Calendar Setup 101

Overview

Managing time and appointments efficiently is essential for your success. With PXME’s advanced calendar features, you have powerful tools to set up, customize, and manage your schedules. This guide covers everything you need to know about calendar setup and management so you never miss a beat.

Types of Calendars in PXME

PXME offers different calendar types tailored for specific needs:

• Personal Calendar – A personal 1:1 booking calendar for simplified scheduling without complex setups.

• Simple (Unassigned/Event Calendar) – Best for general events not tied to specific team members.

• Round Robin (Group Calendar) – Distributes appointments evenly among multiple team members.

• Class Booking – For single-session classes, workshops, or seminars.

• Collective Booking – Requires multiple team members to attend the same appointment.

• Service Calendar – Organize services by category and display them in a single scheduling link (service menu).

Note: A Personal Calendar includes all Round Robin features but applies to a single team member only.

Getting Started

• Navigate to Settings → Calendars.

• Click + New Calendar.

• Select the calendar type and fill in the details.

Designing Your Calendar

• Logo: Upload your practice logo for brand visibility.

• Name & Description: Add a clear title and overview.

• Custom URL: Personalize the booking link.

• Appointment Title: Use placeholders like {{contact.name}} for personalization.

Meeting Location Options:

• Display a custom placeholder (e.g., “Main Office”) to keep actual addresses private.

• Use Ask the Booker to let clients select their preferred meeting location.

• Event Color: Assign a color for quick identification.

Configuring Availability

• Weekly Hours: Set recurring weekly availability.

• Date-Specific Hours: Adjust for holidays, special events, or exceptions.

• Duration & Intervals: Define appointment length and booking frequency.

• Buffer Time: Add pre- or post-buffers to allow transition time between appointments.

• Max Bookings: Limit the number of appointments per day or time slot.

• Minimum Notice: Set how much lead time is required before scheduling.

• Date Range: Control how far in advance bookings can be made.

• Recurring Appointments: Enable regular repeat sessions.

Key Features

• Look Busy: Hide a percentage of available slots to create urgency and encourage faster bookings.

• Timezone Awareness: Appointments display in the booker’s timezone automatically.

• Round Robin Allocation: Evenly distributes bookings among selected team members.

Forms, Guests, and Payments

• Custom Forms: Attach booking forms to collect necessary details.

• Guest Options: Allow attendees to bring guests and collect guest details if needed.

Payments (Stripe Integration):

• Set appointment fees.

• Enable partial payments or deposits.

• Charge per guest if required.

Notifications & Policies

• Custom Notifications: Configure confirmations, reminders, and updates for both contacts and team members.

• Rescheduling & Cancellation Policies:

  • Allow clients to reschedule or cancel.

  • Define cutoff times to prevent last-minute changes.

  • Rescheduled appointments display tags showing previous dates for reference.

• Google Calendar Sync: Automatically sync appointments with Google Calendar.

Widget Customization

• Style Options: Choose between Neo (modern) or Classic.

• Colors & Branding: Customize primary colors, backgrounds, and button text.

• Details: Show or hide calendar title, description, duration, and timezone.

• Custom CSS: Add advanced styling for full customization.

Calendar Management

Viewing & Editing:

• Access all calendars in Settings. Options include:

  • Duplicate

  • Embed code retrieval

  • Share booking links

  • Edit, activate, or deactivate calendars

Appointment Management:

• View, filter, and manage bookings under Calendars → Appointments.

FAQs

Q1: How do I create a new calendar?
A: Go to Settings → Calendars → + New Calendar, select a type, and configure details.

Q2: How can I keep the meeting location private?
A: Use Display Label for Custom Location to show a placeholder until booking is confirmed.

Q3: What is the “Look Busy” feature?
A: It hides a percentage of available slots to create urgency and encourage quicker bookings.

Q4: How do pre- and post-buffers work?
A: They add extra time before and after appointments to avoid overlap and ensure transition time.

Q5: Can I add multiple guests?
A: Yes. Enable the Add Guests option in your calendar settings.

Q6: Can I accept payments for appointments?
A: Yes. Integrate with Stripe to accept full or partial payments.

Q7: Can clients reschedule or cancel appointments?
A: Yes. You can set policies and cutoff times for both rescheduling and cancellations.

Q8: Can I sync with Google Calendar?
A: Yes. Enable Google Calendar integration in your calendar settings.

Q9: How do I customize my booking widget?
A: Use the Widget Customization settings to adjust style, colors, and layout.

Q10: How can I limit daily or per-slot bookings?
A: Set limits in Availability Settings to cap appointments per slot or per day.