Calendar settings

Calendar Settings is the control center for all calendar configuration — from availability and sync integrations to payment collection, notifications, groups, and compliance. Access it from Calendars > Calendar Settings.

Availability and slot settings

Each calendar has its own availability configuration. Navigate to a calendar’s Advanced Settings > Availability tab to configure:

Setting	Description
Available days	Which days of the week accept bookings
Available hours	Start and end times for each available day
Meeting interval	Gap between bookable time slots (e.g., 30 min)
Meeting duration	Length of each appointment
Pre-buffer time	Preparation time before each appointment
Post-buffer time	Wrap-up time after each appointment
Minimum scheduling notice	How far in advance a booking must be made
Date range	How far in advance contacts can book
Max bookings per day	Daily cap on appointments
Max bookings per slot	Concurrent bookings allowed per time slot

Use Date-Specific Hours to override the weekly schedule for specific dates — holidays, extended hours, or blocked periods.

Calendar connections (integrations)

Connect external calendar services so appointments sync automatically. Navigate to a calendar’s Advanced Settings > Connections tab.

Google Calendar

Select Google Calendar in Connections

Open the calendar’s Connections tab and click Connect Google Calendar.

Authenticate

Select the sync calendar

Choose which Google Calendar to sync appointments to and from.

Configure and save

Set any additional configuration options, then click Save.

Appointments now sync bi-directionally — changes in Hoop appear in Google Calendar and vice versa.

Zoom

Select Zoom in Connections

In the Connections tab, click Connect Zoom.

Connect your Zoom account

Click Connect and authorize with your Zoom account.

Authorize permissions

Review and allow the required Zoom permissions.

Save

Click Save. New appointments will automatically include a unique Zoom meeting link.

Microsoft Teams

Select Microsoft Teams in Connections

In the Connections tab, click Connect Microsoft Teams.

Click Connect

Click the Connect button to initiate the Microsoft authorization flow.

Save

Click Save. New appointments will include a Teams meeting link.

iCloud Calendar

Visit appleid.apple.com and sign in with your Apple ID.

Enter your Apple ID email

Enter the Apple ID email associated with your iCloud calendar.

Complete two-factor authentication

Enter the verification code sent to your trusted device.

Generate an app-specific password

In your Apple ID settings, navigate to Sign-In & Security and create an app-specific password for Hoop.

Create and copy the password

Name the password (e.g., “Hoop Calendar”) and click Create. Copy the generated password.

Connect in Calendar Settings

In the Hoop Connections tab, select iCloud. Enter your Apple ID and the app-specific password. Click Connect.

Calendly

Open Calendar Connections

Navigate to Calendar Settings and click on Calendar Connections.

Add a new connection

Click + Add New to open the integration options.

Select Calendly and connect

Choose Calendly from the list and click Connect. Authenticate with your Calendly account.

Review sync settings

After connecting, review the number of events being synced from your Calendly account.

Calendar groups

Calendar groups bundle multiple calendars into a single shared booking page.

Create a new group

In Calendar Settings, click + New Group. Enter a group name, URL slug, and optional description. Click Create.

Add calendars to the group

From the calendar list, click the three-dot menu next to a calendar and select Move to Group. Choose the group and confirm.

Each calendar can only belong to one group at a time. To deactivate all calendars in a group at once, use the Deactivate all calendars in group option from the group’s action dropdown.

Enabling and disabling a calendar

Open Calendar Settings

Navigate to Calendar Settings and find the calendar in the list.

Toggle the calendar status

Click the Active/Inactive toggle on the calendar card. Disabled calendars stop accepting new bookings but retain all existing appointments and configuration.

Accepting payments at booking

Enable payment collection so contacts pay when they book:

Open the calendar's Advanced Settings

Navigate to the calendar and go to Advanced Settings > Forms & Payment.

Enable Payment

Toggle on Payment and connect a payment provider if not already connected.

Configure payment options

Full payment — charge the full amount at booking
Partial payment / deposit — let customers pay a fraction to secure the slot
Per-attendee billing — charge each attendee including guests (class calendars)
Coupon codes — allow discount codes at checkout

Save

Click Save. The booking form now includes a payment step.

One-time booking links

One-time booking links expire after a single use — ideal for sending to a specific contact without making the link reusable.

Go to Calendar Settings

Open the calendar you want to create a one-time link for.

Access one-time links

Find the One-Time Booking Links option and click + Create Link.

Copy and share

Copy the generated link and send it to the contact. It expires after one use.

