> ## Documentation Index
> Fetch the complete documentation index at: https://help.hoopai.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Service calendars — bookable services and staff scheduling
> Create and manage a full service catalog with staff, resources, add-ons, and global booking settings using Services V2 in HoopAI.
Services V2 is the updated service management system inside the Calendars section of HoopAI. It gives service-based businesses a dedicated place to define every service they offer — haircuts, consultations, spa treatments, fitness sessions — and connect each one to staff members, physical resources, optional add-ons, and multiple locations. Clients see a polished booking menu, choose their service, and book directly.
The Services V2 section is divided into five tabs: **Services**, **Staff**, **Resources**, **Add-Ons**, and **Global Settings**.
Services V2 works with the **Service Booking** calendar type. You must have at least one service calendar before you can use it. See [Service calendars](/calendars/service-calendar) for setup steps. To list your services on Google for direct booking, also see [Google Organic Booking](/calendars/calendar-settings) and enable Version 2 of the Services feature from the Connections tab.
***
## Services tab
The Services tab is your central catalog. Each row in the list shows the service name, duration, price, icons of assigned staff members, and a three-dot action menu for editing, duplicating, deleting, or sharing the service.
The left sidebar holds a **Categories** menu. Use it to group related services (for example, "Haircuts", "Color", "Treatments") into sections on the booking page. Drag and drop categories to reorder them, and click **+ New Category** to add one. A **View Booking Page** link lets you preview exactly what your clients see.
### Creating a service
In the left navigation go to **Calendars**, then click the **Services** tab at the top of the page.
Click **+ New Service** in the top-right corner. The service creation form opens.
Enter the service name, description, duration, price, and an optional image. Duration determines the length of the blocked time slot on the calendar.
Select a category from the dropdown to group this service on the booking menu. Categories can be created ahead of time or on the fly.
Click **Save**. The service appears immediately in the list and on the booking menu for its associated calendar.
To edit or duplicate a service, click the three-dot icon on any row and choose **Edit**, **Duplicate**, or **Delete**. Use **Share** to copy a direct booking link for that specific service.
***
## Staff tab
The Staff tab manages the team members who provide services. It shows each staff member's name, email, phone number, access level (account user or admin), an edit button, and a share button for their personal calendar link.
### Adding a new staff member
Click **New Staff** to add a team member. Fill in the following fields:
| Field | Notes |
| -------------------- | ------------------------------------------------------------- |
| Profile picture | Shown on booking pages so clients can identify their provider |
| First and last name | Displayed internally and on the booking interface |
| Email | Must be unique; used for login and notifications |
| Phone number | Optional; used for verification codes |
| Timezone | The staff member's working timezone |
| Custom URL | A unique booking link for this staff member |
| Default availability | Baseline schedule for the staff member |
### Managing an existing staff member
Click the pencil icon on a staff row to open the editing module.
**Basic details** — Modify name, email, phone, timezone, custom URL, user icon (auto-generates a colored circle with initials if left blank), and default availability.
**Assigned services** — Control which services this staff member can accept and set daily, weekly, or monthly appointment limits.
**Weekly working hours** — Configure working hours per day for each service. Select or deselect work days, edit start and end times, copy a schedule to other days, or add multiple time blocks when hours are split.
**Date-specific hours** — Override the regular schedule for specific dates such as holidays, training days, or limited availability periods.
Click **+ Date Specific Hours** at the bottom of the schedule section.
Pick the specific date or range of dates you want to modify.
Define start and end times, specify which services and locations the override applies to, or mark the entire day as unavailable.
Once saved, the entry appears in the list. You can add more date overrides, edit, or delete existing ones at any time.
Managing staff directly inside HoopAI keeps everything connected — schedules, notifications, and customer-facing availability are all synchronized automatically.
***
## Resources tab
Resources are the physical assets required to deliver a service: rooms, chairs, stations, equipment, or any other item that can only be used by one (or a limited number of) appointments at a time. When a service that requires a resource is booked, the resource is automatically reserved, preventing overbooking.
Each resource row shows:
| Column | Description |
| -------------------- | ------------------------------------------------------------ |
| Name | Identifier (e.g., "Conference Room A") |
| Total capacity | How many simultaneous appointments the resource supports |
| Services associated | All services that require this resource |
| Locations associated | Which branch locations have this resource |
| Status | Active or inactive |
| Quick actions | Three-dot menu: edit, activate/deactivate, duplicate, delete |
### Creating a resource
Opens the resource creation form.
Use a descriptive name. For multiple identical assets (e.g., three identical treatment rooms), create a separate resource for each so availability is tracked individually.
Choose which service(s) require this resource from the dropdown.
Select the location where this resource exists. Particularly important for multi-location businesses.
Enter the number of simultaneous users or appointments the resource can support.
