Service calendars

A Service Calendar streamlines scheduling for service-based businesses. It lets you define individual services, assign staff members, manage physical resources (rooms and equipment), and display everything through a single customer-facing Service Menu. Ideal for:

Salons and hairdressers
Spas and wellness centers
Massage and therapy clinics
Fitness studios and personal trainers
Healthcare providers
Pet groomers
Event planners and many more

Creating a service calendar

Open Calendar Settings

Navigate to Calendars > Calendar Settings and click + Create Calendar.

Calendar Settings with + Create Calendar button

Select Service Booking

Choose Service Booking as the calendar type. (If not visible, expand Explore more types.)

Complete initial setup

Fill in the quick-start fields:

Service name — shown to clients on the booking page
Select staff member — team members who take this appointment
Custom URL — the calendar slug for the booking link

Service duration — how long each appointment lasts
Accept payments — toggle to charge for the service at booking time

Staff member selection for service calendar

Save or open Advanced Settings

Click Confirm to save immediately, or click Advanced Settings for full configuration.

Advanced settings for service calendars

Service details

Configure the client-facing information for the service:

Calendar logo — your brand image displayed on the booking page
Description — what the service is, requirements, and any extra information for clients
Calendar group — group this service calendar with others for a combined booking view
Meeting invite title — what appears on calendar entries and confirmation emails
Team members and meeting location — add all staff who take these appointments
Meeting color — color synced to Google Calendar for this booking type

Availability

Configure available days, times, and slot settings for the service calendar.

The same availability options apply as for other calendar types — see Creating calendars for the full reference.

Forms and payment

Enable payment collection for this service:

Select form — the booking form contacts complete when scheduling
Consent checkbox — SMS compliance opt-in at booking time
Payment — enable to charge at booking time; supports full payment, deposits, and coupon codes

Notifications and additional options

Notification templates — customize confirmation, reminder, cancellation, and rescheduling emails and SMS
Reschedule policy — provide a rescheduling link with a configurable expiry window
Cancellation policy — provide a cancellation link with a configurable expiry window

Rooms and equipment

In the Rooms & Equipment tab of the service calendar, select the rooms and equipment that this service requires. When a booking is made, those resources are automatically blocked for that time slot to prevent double-booking.

Rooms and equipment

Rooms and equipment are physical resources linked to service calendars. Once linked, Hoop blocks them when booked so they cannot be double-booked across appointments.

Creating a room

Rooms represent any physical space required for a service — a massage room, salon chair, treatment suite, or workout area.

Go to Calendar Settings

Navigate to Calendars > Calendar Settings and find the Rooms tab.

Create a new room

Click + Create Room.

Fill in the room details

Name — an identifying name visible to your team and clients
Description — optional notes about what the room is used for
Total capacity — maximum number of appointments that can be booked simultaneously in this room
Select calendar — link this room to its service calendar

Create

Click Create to save the room.

Creating equipment

Equipment represents any tool, device, or machine used to deliver a service.

Go to the Equipment tab

In Calendar Settings, select the Equipment tab.

Create new equipment

Click + Create Equipment.

Fill in equipment details

Name — identifying name for the equipment
Description — optional notes (e.g., “Laser hair removal device”)
Total quantity — total number of units available, including out-of-service ones
Out-of-service quantity — units currently unavailable (broken, in repair, etc.)
Select calendar — link to the service calendar that uses this equipment

Create

Click Create to save.

Managing rooms and equipment

From the Rooms or Equipment tab, use the three-dot action menu next to each item to:

Edit — update name, description, capacity, or linked calendar
Disable — remove from active calendars without deleting
Delete — permanently remove the room or equipment

The Service Menu is a centralized customer-facing booking page that displays all your service calendars in one place. Clients can browse categorized services, select a service and staff member, and book an appointment. Before creating a service menu, ensure you have already created calendar groups and service calendars.

Open Service Menu

In Calendar Settings, navigate to the Service Menu tab.

Create a new menu

Click the + New Service Menu button in the top right.

Configure the menu

Add a name, select which calendar groups and service calendars to include, and customize the layout and branding.

Save

Save the menu. It is active immediately and accessible via the scheduling link.

The Service Menu list shows each menu with:

Column	Description
Name	The service menu’s display name
Date updated	When the menu was last modified
Status	Active (visible to clients) or inactive

Use the three-dot action menu for each service menu to:

Edit — update menu settings, included services, and branding
Copy embed code — get the iframe snippet to embed the menu on your website
Copy permanent link — share a direct link to the menu on any external page
Copy scheduling link — share via SMS, email, or any communication channel
Deactivate service menu — hide the menu from clients without deleting it
Delete — permanently remove the service menu

Booking flow for clients

When a client visits your Service Menu link, they:

Browse available services grouped by category
Select a service
Choose a staff member (if staff selection is enabled)
Pick an available date and time
Complete the booking form
Pay (if payment is required)
Receive a confirmation email with appointment details

Frequently asked questions

Can I list service bookings on Google Business Profile?

Yes. Enable Google Organic Booking for the service calendar in its settings. Your services will appear on your Google Business Profile for direct booking.

Can a room be shared across multiple service calendars?

Yes. When creating a room, you link it to specific calendars. However, the total capacity setting controls how many concurrent appointments can use that room — Hoop enforces this automatically.

What happens if a piece of equipment is marked out of service?

Hoop subtracts the out-of-service quantity from the total when calculating available units. Bookings that would require more units than are available will not be offered to clients.

Overview

Setup & Configuration

Booking & Scheduling

Appointments

Creating a service calendar