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The HoopAI Platform’s calendar feature offers tailored solutions to streamline appointment scheduling. Whether you need one-on-one bookings, round-robin distribution across a team, or group class registrations, the calendar system handles it all — and every confirmed appointment triggers automatic confirmations and reminders.
Create a calendar article

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Why this matters

Manual appointment scheduling — back-and-forth emails, forgotten follow-ups, missed bookings — wastes hours every week and loses leads who give up waiting. A self-booking calendar lets prospects choose a time 24/7, automatically confirms the appointment, and sends reminders — all without any manual effort from you.

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Calendar types

Before creating your calendar, choose the type that fits your use case:
Distributes incoming bookings evenly across multiple team members based on availability. Best for sales teams where any qualified rep can handle a discovery call.
All listed team members must be available for the appointment to show as open. Best for meetings that require multiple people to attend simultaneously.
A standard individual booking calendar. One contact books with one specific person. Best for consultations, coaching sessions, and personal appointments.
A group session calendar where multiple contacts can book the same time slot up to a set maximum. Best for workshops, group coaching, or fitness classes.

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How to create a calendar

1

Navigate to Calendars

Go to Calendars > Calendar Settings in the left sidebar. Click Create Calendar.
Calendar settings navigation
2

Choose your calendar type

Select the calendar type that matches your scheduling needs — Round Robin, Collective, Service, or Class Booking. Give your calendar a clear name that will make sense to the contacts booking it.
3

Set your availability

Configure when appointments can be booked:
  • Working hours: Set the days and time windows when you are available
  • Slot duration: How long each appointment is — 15 minutes, 30 minutes, 1 hour, etc.
  • Buffer time: Gap between appointments — prevents back-to-back bookings
  • Minimum notice: How far in advance a contact must book — prevents last-minute appointments
Calendar availability configuration
4

Customize the booking page

Configure what the contact sees when they open your booking link:
  • Calendar title and description
  • Questions to ask before booking — collect name, phone, company, or custom fields
  • Confirmation message — what is displayed after a successful booking
  • Logo and brand colors for a professional, branded experience
5

Connect your calendar integrations

Under the calendar’s integration settings, connect your Google Calendar or Outlook Calendar to check real-time availability and prevent double-bookings. See the Sync Integrations guide for setup.
Always connect your Google or Outlook calendar before going live. Without the integration, the calendar cannot check your real availability — contacts may book times when you are already occupied.
6

Configure confirmation and reminder automation

Set up automatic messages that fire when appointments are booked:
  • Confirmation email or SMS — sent immediately after booking
  • Reminder messages — sent 24 hours and 1 hour before the appointment
  • Follow-up messages — sent after the appointment to collect reviews or next steps
See the Configure Your Appointment Automation guide for detailed workflow setup.
7

Get your booking link

Once saved, the calendar generates a unique booking URL. Copy it and share it anywhere:
  • Add it to your website or funnel pages
  • Include it in email signatures and SMS messages
  • Add it to your social media bio
  • Embed the booking widget directly on a page using the embed code
Calendar booking link and embed code

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Key benefits

Optimize appointment booking for both you and your clients without manual coordination.
Contacts can book any time — even outside business hours — without waiting for a response.
Every booking triggers immediate confirmation messages and reminders automatically.
Brand the booking page with your logo and colors for a professional client experience.
Round Robin and Collective options distribute bookings fairly and prevent scheduling conflicts.
Last modified on March 8, 2026