How to Create a Calendar With Reminders // AIO HQ SOP
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How to Create a Calendar With Reminders

Create a calendar within AIO HQ that includes automated reminders to ensure clients and staff remember their appointments.

WhereWithin AIO HQ's Calendar section under the Settings and Sites tabs.
Who Runs ItBusiness owners, Managers, or anyone responsible for setting up and managing appointments within your organization.
FormatStep-by-step build
// MISSION BRIEF
Goal
Create a calendar within AIO HQ that includes automated reminders to ensure clients and staff remember their appointments.
Ideal Outcome
Successfully set up a calendar that automatically sends reminders to clients before their appointments, reducing no-shows and improving client experience.
Why It Matters
Automated reminders help ensure that clients remember their appointments, leading to fewer missed bookings and better time management for your business.
When
Whenever you need to set up a new calendar for client bookings or want to add automated reminders to an existing calendar.

// Prerequisites

  • Access to AIO HQ's calendar feature.
  • Details about the services or appointments being scheduled.
  • Staff availability and time preferences for appointments.
// STEP-BY-STEP
01

Access the Calendar Feature

  1. Login to Your the platform: Begin by logging into AIO HQ dashboard.
  2. Navigate to the Calendar Section: Go to the Settings tab, then click on Calendars. Here, you’ll see an overview of all the calendars currently set up within AIO HQ.
  3. Click on +Create Calendar: This will start the process of creating a new calendar for your business.
02

Set Up the Calendar

  1. Select Your Scheduling Type: Select the type of calendar you need. Depending on your intended use, AIO HQ offers different functionality for different calendars.
  • Service Calendar: Tailored calendar type created to simplify the scheduling process of service-based businesses. In this calendar type, users can create different services they offer, group them together by categories, and display all of them in one single scheduling link.
  • Simple Calendar: Designed for creating events in a specific calendars oriented toward in person meetings or physical events.
  • Round Robin: Enables round-robin style booking, based on availability. Ideal for interviews and troubleshooting calls.
  • Class Booking: Allows for several leads to book with a single team member. Ideal for webinars or group coaching calls.
  • Collective Booking: Allows for a single lead to book time with several team members at the same time. Ideal for team calls.
  1. Name Your Calendar: Enter a name for your calendar that clearly reflects the service or appointment type (e.g., "Consultation Appointments").
  2. Assign Staff Members: Select the staff members who will be available for this calendar. You can add multiple staff members if more than one person handles the same type of appointment.
  3. Set Appointment Duration: Define the length of each appointment (e.g., 30 minutes, 1 hour).
  4. Configure Availability: Specify the days and times when appointments can be booked. You can set different availability for each day of the week.
TIPUse the copy feature to apply the same availability settings to multiple days.
03

Customize Calendar Settings

  1. Add a Custom URL Slug: Create a unique URL slug for your calendar, which clients will use to book appointments (e.g., "consultations"). Remember this is the end of the url so can only contain letters, numbers and “-” symbols.
  2. Enable Payment Collection (Optional): If you require payment before booking, enable this option and set up the payment details.
  3. Buffer Time (Optional): Add buffer times between appointments if needed, to allow for preparation or overrun. This can be done under Advanced Settings.
04

Finalize and Save the Calendar

  1. Review All Settings: Double-check the calendar settings, availability, and reminders to ensure everything is configured correctly.
  2. Save Your Calendar: Once satisfied with the setup, click Confirm to finalize your calendar.
05

Embed or Share Your Calendar

  1. Copy the Calendar Link: After saving, you can copy the calendar’s unique link.
  2. Embed on Your Website: Add this calendar to your website by embedding it in the desired location or share the link directly with clients via email or social media.
06

Set Up More Detailed Reminders via Workflows

  1. Access Workflows: Go to the Automation tab and select Workflows.
  2. Create a New Workflow: Click on +Create Workflow and select a recipe related to appointment reminders, or start from scratch.
  3. Configure Workflow Triggers:
  • Set the trigger to activate when an appointment is booked in your calendar.
  • (Optional) Set up a filter to specify which calendar or calendar group the workflow applies to.
  1. Design Reminder Sequence:
  • Add wait steps by clicking the plus arrows between each for multiple reminders (emails, SMS) at different intervals (e.g., 48 hours before, 24 hours before, 1 hour before).
  • Personalize each message with placeholders and custom content.
  1. Test and Activate: Run a test of the workflow to ensure all reminders are sent as expected, then activate the workflow.
WRAP-UP

You’ve successfully created a calendar with automated reminders through AIO HQ. By also setting up detailed reminders via workflows, you ensure a robust appointment management system that keeps your clients informed and punctual, further enhancing your service experience.

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