared between two employees, ensuring that appointments are distributed evenly according to availability and priority settings.

Connecting Google Calendars 

To streamline scheduling and prevent conflicts, it’s essential to connect users’ Google Calendars with the CRM. This integration allows the system to check availability in real-time, minimizing the risk of double bookings and ensuring efficient appointment management.

Benefits:

• Avoids conflicts by checking current commitments.

• Real-time updates to availability ensure accurate scheduling.

Troubleshooting and FAQs

Q: What happens if an appointment is set during a busy time? A: Ensure the user’s Google Calendar is correctly linked to the CRM. The system should automatically prevent scheduling conflicts by only showing free time slots.

Q: Is it possible to change the priority of users within a calendar group? A: Yes, you can adjust the priority of users to control the sequence in which they receive appointments.