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Set Up a Services Calendar

Samantha from Ivorey™ avatar
Written by Samantha from Ivorey™
Updated today

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 want to:

  • Create a Services Calendar for booking appointments

  • Customise a branded booking page with variations, add-ons, and staff-specific details

  • Streamline scheduling across locations and teams
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Important: If your business primarily offers online services or requires dynamic Zoom, Google Meet, or Microsoft Teams links for each appointment, we suggest using a Meetings Calendar instead. Meetings Calendars provide dynamic links and are better suited for one-on-one or simpler online bookings.​

Step 1: Create a New Services Calendar

Services Calendars are ideal for businesses with multiple services, locations, team members, in-person resources, or multi-service bookings. Each service should have its own setup, but all services are managed under one calendar for a streamlined client experience.


Once your services are created, they are displayed together so clients can easily browse all your offerings in a single place. You can configure:

  • Staff-specific pricing for each service

  • Service variations (e.g. duration, add-ons, or packages)

  • Upsells or optional extras tailored to the unique needs of each service

This setup ensures your clients can make informed choices, book exactly what they need, and have a clear view of availability across your team or locations - helping reduce confusion and improve the booking experience.

Click here for the written instructions

  1. From the main Ivorey™ menu, go to [Calendars] then > [Calendar Settings] then > [Services] > [New Service]
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  2. Add Basic Details – Upload a service image (recommended for your booking page), give your service a name, choose a service colour (this is not client facing), write a description, assign staff members, set the price, and select the duration. You may also choose to mark the service as 'Private', if you want it hidden from the main booking page and shared only via direct link. Then click [Confirm]
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  3. Click [Advanced Settings] to configure optional service features:
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    1. On the Service Details tab:
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      1. Staff Availability - Edit available booking slots for each staff member
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        ​Note: we will cover how to configure staff availability and other settings in setup step 4 in this guide.
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      2. Processing Time - Breaks the service into active and passive segments so staff become available during processing
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      3. Pre/Post Buffer Time - Blocks extra minutes before or after the appointment for room resets, preparation, or follow-up
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      4. Payment Options - Configure tax, adjust the service price, enable full or partial payments, and confirm your payment processors
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      5. Service-Level Form - Attach a specific intake form that applies only when this service is booked alone
        ​
        ​​Note: If multiple services are booked in one session, Ivorey™ reverts to your standard form.
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      6. Variations (Optional) - Add variations of the service such as different durations, tiers, or price points (e.g. 60-minute vs. 90-minute sessions). Adjust each variation’s duration, description, or price as needed
        ​

    2. On the [Add-Ons] tab (optional) - Create or assign add-ons such as upgrades, extra services, or product add-ons. Upload an image, set a price and quantity limits, and write a description. These will appear as optional upsells during the booking flow
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    3. On the [Resources] tab (optional) - Assign physical resources such as rooms, equipment, tables, or shared spaces. Create a resource, set its location, and define its capacity to prevent overbooking (i.e. two massage rooms = 2)
      ​

    Click the [Save] button, at the top right corner

  4. Share Your Booking Links - Click the (⁝) three dots on your service to choose:
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    1. Share Booking - Link to this single service
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    2. View Booking Page - Link to your full booking page showing all services and allowing multi-service bookings

    Your clients can now select their preferred service(s), choose variations, add upsells, and book seamlessly.

