Booking Calendar

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Introduction

Groundhogg Booking Calendar provides immersive appointment booking experiences to your users and provides direct integration with the Groundhogg plugin. 

Booking Calendar provides two-way google calendar sync which allows admins to view and manage their schedule on the go.

Apart from that, Booking Calendar provides numerous settings where the calendar owner can make customization and enhance the overall booking experience of their users.

Creating Custom form For Booking Calendar

Groundhogg Booking Calendar provides functionality to create a custom form that the user needs to fill while booking an appointment. Booking Calendar uses the Groundhogg form to achieve this task. please follow the following procedure to create a custom form for your calendar.

1. Create a  new funnel.

2.Create Booking Form for the Booking Calendar.

3. Rename Webform benchmark to Booking Calendar Form.

4.Open Booking Calendar Settings area and  Select the created form from the Dropdown list.

Zoom Integration

Groundhogg’s Booking Calendar provides a complete solution for appointment booking using your WordPress website. Integrating with Zoom provides remote conferencing services using cloud computing and allows you to combine video conferencing, online meetings, chat, and mobile collaboration.

To integrate Groundhogg Booking Calendar with Zoom you need a Zoom account ( click here to create a new account ). 

Once you have your Zoom login details you are ready to integrate Zoom with Groundhogg Booking Calendar. 

Open Groundhogg Calendars settings page. Here, you will be able to see a section with the name Zoom integration.

To enable Zoom integration click on the enable zoom button and save settings. It will open up a new setting to create an access code and sync with Zoom.

Now click on the “Generate access code & enable sync” button. It will open up a new window for the authentication process.

This authentication process requires you to login in to your Zoom account. Once successful authentication is complete, it creates an access token which is required by the Groundhogg Booking Calendar for managing your Zoom meetings.

Successful authentication displays a success notice that you will be able to see sync on the message on your view and setting screens. (Keep in mind you can connect only one calendar to one zoom account)

Once Zoom is enabled you are able to access a Zoom replacement code that displays a detailed description about the Zoom meeting and instructions for the client to connect to the Zoom meeting.

Calendar Settings

Groundhogg Booking Calendar provides various settings that allow calendar owners to manage their appointments efficiently and with ease.

General Settings  

Booking Calendar contains distinct setting fields as general settings, which contains the owner of the calendar, name of calendar, and description of the calendar. 

In the general section, a user needs to select the name and owner of the calendar, these fields are mandatory fields to enter.

Booking Calendar also includes functionality to create a custom form for the calendar.

Users can create forms based on their requirements using the Groundhogg funnel builder and set the custom form by setting a custom form option in the settings.

In some cases, additional notes are required to state the next action at this time and Default Note settings come in handy. Using this setting, the user can add a default note for the appointment whenever an appointment gets booked by the customer or admin.

Appointment Settings

Appointment settings are used to manage the time slots displayed to clients during the appointment booking process.

Show in 12-hour Format: Enabling this setting displays all the time slots in a 12 Hour time format instead of 24 Hour time format which is the default setting.

Length of Appointment: This value represents the length of a single appointment with the calendar owner. The default value for this field is 1 hour.

Buffer Time: This filed represents buffer time that is needed after an appointment is completed. The default value for this field is 0 minutes. Calendar owners can put buffer times up to 60 minutes between two appointments.

Make Me Look Busy: This feature is used to display a limited number of appointments to every client during an appointment booking process. The default value for this field is 0, which displays all the appointments available to the client. NOTE: You need to log out to view the effect of this feature. It will display all the appointments available if the calendar owner is logged in and this feature only works on the client-side.

Thank You Page: This setting is useful when you want a user to be redirected to a specific page after successfully booking an appointment.

Success Message: This message will be displayed to a client after successfully booking an appointment if the thank you page option is not enabled. Admins can use basic HTML tags to generate an attractive message.

Google Calendar Settings

Booking Calendar provides a 2-way sync functionality with Google Calendar. 

Users can access and manage their Google Calendar settings from the calendar’s edit page. Calendar owners can compare multiple Google Calendars while displaying available time slots. 

From this section, calendar owners can select which calendars to compare while displaying available time slots.

Availability Settings 

Using availability scheduler, admins can set multiple available time slots for a single day as well as select maximum booking periods users can select. 

To set a maximum booking period, the admin can enter the number of days, weeks, or months for availability. The admin can add new availability by clicking the plus icon in the action section and delete availability by clicking the bin icon.

How to Sync Google Calendar

Please follow the step below to configure two-way sync with Google Calendar.

  • Navigate to the settings page of Groundhogg. On this page, you will be able to view the Google Calendar section at the bottom. 
  • Click on the “Generate Access Code” button. It will open a new tab for the Google authentication process. Here you need to log in using the Google user account which you want to connect with your Booking Calendar. 
  • After you log in, you will be able to see the user screen from the previous steps. Click on the “Allow” button which will grant Booking Calendar access to your Google Calendar.
  •  Copy security code generated by Google.
  • Open your Booking Calendar edit page and paste the Google key generated in the previous step.
  • Click on the “Verify Code & Sync Calendar” button. It will generate a new Calendar inside your Google Calendar with the same name as Booking Calendar. 
  • Once you navigate to the admin section, you will be able to view a new message saying your Google Calendar sync is ON.
  • In the edit calendar page, you will be able to see all the available Google Calendars and you can select Google Calendars to compare while displaying available time slots.

