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 |
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.
Zoom
Microsoft Teams
iCloud Calendar
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.
Calendly
Select Calendly and connect
Choose Calendly from the list and click Connect. Authenticate with 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.
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
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.
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
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.Google organic booking
Enable Google Organic Booking to let contacts book directly from your Google Business Profile:
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.SMS compliance consent checkbox
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
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
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
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?
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?
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?
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?
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?
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?
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.