Step 2: Configure Your Global Service Calendar Settings

You only need to configure Global Settings once when setting up your Services Calendar booking system. If you've already completed this setup, you can safely skip this section unless you need to update or change your global preferences later.
​

Click here for the written instructions

  1. From the main Ivorey™ menu, go to [Calendars] > [Calendar Settings] > [Services] > [Global Settings]
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    ​Note: Global Settings control your entire Services Calendar booking system. Once configured, these settings apply to all Services, Locations, and Booking Pages - so you only need to set this up once.
    ​

  2. On the In-App Settings tab - Configure how clients view and select appointments. Choose how dates display (week starting Saturday, Sunday, or Monday), and toggle on options that apply to your business, including:
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    1. Multiple Locations - Enable if you operate from more than one physical location
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    2. Resources - Enable if you manage rooms, equipment, or shared spaces that need to be booked
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    3. Add-Ons - Enable if you want to offer service upgrades or upsells during booking

    Be sure click [Save Changes], at the top right, before you move to the next tab
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  3. On the [Booking Page] tab - Customise your client-facing booking experience. Update your business name, upload your company logo, and customise your booking URL. Choose how your services are displayed by adjusting:
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    1. Booking Order – Drag to show Services first or Locations first
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    2. Page Layout – Card View, List View, or Allow Bookers to Choose
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    3. Theme – Light, Dark, or Custom (with custom background colour)
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    4. Time Format – 12-hour or 24-hour
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    5. Service Button Labels – Update the button text shown during booking
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    6. Menu Layout – Horizontal or left-side navigation
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    7. Preview changes anytime, by clicking the [Preview Booking Page] button
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    8. ​Additional Display Options:
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      1. Allow customers to pick their team member

      2. Auto-Assign settings

      3. Allow customers to book more than one service in a single booking


    Click the [Save Changes] button, at the top right, before you move to the next tab
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  4. On the [Form Settings] tab – Choose what information you collect at booking. Your form defaults to First Name, Last Name, Email, Phone Number, and Notes.
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    Note: if you want to use a customised form, you will first need to create the form and then select it from the drop-down menu. Please refer to our All About Forms guide for the detailed steps.

    Additional options include:
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    1. Sticky Contacts – Prefills client details if they’ve booked previously on the same browser
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    2. Consent Checkbox – Add a marketing consent checkbox and custom wording
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    3. Confirmation Page – Show the default thank-you message or redirect to a custom URL
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    Click the [Save Changes] button, at the top right, before you move to the next tab
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  5. On the [Payment Settings] tab – Configure global payment rules for all services. Choose your currency and payment provider (defaults to Stripe if connected), and then configure your Payment Options:
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    1. Select either Online Payment, Pay in Person, or Card on File Only
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      ​Note: whatever you choose applies to ALL services in your Services Calendars.
      ​

    2. Hide Payment Amount (optional for in-person or card-on-file bookings)
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    3. Set Payment Mode to Live Mode, at the top, before publishing your calendars
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    Click the [Save Changes] button, at the top right, before you move to the next tab
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  6. On the [Service Settings] tab – Control scheduling rules across all service calendars. Set your default scheduling rules, including:
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    1. Appointment Interval (e.g. every 30 minutes, every hour)
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    2. Minimum Scheduling Notice (e.g. 24 hours in advance)

    3. Date Range for how far in advance clients can book
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    4. Rescheduling & Cancellation Cut-Offs (e.g. rescheduling allowed until 2 hours prior)
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    5. Auto-Confirmation to automatically approve bookings or review manually
      ​

    Click the [Save Changes] button, at the top right, before you move to the next tab
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  7. On the [Additional Settings] tab - Optional global controls, including:
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    1. Contact Assignment to assign new contacts to the staff member they book with
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    2. Facebook Pixel ID to track interactions
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    3. Fixed Time Zone for the booking page (recommended OFF if you use online locations)
      ​

    Click the [Save Changes] button, at the top right, before you move to the next tab
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  8. On the [Notification Settings] tab – Configure email, SMS, and in-app alerts. For each notification type (booking confirmation, cancellation, reschedule, reminders):
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    1. Click the ✏️ pencil icon > and toggle on Enable Email Notification, Enable In-App, and/or Enable SMS
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    2. Check the boxes next to the recipient types you want to send to
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    3. For each recipient type, select your email template (e.g. Appointment Confirmation), edit subject lines, content, sender details as needed
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      ​Note: whatever customisations are made here will apply to notifications sent for ALL services in your Services Calendars. We recommend utilising custom values to pull service or booking-specific information, and keeping other body text generic.
      ​