Google Appointment Sync

Groundhogg uses Cron Job to sync your calendar with your Google Calendar. Syncing with Google Calendar consumes google API resources, thus Grondhogg syncs your calendar twice a day. 

If you want to sync changes as soon as you make changes on your Google Calendar you can click on the sync now button. It will sync your Groundhogg calendar with Google Calendar.

Groundhogg only syncs with appointments that contain the appointment name, appointment start date and time, appointment end date and time, and one contact in the guest section of an appointment.

You can also add a description of an appointment using the description section of a Google appointment. You can follow the following Google appointment structure for your reference.

Google Calendar Sync Explained

Groundhogg Booking Calendar is one of the advanced enhancements to your Groundhogg account. Using the calendar, admins can enable appointment bookings for their site. Booking Calendar is packed with lots of features which include two way Google Calendar sync. In this article, the Google Calendar sync process is explained in detail.

To enable Google Calendar sync please follow the How to Sync Google Calendar documentation for the initial setup.

Once you successfully completed your initialization setup you will be able to see a screen with the message that indicated that Google Calendar sync is ON.

Groundhogg provides two different types of sync functionality.

  1. One Groundhogg Calendar to One Google Calendar sync
  2. One Groundhogg Calendar to Many Google Calendars sync

One Groundhogg Calendar to One Google Calendar Sync

When you sync Google Calendar with Groundhogg, it creates a new Google Calendar inside your Google account. The calendar will have the same name as your Groundhogg one. It also syncs the Groundhogg calendar appointments with this newly generated Google Calendar.

For Example: If you have a Groundhogg Calendar named “My Booking Calendar” when you sync it with Google it creates a new Google Calendar with the name “My Booking Calendar”.

Creating an Appointment from Groundhogg Calendar to Google Calendar 

When you enable Google Calendar sync each and every appointment that is created syncs with the Google Calendar.

For example: If you book a new appointment inside Groundhogg “My Booking Calendar” it will automatically create a new appointment inside the Google Calendar named “My Booking Calendar”.

This sync process is immediate, which means you will be able to see newly generated appointments inside your Google Calendar in less than a minute.

Creating an Appointment from Google Calendar to Groundhogg Calendar

Groundhogg provides two-way sync with Google Calendar. This means if you create an appointment in Google Calendar it can be synced with the Goundhogg Calendar on your website.

Groundhogg uses Cron Jobs to sync with Google Calendar. Groundhogg’s Google Calendar Sync runs every 12 hours, which means that the transfer will not be immediate. But, you can sync Google Calendar with Groundhogg Calendar any time by clicking the “Sync Now” button.

Sync Google Calendar Appointment with Groundhogg

There are certain details that need to be available inside a Google Calendar appointment to properly sync it with Groundhogg Calendar. The details are listed below:

  1. Calendar: Appointments need to be created in the calendar where the two-way sync is enabled. For example, appointments created in “My Booking Calendar” Google Calendar will only sync with the appointments created in “My Booking Calendar” Groundhogg Calendar.
  2. Appointment Date: Only the appointments with the future date and time will be synced with the Google Calendar.
  3. Times: Appointments need to have a valid appointment start time and end time for successful sync.
  4. Guests: Appointments need to have one guest to successfully integrate it with Groundhogg contacts.

The sample appointment for Booking Calendar is displayed below.

Delete Operation

Groundhogg does not support a delete operation sync from Google Calendar to Groundhogg Calendar due to security reasons. 

If you want to delete an appointment then delete it from Groundhogg Calendar. Groundhogg Calendar changes will be reflected in the Google Calendar. Note: if you delete an appointment from Google Calendar it will be recreated after the syncing process.

One Groundhogg Calendar to Many Google Calendars Sync

In case you have multiple Google Calendars and wish to match availability with more than one schedule you can use this second type of sync.

Using this type of sync you can block appointments that are already booked in other calendars. To do this, go to the edit page of the Groundhogg Calendar and select all the calendars from the list to compare availability.

Note: Groundhogg only syncs appointment with the daily Google appointment which has a start and end time. Groundhogg does not support sync with whole day booking.

Once completed, you will notice that all the conflict appointment slots are removed from availability.

Appointment Notification

The Groundhogg Booking calendar sends a notification when a contact interacts with the appointments. There are two types of notifications.

  1. Contact Notification 
  2. Admin Notification

Contact Notification

Contact notifications are the notifications sent to the contacts when they first interact with the appointment.

Email Notification

The booking calendar contains an email notification section where users can send essential emails to their customers about their appointments.

The creation of a new calendar generates a stack of essential emails to send whenever any events get completed by the user. Users can manipulate these auto-generated emails using the email editor section of Groundhogg.

Whenever a new appointment is booked, reminders are generated based on the reminder settings of the calendar. If the user changes the settings of reminders the new settings will take effect for new appointments only.

SMS Notification

If you have Groundhogg SMS plugin (download here) available you can send SMS notifications to the contacts. Using this tab you can select the SMS you want to send based on the event recorded in the Booking Calendar.

Admin Notifications 

Admin notifications are the notifications sent to the calendar owner when contacts interact with the booking calendar appointments.

Users can send emails as well as SMS notification to the calendar owner using the Admin Notification tab in the Booking Calendar area.

While sending admin notifications, the user can select the specific event for which they want to send notifications.

SMS notification option will be displayed only if Groundhoog’s SMS plugin is installed

When you send Admin notification, whether email or SMS, it will append the name of the event in the end in the notification area.

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