Appointment Generators & Availability

What is an Appointment Generator?

Appointment Generator (previously called Appointment Type) is a category you set up to let your Contacts book specific types of appointments. For instance, you might offer “Initial Consultation” for new Contacts and “Advanced Training” for established ones. You can create as many different generators as needed to serve various purposes.

How do I create an Appointment Generator?

Start by going to Calendar > Appointment Generator and click +Add Appointment Generator.

Give your generator a name.

Choose whether it will be a Free Appointment or Paid Appointment.

If you select Paid Appointment, additional fields appear so you can configure Pricing Options.

IMPORTANT: Once created as free or paid, you cannot switch the payment type later. Create a new generator if you need a different payment structure.

Assign a Staff Member to handle booked appointments. You can also notify additional Staff Members when new bookings arrive.

Calendar-Only Settings

These options apply only when appointments are created directly from the Calendar—not when used in Forms or triggered through Automations.

Add styling by selecting a color for the appointment type and uploading an icon.

Decide whether to display this generator to all Contacts or limit it to specific Circle(s).

Example: To show this generator only to Circle One and Circle Two, select both in the “Show only for Circle(s)” field. Contacts outside these circles won’t see it.

Select Configure Automations to trigger actions when the generator is Booked, Rescheduled, Canceled, and/or Completed.

How do I manage my Appointment Generator?

Use the Options menu button in the List View to interact with your generator.

Edit: Update the generator’s information.

Baseline Availability: Set custom availability for this specific generator. Default settings are auto-applied but can be overridden.

Limit Availability: Control how this generator is affected by other Events and Appointments.

Connect Schedules: Schedule Automations, reminders, and messages tied to the appointment date—before or after it occurs.

Link Follow-up Generator: Attach a Follow-up Generator.

Notifications: Manage Notifications and Reminders for bookings.

Target Reminders: Send reminders to Contacts before their appointment.

Staff Reminders: Send reminders to the responsible Staff member.

Styling Options: Set background color and upload an icon.

Set Inactive: Hide the generator so Contacts cannot select it. New generators default to Inactive, letting you configure before launch.

Duplicate: Copy this generator and all its Availability Settings—perfect for creating the same setup across multiple Staff Members.

Delete: Remove the generator permanently.

IMPORTANT: Setting a generator as Inactive or Deleting it removes all associated bookings from My Calendar. This action cannot be reversed.

How do I manage my Styling Options?

Choose the Appointment Generator you want to customize and select Styling Options from the Options menu.

Pick a color or enter a hex code. You can also upload an icon—use a square image for best results.

How do I customize Appointment Reminders?

Select Target Reminders from the options list.

Add reminders to send to your Contact before their appointment.

For Staff Reminders, select Staff Reminders from the options and follow the same process.

How do I customize Appointment Notifications?

Select Notifications from the options list next to your generator.

Use dropdown arrows to customize notifications for booked, cancelled, and rescheduled appointments, plus email and SMS reminders.

IMPORTANT: SMS reminders require an active SMS integration.

How do I schedule automation and further communication?

Create automated messages and follow-ups based on your appointment date. Go to Automation > Schedules and select Dynamic Schedules.

CLICK HERE to learn more about Automation Schedules

Once your Schedule is ready, go to the Appointment Generator, select Connect Schedules from the options list.

Use the dropdown to send your Schedule to either Staff Target (the appointment owner) or CRM Target (the Contact).

How do I set my Availability?

To establish a Default Availability for all new Appointment Generators, go to Calendar > Availability.

New generators automatically use these settings, but you can adjust them individually.

For Individual Availability on a specific generator, navigate to Calendar > Appointment Generator, then select Baseline Availability from the Options menu.

Daily Availability

Set your availability on a weekly schedule.

Each day shows an Availability Window you can adjust. Click and drag the slider buttons to change your available time. Click Add Availability Window to add another slot. Click the red “X” to block the entire day.

Appointment Scheduling Settings

These settings determine duration, spacing, intervals, and cutoffs for your Appointment Generator. Available Time Slots shown during booking are based on these combined settings.

Duration of Appointments: Sets the base length of each appointment. Maximum is 1440 minutes.

Padding between Appointments: Adds buffer time before and after appointments to prevent back-to-back bookings. Click the X to allow consecutive bookings.

Starting Time Intervals: Breaks available time into “chunks” that Contacts can select from.

Prep-Time: Sets how soon before an appointment a Contact can book, allowing preparation time.

Future Availability > Days: Determines how far in advance a Contact can schedule an appointment.

Click Preview to see what Staff or Contacts see when booking. Time Slots are generated based on your settings.

Slots already occupied by appointments won’t appear.

Customize message text and other settings in Calendar Settings.

CLICK HERE to learn about Calendar Settings