How to Set Up & Share Booking Calendars

How to Set Up & Share Booking Calendars

A PulseHub Calendar is your control centre for appointments, reducing administrative load and preventing double-bookings. This guide focuses on creating a high-utility calendar and integrating it with your external scheduling tools.

Essential Setup: Connecting Your Calendar

Before creating any appointment types, you must ensure your external calendars (Google or Outlook) are connected to PulseHub. This guarantees real-time availability sync.

1. Navigate to Settings: Go to Settings -> My Staff in your PulseHub account.

2. Edit User Profile: Select the user who needs the calendar (usually yourself or a team member).

3. Integrate: Scroll to the bottom and use the Connect button next to the Google or Outlook icons .

4. Authorise: Follow the prompts to securely sign in and authorise the connection.

Note: If you are setting up a calendar for a team, each user must connect their personal Google or Outlook calendar to their PulseHub user profile.

Creating a Booking Calendar

Once connected, you can build the specific calendar service your clients will book.

1. Navigate to Calendars: Go to Settings -> Calendars -> Calendar Settings.

2. Click + New Calendar and choose the appropriate type:

   • Simple Calendar: For one-on-one appointments with a single user (e.g., a Discovery Call).

   • Round Robin: For distributing appointments among multiple team members to speed up booking.

   • Class Booking: For group sessions or classes with a set maximum capacity.

3. Enter Calendar Details:

   • Name: A clear, client-facing name (e.g., "Initial Consultation" or "30-Minute Strategy Session").

   • Slug: This is the URL path (e.g., /consultation).

   • Description: A brief explanation of the meeting purpose.

4. Availability: Set your specific booking hours, time slots (e.g., 30 minutes), and the Scheduling Window (how far in advance a client can book).

Integration and Communication Flow

These final steps connect the calendar to the right user and automate client follow-up.

1. Linking to the User

On the Calendar configuration page:

• Select User: Link the calendar to the specific user profile who connected their Google/Outlook account in Step I.

• Prevent Double Booking: Ensure the Check for Conflicts setting is enabled. This is the pulse that keeps your schedule reliable.

2. Form and Confirmation

• Booking Form: Select a simple form to capture the lead's name, email, and phone number.

• Confirmation: Choose whether to send the confirmation details via the Calendar Setting or via an Automation Workflow (recommended for branded experience).

3. Sharing Your Calendar

Once the calendar is saved, you can immediately share the booking link in several ways:

• Direct Link: Copy the direct link from the Calendar Settings page and share it in emails or social media bios.

• Embedding: Use the provided HTML code to embed the calendar directly onto a website or landing page built outside of PulseHub.

• Website Integration: Add the calendar element to a landing page built within the PulseHub Funnel Builder.

Pro Tip: Automating Follow-up

To ensure you never miss a beat, always link your calendar booking to a Workflow.

1. Trigger: Set the Workflow trigger to Appointment Status is New.

2. Action 1 (Confirmation): Send a branded confirmation email to the client immediately.

3. Action 2 (Reminder): Send an SMS reminder 24 hours before the appointment time.

4. Action 3 (Opportunity): Use the Create/Update Opportunity action to place the booking into your sales pipeline (e.g., Stage: "Appointment Booked").