Appointments - How to Connect and Manage a Calendar

A seamless appointment scheduling process is vital for any business. ClickFunnels’ Calendar Connections feature allows you to integrate your appointment scheduling with your calendar, ensuring you never miss an appointment. This article will guide you through connecting and managing your calendars within the ClickFunnels Appointments app.

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Requirements

• An active ClickFunnels account

• The Appointments app connected to your workspace

• Access to a calendar account (e.g., iCloud, Google Calendar, Office365, Exchange, Outlook)

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Connecting a New Calendar

1. From your ClickFunnels dashboard, go to the Appointments app.

2. Select Calendar Connections.

3. Click the Connect Calendar button on the top right of the screen.
   

4. Select your calendar provider from the list (e.g., Google Calendar).

   

   Note:

   For the purposes of this article, we will use Google Calendar as an example.

5. Click the Checkbox to accept the terms and conditions for linking your calendar account with ClickFunnels.

6. In the next prompt, select the Calendar Account.

7. After choosing the calendar account, the pop-up will ask your permission to access your calendar. Click the Allow button to continue.

   

8. You will see a Confirmation Message at the top-right corner that confirms you have connected your selected calendar application.

9. To connect additional calendars, you must repeat this process.

Note:

• ClickFunnels imports every calendar from the account you connect and turns on Check For Conflicts for each one.

• If you don’t have a default calendar in the workspace yet, one of the account’s calendars (usually its primary calendar) becomes your Default calendar.

• The first time you connect a calendar, ClickFunnels also creates your Default Schedule. Learn more in Appointments - Define Your Availability with Availability Schedules.

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Viewing Your Calendars

On the Calendar Connections page, each connected calendar account appears as a row showing who connected it (Connected by), with that account’s calendars listed below it. Use the tabs to filter the list:

• Bookable Calendars: Default calendars, where new bookings are added.

• Conflict Check Only: Calendars with Check For Conflicts turned on.

• Not Used: Calendars that are neither a default calendar nor checked for conflicts.

The Conflict Check Only and Not Used tabs appear only when you have calendars in them.

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Editing Appointment Calendar Settings

Editing your appointment calendar settings in ClickFunnels ensures your scheduling preferences are accurately configured. Follow these steps to update your calendar settings:

1. Navigate to the Appointments app.

2. Select Calendar Connections.

3. Locate the calendar you wish to edit.

4. Click the Gear ⚙️ icon on the right side of your calendar to open the settings.

   

5. Edit Calendar Settings:

   

   • Name: Modify the name of the calendar to make it easily identifiable.

   • Default Calendar: New bookings are added to your default calendar. Toggle this setting to make this calendar your default.

     Note:

     • Each team member can have only one default calendar in a workspace. Making a calendar your default removes the default status from your other calendars.

     • The Default Calendar toggle isn’t shown when the calendar is read-only (“Read-only Calendars cannot be made default Calendar”), when you have upcoming events (“Unable to change User’s default Calendar while there are upcoming events”), or when this default calendar is used by event hosts (“Unable to remove Calendar default status while there are associated Event Hosts”).

     • Google Meet and Microsoft Teams conferencing only work with a compatible default calendar. If your event types use one of them, remove that conferencing from your event types before making a calendar from a different calendar account your default.

   • Check For Conflicts: When enabled, ClickFunnels checks this calendar when it offers booking times, and times that are busy on this calendar can’t be booked. This helps prevent double bookings. You aren’t notified about conflicts; busy times are simply not offered. Toggle this setting to enable or disable conflict checking.

6. After making the desired changes, click the Update calendar button to save your settings.

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Two-Way Sync with Your Calendar

Changes you make to a scheduled event in your connected calendar sync back to ClickFunnels:

• Deleting the event in your calendar cancels the scheduled event in ClickFunnels.

• If the invitee declines the calendar invitation, the scheduled event is canceled.

• Moving the event to a new time in your calendar reschedules it in ClickFunnels, and the hosts and the invitee receive rescheduled appointment emails.

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Deleting a Calendar Connection

To delete a calendar connection in ClickFunnels, follow these steps:

1. Locate the calendar account you wish to disconnect. You delete the whole account, not individual calendars.

2. Click the Trashcan 🗑️ icon on the account’s row.

   

   Note:

   Only the person who connected the calendar account can delete it. For everyone else, the Trashcan icon is disabled and shows “Only the owner of this Calendar may delete it from the Workspace.”

3. A confirmation message appears: “Are you sure you want to disconnect this [provider] account from the Workspace? All Calendars from this account will be removed, and Event Types and Workflows may be affected.” Click the Proceed button to confirm the deletion.

Warning:

• Deleting a calendar connection does not automatically cancel or remove scheduled events from your calendar. The scheduled events will remain active in your external calendar.

• All the upcoming events in the Scheduled Events menu, will be marked as inactive. You will no longer be able to edit, cancel, or reschedule these events within the Appointments app.

• Your customers will not be able to book new appointments for the event.