- 5calendar types, from one-on-one to whole-team
- 5 min to 30 daysreminder window before each appointment
- .icsadd-to-calendar file in every confirmation
What can Agent Studio calendars do?#
Each calendar is a booking page with its own hours, length, questions and follow-up. Pick the type that matches how you sell your time, and the page handles the rest: open slots, time zones, confirmations, reminders and the CRM record.
| Type | Best for | How booking works |
|---|---|---|
| One-on-one | Consults, discovery calls, estimates | Clients book your open time directly |
| Round robin (team) | Sales teams and front desks | Each booking goes to the next teammate in rotation |
| Class or group session | Workshops, classes, webinars | Up to 500 seats per session on one time slot |
| Service menu | Salons, clinics, home services | Clients pick a service, its length and listed price set the slot |
| Collective (whole team) | Panel interviews, joint consults | A slot shows only when every team member is free |
How do I create a booking calendar?#
Open CRM, Calendars, press New calendar, and you are taking bookings in a few minutes. Every setting has a sensible default: 30-minute slots, weekday hours from 9 to 5, two hours of notice and a 24-hour email reminder.
Launch your first booking page
Step 1: Create the calendar
Name it after the outcome the client wants ("Free estimate", "Strategy call"), pick the type, the length and your time zone under Basics.New calendarStep 2: Set your weekly hours
Add blocks per day under Weekly hours, then use Date overrides to close holidays or open a special Saturday.Step 3: Ask the right questions
Under Booking form, choose whether name, email and phone are required and add up to 20 questions. Map an answer to a custom field and it lands on the contact.Step 4: Decide what happens after booking
Under After booking, write the confirmation message or send people to your own thank-you page, add tags, and pick the pipeline stage where a new deal opens.Step 5: Add reminders and a location
Under Reminders, add up to 10 reminders by email, text or both. Under Location, choose in person, phone call or video call and paste the address, number or link.Step 6: Share it
Press Copy link for email, texts and social bios, or Copy embed to place the booking page on your website.Open Calendars
| Setting | What it controls | Default |
|---|---|---|
| Length | How long each appointment runs (5 to 720 minutes) | 30 minutes |
| Slot interval | How often a new start time appears | 30 minutes |
| Buffer before and after | Prep and travel time kept clear around each booking | None |
| Minimum notice | How soon someone can book | 2 hours |
| Days ahead | How far out the calendar opens (up to 365 days) | 60 days |
Round robin and collective calendars take up to 50 team members. Round robin hands each booking to the next teammate in rotation, and Book for a contact lets you choose a teammate by hand. A team member who is booked on another calendar shows as busy everywhere, so nobody gets double-booked.
Two switches decide what clients do on their own: Contacts can reschedule from their email and Contacts can cancel from their email. Leave both on and changes happen without a phone call. Freed times reopen for the next client at once.
How do appointment reminders work?#
Reminders go out on schedule from 5 minutes to 30 days before the start, by email, text or both. Each one goes out once per appointment, in the time zone the client booked in.
- Emails go out from the Agent Studio platform sender with the client's time and location in their own time zone.
- Texts go out through the texting connection in CRM Settings.
- Leave a reminder's channels empty and it fires the Appointment reminder due trigger for a workflow instead, so you send your own message from any step.
How do clients book, reschedule or cancel?#
Clients open your link, see open times in their own time zone, fill in the form and press Book a time. They see You are booked and get a confirmation with Add to calendar, Change time and Cancel appointment links that open a private manage page.
- Prefill the form by adding
?name=,&email=and&phone=to the link. Workflow emails do this for you, so a lead books in two clicks. - Pause a calendar and the page shows Booking is closed for now instead of a broken link.
- Bookings record the visit that brought the client, so Reporting credits the right source.
What happens in my CRM after someone books?#
Every booking creates the contact (or links to the one you already have), adds your tags, opens a deal in the stage you picked and fires the Appointment booked trigger. From there your automations take over.
- Confirm new bookings by text and Welcome booked calls by email are ready-made workflows in Automations.
- Pair a calendar with a form and leads who leave without booking get follow-up emails with their booking link.
- Cancelled, rescheduled and status changes each fire their own trigger, filtered to one calendar or all of them.
How do I track show-ups and no-shows?#
When an appointment ends while still booked or confirmed, it moves to Needs a status on the Calendars board. Mark it Showed or No-show in one click. Agent Studio never marks a no-show on its own, so your show rate stays accurate, and Appointment status changed can start a rebooking sequence for every no-show.