Google organic booking

Enable Google Organic Booking to let contacts book directly from your Google Business Profile:

Open Calendar Settings

Navigate to the calendar you want to list on Google.

Calendar Settings for Google organic booking

Enable Google Organic Booking

Find and toggle on Google Organic Booking in the calendar settings.

Enable and configure services

Toggle the setting to enabled and configure the services to display.

Upload required assets

Upload the required images and business information for your Google Business Profile listing.

Upload assets for Google organic booking

Staff member selection in round robin calendars

By default in round robin calendars, the system assigns the team member. To let bookers choose their own: Go to Advanced Settings > Customizations and toggle on Staff Selection. Contacts will see a staff selector on the booking widget.

Add a required consent checkbox to booking forms for SMS marketing compliance: Go to Advanced Settings > Forms & Payment and toggle on Consent Checkbox. Contacts must check this box before completing their booking.

Customizing notifications

Go to Advanced Settings > Notifications & Additional Options to customize:

Appointment confirmation — sent immediately after booking
Appointment reminders — configure timing (e.g., 24 hours before, 1 hour before)
Cancellation notices — sent when an appointment is cancelled
Rescheduling updates — sent when an appointment is moved

Restore deleted calendars

If a calendar is accidentally deleted, you can restore it within 30 days:

Go to Calendar Settings and click the Trash icon or Deleted Calendars tab
Find the deleted calendar in the list
Click Restore to bring it back with all its original settings, appointments, and configuration

Calendars in the trash are permanently removed after 30 days and cannot be recovered. Restore promptly if deletion was unintentional.

View calendar in user timezone

By default, calendars display times in the account’s timezone. To view and manage appointments in your personal timezone:

Click the timezone selector in the top-right corner of the calendar view
Select your preferred timezone
All appointment times adjust to reflect the selected timezone

This setting is personal and does not affect how contacts see available slots on the booking page — contacts always see slots in their own detected timezone.

Multiple meeting location selector

For calendars that offer multiple meeting options (in-person, Zoom, phone call), you can let contacts choose their preferred location during booking:

Open the calendar’s Advanced Settings > Meeting Location
Add multiple locations (e.g., office address, Zoom, phone number)
Toggle on Let contact choose location
Save

The booking widget displays a location selector before the time picker. Contacts pick their preferred option, and the appointment record stores their choice.

Troubleshooting

Use the built-in Troubleshooting Tool to diagnose availability issues without leaving the calendar editor.

Issue	Likely cause	Solution
Calendar shows no available slots	No working hours configured	Add available hours in the Availability tab
External calendar events not blocking	Integration not connected	Reconnect Google/Outlook in Connections
Notifications not sending	Notification templates disabled	Check Notifications tab and enable the relevant templates
Group link returns 404	Group is inactive or draft	Activate the calendar group
Double booking occurring	No conflict check or buffer time	Enable external calendar sync and add buffer time

FAQs

Can I use the same availability schedule across multiple calendars?

Yes. Create a reusable schedule in Calendar Settings > My Availability, then link it to as many calendars as you need from the top of the schedule editor. Any changes to the schedule automatically apply to all linked calendars.

What is Look Busy and how does it work?

Look Busy hides a configurable percentage of your available time slots from bookers, making the calendar appear more in-demand. It is available on round robin calendars and is configured in Advanced Settings > Availability. For example, setting it to 30% means roughly 30% of genuinely available slots are hidden.

Can contacts cancel or reschedule themselves?

Yes, if you enable the Reschedule Policy and Cancellation Policy toggles in Advanced Settings > Notifications & Additional Options. When enabled, confirmation emails include a self-service link. You can configure how far in advance contacts are allowed to make changes.

How do I require manual approval before an appointment is confirmed?

Go to Advanced Settings > Availability and enable Manual Confirmation. New bookings arrive in a Pending state and must be approved or rejected from the Appointments section before they are confirmed to the contact.

What is the difference between pre-buffer and post-buffer time?

Pre-buffer adds preparation time before an appointment — for example, 10 minutes to set up a room. Post-buffer adds wrap-up time after — for example, 15 minutes to clean up or write notes. Both prevent back-to-back bookings and are set per calendar in Advanced Settings > Availability.

Why are my Google Calendar events not blocking Hoop availability?

This usually means the sync connection needs refreshing. Go to Advanced Settings > Connections, disconnect Google Calendar, and reconnect. Make sure you select the correct Google Calendar to sync during setup. If the problem persists, check that the connected Google account still has the required permissions granted to Hoop.

Overview

Setup & Configuration

Booking & Scheduling

Appointments

Availability and slot settings