Click **Create** to save the resource. It will now constrain booking availability for linked services.
### Managing resources
Use the three-dot menu on any resource row to:
* **Edit** — Open the same form used during creation.
* **Deactivate / Activate** — Mark a resource unavailable (e.g., a room under maintenance) without deleting it.
* **Duplicate** — Quickly create a copy of an existing resource configuration.
* **Delete** — Permanently remove the resource.
Enable the Resources tab by going to **Global Settings > In-App Settings** and turning on **Enable Resources**. If you do not see the Resources tab, check this setting first.
***
## Add-ons tab
Add-ons are supplementary services or products that clients can select alongside a primary service at booking time — for example, a deep conditioning treatment added to a haircut, or a video recording package added to a photo session.
Each add-on row shows: name, duration (if it has its own time), price, which services it is available on, an edit button, and a delete button.
### Creating an add-on
Opens the add-on creation form.
Fill in the fields described below.
Click **Create Add-on** to save.
After saving, open each service where you want the add-on to appear and assign it there. Add-ons do not appear on a service's booking page until you link them to that service.
**Add-on configuration fields:**
Upload a visual representation displayed on the booking page alongside the add-on name.
The customer-facing name of the add-on (e.g., "Deep Conditioning", "HD Brows").
The cost of the add-on. Leave at 0 for complimentary add-ons.
Enable this if the add-on has its own time that should be added to the total service duration. For example, a 15-minute scalp massage added to a haircut extends the total appointment by 15 minutes.
The maximum number of units a client can select per appointment. Default is 1.
When enabled, the price multiplies by quantity at checkout. For example, a $20 add-on selected at quantity 2 charges $40.
A short explanation of what the add-on includes, shown to clients during booking.
When enabled, the add-on is only visible to staff, not clients. Useful for internal upsells applied manually by team members.
Enable the Add-Ons tab by going to **Global Settings > In-App Settings** and turning on **Enable Add-Ons**.
***
## Managing service appointments
Service appointments appear in the main Calendars view alongside all other appointment types. Filter to see only service bookings by selecting **Services** from the view dropdown at the top of the calendar.
### Viewing appointment details
Click any appointment to open the details panel on the right side. This panel shows:
* Appointment time (day, date, timezone)
* Contact information (clicking the contact name opens their contact card)
* Location (shows "Default" for single-location businesses)
* Booked by (contact, staff, automation, etc.)
* Source (where the booking came from)
* Service details: service name, duration, assigned staff, resources, and add-ons
### Editing an appointment
Click **Edit** in the appointment detail panel to open the edit module. From here you can:
* Add or remove services and add-ons
* Change the assigned staff member
* Modify the service variant
* Update the location
* Change the appointment title, date, and time
* Adjust the timezone
* Update coupon codes
### Rescheduling an appointment
Click **Reschedule** in the appointment detail panel to pick a new day and time for the booking.
You can also view and add internal notes from this panel.
### Duplicating an appointment
Click **Duplicate** to open a booking form pre-filled with the current appointment's details. Modify the contact, services, add-ons, staff, or timing as needed, then click **Book Appointment**.
### Creating a new appointment manually
Click the **+ New** button in the top-right corner of the calendar view.
Choose a contact from the dropdown. The appointment will be linked to their record.
Click **Add Service** and select the services for this appointment.
Click the pencil icon to include any relevant add-ons for the selected services.
Select the appointment date and time slot, then click **Book Appointment** to save.
***
## Global settings
The Global Settings tab controls configurations that apply across all your services. It is divided into six sections.
### In-app settings
Control your preferences for working inside HoopAI:
| Setting | Description |
| ------------------------- | ---------------------------------------------- |
| View options | Set which day of the week starts your calendar |
| Enable multiple locations | Add and manage multiple service locations |
| Enable resources | Show or hide the Resources tab |
| Enable add-ons | Show or hide the Add-Ons tab |
### Booking page
Customize the client-facing booking experience:
Key options include:
* **Company name and logo** — Displayed at the top of the booking page
* **Account slug** — Unique identifier used as the base for all your service URLs
* **Booking page order** — Define whether clients choose a service or location first
* **Booking page layout** — Card view, list view, or client-selectable
* **Filter and sort placement** — Top or left of the booking page
* **Theme** — Light, dark, or custom (with custom colors)
* **Language** — Displayed language for the booking page
* **Time format** — 12-hour or 24-hour
* **Service selection button label** — Customize the text on the service select button
* **Final booking button label** — Customize the text on the booking confirmation button
* **Insert custom code** — Add custom CSS to further style the booking page
**Additional settings:**
| Setting | Description |
| -------------------------- | -------------------------------------------------------------- |
| Staff selection | Let clients choose their preferred staff member |
| Any available | Allow random staff assignment when no preference is made |
| Auto-assign staff based on | Define the rule for automatic staff assignment |
| Multiple service | Allow clients to book two or more services in a single booking |
**Forms:**
| Setting | Description |
| ---------------- | --------------------------------------------------------------------- |
| Select form | Choose a custom form to capture client data at booking |
| Sticky contacts | Pre-populate form fields using browser cookies for returning visitors |
| Consent checkbox | Require clients to consent to being contacted before confirming |
**Confirmation page:**
Customize the page clients see after completing a booking.
