Before You Dive In
This article is one step from our Master Help Guide: All About Calendars. We recommend starting with the visual walkthrough video and examples inside the Master Help Guide before diving into the technical setup below.
Each Master Help Guide acts as your project plan - teaching you the feature, laying out the steps in the right order, and linking to every resource you’ll need along the way.
This guide is perfect if you're looking to:
Create your first calendar on Ivorey™
Customise your calendar settings and branding
Create a group of appointments to display on one calendar link
Important: If you offer in-person services we suggest using the Services Calendar instead, where you can manage inventory, staff, and clients booking for multiple services at once.
Step 1: Set Your General Profile Availability
This is a foundational step that all team members involved in appointments must complete. This acts as your master availability so typically, you will set these hours to be your general working days/hours. They can be broad (e.g. M-F 9am-5pm) because each individual calendar will have more granular settings. Learn more about how Ivorey™ determines your calendar availability here.
To set each user's general availability:
From the main menu of Ivorey™, have each team member go to [Settings] > [Profile] > and scroll to the [Schedules] section
Enter the general days and hours of work in your schedule, and keep it up-to-date if things change over time
Step 2: Create A New Calendar And Optional Calendar Group
Ivorey™ calendars let you easily manage discovery calls, coaching sessions, team meetings, and any other form of appointment. Each service or session type should have its own calendar so you can clearly manage availability, booking links, and settings.
The next step is to choose your calendar type, and then create it in Ivorey™. Once you've created your individual calendars, you also have the option to add them to a calendar group, where people can look through all your different booking types in the one place.
Click here for the written steps to: Create a new meeting calendar
Click here for the written steps to: Create a new meeting calendar
From the main Ivorey™ menu, select [Calendars] > then [Calendar Settings] > then [Create Calendar]
Choose Calendar Type – Select Personal Booking, Round Robin, Class Booking, Collective Booking, Event Calendar or Service Booking depending on your needs
Add Basic Details – Enter a name for your calendar, assign one or more team members, set a custom URL, choose meeting duration, then click [Advanced Settings]
Add and Confirm Meeting Details - upload a logo, confirm your calendar name, add a calendar description (optional), select a calendar group (if you've already created groups), confirm your custom URL, enter a meeting title, confirm the team members linked to the calendar, set the meeting location, and select a meeting colour
Set Availability and Booking Rules – Adjust weekly or date-specific hours for each team member (this will affect their profile settings) or set custom available hours for this calendar only. Choose whether to look busy, choose whether this meeting will be recurring, adjust meeting duration, intervals, buffer time, and notice
Forms & Payments – Attach a default/custom form and add a thank-you message or redirect page. Toggle on 'Accept Payments', if required:
Set the price and currency. Note: If this section is showing as greyed out for you, it means you have not yet set up your payment processor (e.g. Stripe)
You can select 'Partial Payment' here if you only require a 50% deposit at the time of booking, for example
Note: if partial payment is selected inside your calendar payment settings, an invoice will be automatically generated for the remaining amount. This will be created as a 'draft' inside your Invoice tab, and you will need to send this to the client manually, when you are ready to collect the final payment of the appointment.
Toggle on 'Enable Coupon Codes' so that your clients can enter a coupon code you've created, to receive a discount on their session
Make sure you toggle your payments to Live at the bottom of your calendar payment settings, in order to accept payments
Notifications – Set the rules for invitations, rescheduling, cancellations, and edit the meeting notes
Note: the notifications themselves can only be configured once a calendar has been created and saved - we will cover this in the next step.
Customizations – Upload a cover image, set colours, edit button text, preview your booking widget, and choose whether to allow clients to select their preferred team member when booking (for a Round Robin calendar)
Click the [Save] button, at the top right corner
Click here for the written steps to: Create a calendar group
Click here for the written steps to: Create a calendar group
From the main Ivorey™ menu, go to [Calendars] > [Calendar Settings]
On the left-hand side, click the [+ New Group] button and follow the prompts to create your new group, then press [Save]. If you plan to have multiple groups, you can create them all now
Next, it's time to tell Ivorey™ which calendars you want to be included in each group. To do this, go back to your list of all calendars, and click the pencil icon on each calendar to [Edit]
On the Meeting Details tab, you can choose what Group this calendar belongs to, from the dropdown > then press [Save]
Next Steps
If you’ve completed the steps above, head back to the Master Help Guide On Calendars to move onto the next phase.
Each Master Help Guide acts as your project plan - teaching you the feature, laying out the steps in the right order, and linking to every resource you’ll need along the way.
Frequently Asked Questions
How do I get the location of my event to display on the calendar booking page?
How do I get the location of my event to display on the calendar booking page?
To display the location on your calendar booking page, you can write it in the 'Calendar Description' of your Calendar Settings, and make sure the description is toggled on to display on the calendar booking page.
How do I limit the number of attendees for my event?
How do I limit the number of attendees for my event?
You can set the number of attendees using the 'Maximum bookings per slot' setting. This is very helpful if you're hosting a live event and only want a certain number of seats or tickets available.
Why is my calendar logo squished?
Why is my calendar logo squished?
The reason your calendar logo is squished may be because the dimensions of the logo you have used are too big. To resolve this you can use a platform like Canva to create a custom sized version of your logo, then use this image instead for your calendar logos. The ideal dimensions to get the right proportions for the calendar logo is 180x180 px which gives it a perfect square.
How do I change the message that appears after someone has booked an appointment?
How do I change the message that appears after someone has booked an appointment?
To change the message that appears after someone has booked an appointment, you can edit the 'thank you message' in the Forms & Payment tab of a calendar.
How I do change the branding of a calendar?
How I do change the branding of a calendar?
To add your own branding to a calendar, you can add a calendar logo and further edit the appearance in the Customizations tab of a calendar.
How can I set up a fixed number of appointments e.g. in a package?
How can I set up a fixed number of appointments e.g. in a package?
Whilst there is currently no native way to limit/set the number of appointments a client can book - there is a way you can manually monitor their booking count by creating a few simple workflows. Click here to view the help article.
Still Need Help?
Hit the support chat widget inside Ivorey™ - we can:
Walk you through any of the steps
Troubleshoot anything that’s not working
We’re here and ready to help via the chat widget in the bottom right of your Ivorey™ account. Or if you are looking for done-for-you support, you can browse our current services here 🤍