    4. For Reminders and Follow-ups, set intervals (e.g. 24 hours and 1 hour before or after)

  9. Once all settings are configured, click [Save Changes] to finalise your Global Settings.

Step 3: Set Your Services Calendar Meeting Locations

Locations are primarily for in-person meetings, but virtual rooms can also be created using static Zoom, Google Meet, or Microsoft Teams links. You only need to configure meeting locations once when setting up your Services Calendar booking system. If you’ve already completed this setup, you can safely skip this section unless you need to add, update, or change locations later.

Important: Locations must be assigned individually to each staff member. Even after creating a location, it will not appear on the booking calendar until each staff member’s availability includes that location.

Click here for the written instructions

  1. From the main Ivorey™ menu, go to [Calendars] > [Calendar Settings] > [Services] > [Locations] > and click the [+ New Location] button, at the top right corner
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  2. Upload a Location Image (visual representation on booking page), and fill in the location details, such as the name, phone number, and address. Add a custom URL (optional) to showcase services available at this location (helpful if you offer different services at different locations).
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  3. Click the [Add Location] button, and move to the next setup step to assign Locations to Staff Members

Step 4: Set Staff Availability for Services Calendars

Services Calendars rely on staff availability to determine which time slots can be booked. In this step, you’ll set each team member’s working days and hours so Ivorey™ knows when services can (and can’t) be scheduled. This ensures bookings only appear when the right staff are available to deliver the service.
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Note: availability for Services Calendars must be configured per staff member. You can set this on their behalf, or each team member can log in and update their own availability. A staff member will only show as available for booking if their schedule includes both availability and the assigned location.

Click here for the written instructions

  1. From the main Ivorey™ menu, go to [Calendars] > [Calendar Settings] > [Services] > [Staff]
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  2. Click [Add Staff] to create a new staff profile (this is the same as adding a team member in your account settings), or click the ✏️ pencil icon next to an existing staff member
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  3. Inside the staff profile, on the Basic Details tab, scroll down to Default Availability and adjust their general working days and hours:
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    1. Working days (e.g. Monday–Friday)

    2. Enter the start and end time

    3. Add more time to create a split shift if needed (e.g. 9:00–12:00 PM and 1:00–5:00 PM)
      ​

    Note: default availability applies across all assigned working days unless further customised in Weekly Hours.
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    Click the [Save] button, at the bottom
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  4. On the [Assigned Services] tab, set their Appointment Limit per day/week/month, and select any and all services they should be assigned to
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  5. Go to the [Weekly Working Hours] tab, to drill into day-by-day settings. For each day of the week, click the ✏️ pencil icon:
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    1. Set specific start and end time for that day (e.g. Monday 9:00 AM–5:00 PM)

    2. Review the services available for that day and adjust if needed

    3. Select all relevant locations the staff member works from on that day, and remove any locations that shouldn’t apply


      ​Note: This step ensures that the staff member’s availability at the location will now appear on the booking calendar.
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      Examples:

      • If a staff member only works virtually on Fridays, select only the virtual meeting location for that day

      • If a staff member works from a different physical location on Thursdays, select that location only
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    4. Click [+ Add More Time] to set specific hours per service or location
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    Click the [Save] button, at the bottom
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  6. (optional) On the [Date-Specific Hours] tab, set specifics for leave, public holidays, shortened shifts, or location changes on specific dates:
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    1. Add New Date-Specific Hours or click the ✏️ pencil icon to edit an existing one
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    2. Select one or more dates, mark as Unavailable or set specific start and end time for that specific date

    3. Add/remove services if availability differs on that date
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    4. Add or remove locations for that specific date
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    Examples:

    • Mark Christmas Day as Unavailable

    • On December 26th, make the staff member virtual-only by removing all physical locations and selecting their virtual meeting room
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    Click the [Save] button, at the bottom
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  7. Repeat the steps for each team member. Each staff member must have their own default availability, assigned services, assigned locations, weekly working hours, and optional date-specific adjustments. This ensures accurate booking visibility and prevents scheduling conflicts.

