Calendar & Scheduling

Availability Settings

Setting Business Hours

Define when customers can book appointments:

  1. Go to Dashboard → Availability
  2. Set hours for each day of the week
  3. Add breaks or lunch hours
  4. Configure timezone settings
  5. Save your availability

Advanced Scheduling Options

  • Buffer Time: Add automatic breaks between appointments
  • Advance Notice: Require bookings X hours in advance
  • Booking Window: Limit how far ahead customers can book
  • Early Check-in: Allow providers to arrive 15-120 minutes early

Pro Tip: Use buffer times to account for travel between appointments or administrative tasks.

Google Calendar Integration

Connecting Your Calendar

  1. Navigate to Settings → Integrations
  2. Click "Connect Google Calendar"
  3. Sign in to your Google account
  4. Grant calendar permissions
  5. Select which calendar to sync with

Two-Way Sync Features

Automatic Event Creation

New appointments appear in Google Calendar instantly

Conflict Prevention

Blocks time slots when you have Google Calendar events

Real-time Updates

Changes sync both ways within seconds

Note: Only events from your connected calendar will block availability. Personal calendars remain private.

Managing Appointments

Appointment Actions

  • Reschedule: Move appointments with customer notification
  • Cancel: Cancel with optional refund processing
  • Check In/Out: Track arrival and completion times
  • Add Notes: Record service details and customer preferences

Appointment Statuses

Pending Payment

Awaiting customer payment

Confirmed

Scheduled and paid

In Progress

Service being performed

Completed

Service finished

Time Blocking & Time Off

Blocking Time

Block time for various reasons:

  • Personal appointments
  • Vacation days
  • Admin time
  • Travel between locations
  • Training or meetings

Creating Time Blocks

  1. Go to Dashboard → Time Off
  2. Click "Block Time"
  3. Select date(s) and time
  4. Add a reason (optional)
  5. Choose if it repeats

Location-Based Scheduling

AppointPro's unique location features optimize your schedule:

Travel Time Management

  • Automatic travel time calculation between appointments
  • Prevents bookings that would cause conflicts
  • Shows estimated arrival times to customers
  • Accounts for traffic conditions

Service Area Scheduling

  • Define service boundaries
  • Group appointments by area
  • Minimize travel with smart scheduling
  • Add travel charges automatically

Smart Scheduling: Enable location services to automatically optimize your route and reduce travel time between appointments.

Quick Tips

  • Set buffer times to avoid back-to-back stress
  • Use recurring blocks for regular commitments
  • Sync with Google Calendar to prevent double-booking
  • Enable early check-in for flexibility

Common Questions

Can I sync multiple calendars?

Currently, you can sync one Google Calendar per account.

How far ahead can customers book?

You control this in your availability settings (1-365 days).

Can I have different hours for different services?

Yes, set service-specific availability in service settings.

Related Articles

Coming Soon

Recurring appointments feature is in development:

  • • Weekly standing appointments
  • • Monthly service contracts
  • • Seasonal scheduling