Setting Up Calendar & Online Scheduling in Townsquare

Overview

The Townsquare business calendar allows businesses to:

• Schedule and reschedule appointments at any time.
• Set buffer times between meetings.
• Manage team schedules and prevent double-booking.
• Sync external calendars to keep availability up to date.

Setting up the calendar ensures that clients only book during available hours, preventing scheduling conflicts.

1. Setting Up Your Calendar & Availability

Step 1: Access Calendar Settings

1. Navigate to Settings > Availability & Calendar.
2. Enter your business hours and regional settings.

Step 2: Adjust Time Zone Settings

• By default, the calendar adjusts to the client’s time zone.
• If offering local-only services, check the box to lock availability to local time.

Step 3: Set Calendar Increments

• The default increment is 1 hour.
• Adjust increments to 15, 30, or 60 minutes based on scheduling needs.

2. Setting Up Business Hours

1. Navigate to General Availability under Availability & Calendar.
2. If managing multiple staff, select which staff member’s schedule to edit.
3. Adjust the default schedule (Monday - Friday, 9 AM - 5 PM) as needed.

Editing Time Slots

• Click the pencil icon to edit a time slot.
• Click the trash icon to remove a time slot.
• Click “Add a New Time Slot” to customize availability further.

3. Blocking Off Time

Recurring Time Off (Lunch Breaks, Personal Time)

• To prevent bookings during breaks, edit working hours as follows:
  1. Click the pencil icon on your work hours.
  2. Adjust hours to split the schedule (e.g., 9 AM - 12 PM, 1 PM - 6 PM).
  3. Save changes.

One-Time Blocked Time (Meetings, Personal Appointments)

• Click anywhere on the calendar to create Busy Time.
• Select "Block Off Time" to prevent appointments during that period.

4. Booking Appointments from the Calendar

Steps to Schedule an Appointment

1. Go to Calendar View.
2. Click on an available time slot.
3. Select "Appointment" or "Group Event".
4. Choose the client from the client list.
5. Select the service and adjust details if needed.
6. Click "Schedule" to confirm.
7. The client will receive an appointment confirmation notification.

5. Sending Clients a Scheduling Link

Clients can book their own appointments using scheduling links.

Steps to Send a Scheduling Link

1. Navigate to Calendar > Schedule New > Invite to Schedule.
2. Select a specific service from the Services Tab.
3. Click "Grab a Link" to copy the booking URL.
4. Share the link via email, text, or chat.

To send a general booking link (for all available services):

• Click "Grab Link" from the Services Tab and share it with clients.

6. Calendar Views & Filtering

Viewing Appointments

Switch between different calendar views:

• Day, Week, Month, or Agenda View – Adjust based on scheduling needs.
• Appointment List or Events List – View upcoming bookings in list format.

Filtering Options

Filter appointments and events by:

• Date range
• Staff member
• Service type
• Payment status

These filters help businesses manage appointments, track staff schedules, and generate reports.

7. Syncing External Calendars

Steps to Sync Your Calendar

1. Navigate to Settings > Availability & Calendar.
2. Scroll to Calendar Sync.
3. Under Calendar Pull, click "Sync Availability" for the relevant calendar type.
4. Follow the instructions to complete the sync.
5. Click Save Changes to confirm.

Benefits of Calendar Syncing

• Prevents double-booking by marking external busy times as unavailable.
• Keeps all appointments in one place for better scheduling efficiency.

8. Viewing Staff Calendars

Admins can view and manage staff schedules in Townsquare.

How to View Staff Calendars

1. Go to Calendar from the left-side menu.
2. Click the "Calendars" tab on the right.
3. Select the staff member’s name.
4. Multiple staff calendars can be displayed simultaneously.

Each staff member’s schedule appears in a unique color for clarity.

9. Key Takeaways

• The Townsquare business calendar helps businesses manage appointments, block time, and sync external calendars.
• Setting up business hours and availability prevents overbooking and scheduling conflicts.
• The Invite to Schedule feature lets clients book their own appointments through a link.
• Calendar sync keeps external and business calendars aligned.
• Admins can view and manage staff schedules to coordinate availability.

For further assistance, visit Settings > Availability & Calendar or contact Townsquare Support.