Next Steps

If you’ve completed the steps above, head back to the Master Help Guide on Calendars to explore other scheduling features like Meetings Calendars, calendar integrations, and reporting.

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

Can I use both services and meetings calendars at the same time?

Yes, you can use both meetings and services calendars side by side or choose to use only one type.

Can I set different hours for different staff members?

Yes, Services support staff-specific availability and pricing.

Can clients book multiple services at once?

Yes, the Services booking flow allows multi-service booking in a single checkout. You can enable this in settings when creating or editing a Services Calendar, as outlined in Step 1 of this guide.
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How do reminders work for multi-service bookings?

Services Calendars include a Service Booking workflow trigger that applies to the entire multi-service booking. This means your client will receive just one confirmation and one set of reminders for the overall booking, based on the start time of the first service.
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​Important: To make this works correctly, you must set up a workflow in your Ivorey™ account. The workflow should use the “Service Booking” trigger rather than standard appointment-level triggers, and include the confirmation and reminder emails you want your clients to receive. Once the workflow is published, it automatically handles notifications for multi-service bookings, so you don’t need to send individual reminders for each service.

Can I use dynamic Zoom, Google Meet, or Microsoft Teams links for services calendars?

Dynamic booking links are not available for Services Calendars. However, you can add a static link if you need to provide a virtual meeting location. Or consider using a Meetings Calendar instead.

Can I use multiple payment options for different services within a Services Calendar?

No, within a Services Calendar, you must select a single payment option for all services (e.g. full payment or deposit), even if the individual services have different prices. You can still set staff-specific pricing, coupon codes, and prepayment options, but the chosen payment method applies across all services in that calendar.
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​Tip: If you need different payment methods for individual services, a Meetings Calendar might be a better option for simpler, one-on-one appointments.
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Can I hide a service from the public booking page?

Yes, you can hide services from the booking page. Enable "This is a private service" for the service and share the direct link instead. When this is turned on, the service will not be shown on the public booking page.

Why is my service calendar not showing availability?

If your services calendar isn’t displaying available booking times, it’s usually because availability is not yet assigned to the staff member. For Services Calendars, availability is configured per staff member, not globally for the calendar. Please refer to Step 4 in this guide, for the detailed steps.
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Why is my service calendar not showing the right locations?

Service locations also need to be assigned per staff member. If a calendar shows the wrong location, it usually means the staff member hasn’t been linked to the correct location for that day or service. Please refer to Step 4 in this guide, for the detailed steps.
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How do I add a staff member to my service calendar?

If you want to allow a new team member to be bookable through your Services Calendar, please refer to Step 4 of this guide for the detailed steps.

How do I manage leave or time off in the service calendar?

To add date-specific hours for leave or time off, please refer to Step 4 of this guide for the detailed steps.
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Can a staff member work from different locations on different days?

Yes, inside services calendars, you can you can assign specific locations for each day. Please refer to Step 4 of this guide, for the detailed steps.
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Why aren't my service calendar payments working?

If payments are not processing for your Service Calendar bookings, it’s usually because the payment mode is still in Test Mode. Please refer to Step 2 in this guide, for the detailed steps.
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How do add-ons appear on the booking page?

Inside Services Calendars, customer-facing add-ons appear as optional checkboxes during booking. Any add-on price and/or duration is automatically added to the total. Hidden add-ons do not appear publicly but can be applied internally by staff inside the appointment modal. Click the View Booking Page button to preview.

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 🤍

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All About Calendars: A Master Help Guide
Service Booking Calendar and Menu's
Create a New Calendar and Groups
Calendar Availability
Meetings vs. Services Calendars
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