### Payment settings
Configure how clients pay for services.
| Setting | Description |
| ------------------------ | ------------------------------------------------------------------------- |
| Payment mode | Toggle between test mode (for setup) and live mode (real payments) |
| Currency | Set the currency displayed to clients during checkout |
| Manage payment providers | Switch or update your connected payment gateway |
| Booking payment options | Control what payment methods appear during checkout |
| Hide payment amount | Hides the total when the client selects "Pay in person" or "Card on file" |
### Service settings
Define global rules that apply to all services.
| Setting | Description |
| --------------------------------- | ------------------------------------------------------------------------------- |
| Service interval | Frequency of available booking slots (e.g., every 30 minutes) |
| Minimum scheduling notice | Minimum time required before a booking can be made |
| Date range | How far in advance clients can book |
| Reschedule and cancellation links | How long before the appointment these links remain active |
| Auto-confirm new appointments | Automatically confirm new bookings, or leave them unconfirmed for manual review |
### Additional settings
| Setting | Description |
| ------------------ | ---------------------------------------------------------------------------------- |
| Contact assignment | Automatically assign the contact to the staff member who has the appointment |
| Facebook Pixel ID | Track booking page interactions with your Meta Pixel |
| Fixed timezone | Show all appointments in the business timezone only, regardless of client location |
### Notifications
Configure which actions trigger notifications and how they are delivered.
Enable, disable, or customize email, in-app, and SMS notifications for booking confirmations, reminders, cancellations, and rescheduling.
**Third-party calendar settings:**
| Setting | Description |
| ----------------------------------- | -------------------------------------------------------------------- |
| Google/Outlook attendee permissions | Allow third-party calendars to modify attendees and send invitations |
| Appointment notes | Customize the information included in calendar event notes |
***
## Google Organic Booking with Services V2
Google Organic Booking lets clients find and book your services directly from Google Search and Google Maps, without leaving the Google interface. Services V2 powers the service list that gets submitted to Google.
**Requirements:**
* An active and verified Google Business Profile connected to HoopAI Integrations
* At least one Service calendar
Navigate to **Calendars > Calendar Settings**, then go to the **Connections** tab.
Toggle **Enable Google Organic Booking** on, then confirm on the pop-up.
Select the checkbox to enable Version 2 of the Services feature, which is required for Google Organic Booking.
Choose a **Group or Service** from the Primary Action Feed dropdown, then select the calendars to include in the Services Feed.
Click **Upload** to submit your service data to Google. Initial verification typically takes 1–2 weeks.
For best results with Google Organic Booking: keep service descriptions concise and matching the service name; select only service menus or groups in the Primary Action Feed; and keep your service list up to date. When connected, your Google Business Profile will display a booking button.
***
## Frequently asked questions
The original approach required configuring services inside each individual calendar's settings. Services V2 introduces a centralized service catalog at the Calendars section level where you manage all services in one place and link them to multiple calendars. It adds categories, per-service staff and resource control, add-ons, location management, and comprehensive global settings that were not available in the original setup.
Yes. From the service editor, link the service to multiple service-type calendars. It will appear on the booking menu for each linked calendar. This is useful for multi-location businesses that share the same service offerings.
Both tabs must be explicitly enabled. Go to **Global Settings > In-App Settings** and turn on **Enable Resources** and/or **Enable Add-Ons** to make those tabs visible.
When a service is linked to a resource, HoopAI checks resource availability before showing a time slot to a client. If the resource is already reserved for that slot (by another booking of any service that uses the same resource), the slot will not be offered. This ensures physical assets are never double-booked.
Yes. When configuring an add-on, enable the **Duration** field and enter the add-on's time. HoopAI will add that time to the primary service duration when calculating the total slot length. For example, a 60-minute haircut with a 15-minute scalp massage add-on will block 75 minutes on the calendar.
Yes. Go to **Global Settings > Booking Page > Additional Settings** and enable **Multiple Service**. Clients will then be able to add more than one service during a single booking session.
Disabling a service hides it from new bookings on the public booking menu. All existing appointments for that service remain intact and visible to staff and clients.
Initial verification of feeds and profiles typically takes 1–2 weeks. During this time, accuracy in service descriptions and correct link selections is important for a smooth verification process.