Setting up your calendar
How to Set Up your Calendar: Easy Step‑by‑Step Guide
Creating a service calendar in Pulse REI CRM gives your clients an easy way to schedule appointments online while automatically managing staff availability, time slots, forms, notifications, and even payments. It’s ideal for service‑based businesses that want professional, automated booking without manual scheduling headaches.
Here’s how to set up a calendar in a clear, beginner‑friendly way:
📅 Step 1: Enable Service Calendars
Before creating a service calendar, make sure the feature is turned on:
Go to Calendar Settings in Pulse REI CRM.
Click Preferences.
Under In‑App Preferences, turn on the Service Menu option.
You’ll now see Service Calendar as a calendar type you can create.
This step ensures your account is ready to support service booking. Only admins may access this option.
🆕 Step 2: Create a New Service Calendar
Once enabled:
Go to Calendar Settings → Create Calendar.
Choose Service Calendar as the calendar type.
Fill in the basic details:
Service Name: A clear, descriptive title.
Service Description: Explain what the calendar is for.
URL / Slug: A custom link for your booking page.
Duration: How long the service lasts.
Assigned Staff: Who will provide the service.
This setup ensures clients know what they’re booking and staff availability is accurately reflected.
⏱️ Step 3: Set Availability & Scheduling Rules
Configure how and when appointments can be booked:
Weekly Working Hours: Default hours clients can book.
Date‑Specific Hours: Overrides for special dates, holidays, or exceptions.
Minimum Notice: How far in advance bookings must be made.
Buffers: Time before/after appointments for preparation or transition.
Date Range: How far into the future clients can schedule.
By tailoring these settings, you control your schedule and prevent overbooking.
📋 Step 4: Customize Forms & Payments
Choose how information is collected and whether you’ll accept payment during booking:
Use the default form or select a custom form you built earlier.
Toggle consent checkboxes or messages.
Set up payment options if you want clients to pay (or deposit) at booking.
Custom forms help gather the details you need while payments streamline check‑outs.
🔔 Step 5: Notifications & Additional Options
Make sure nobody misses a booking:
Choose who receives notifications (clients, staff, or both).
Decide whether external calendars (like Google Calendar) should send invites or updates.
Add any extra notes that will show in appointment invitations.
These settings help keep everyone informed and improve client experience.
🖼️ Step 6: Branding & Staff Options
Personalize how the calendar looks:
Upload a service logo or cover image to display on booking widgets.
Allow clients to select specific staff members during booking if desired.
Good visuals and staff selection options make your calendar more user‑friendly.
🧰 Step 7: Rooms & Equipment (Optional)
If your service requires specific rooms or equipment (like studios, treatment rooms, or gear), you can link them to the calendar so bookings automatically reserve these resources too.
✅ Final Step: Save and Publish
Hit Save once everything is configured—and your service calendar is ready for clients to book!
💡 Important Tips to Understand Why This Matters
Staff‑Based Availability
Your service calendar only shows times when assigned staff are available, so bookings always reflect real schedules.
Booking Slots
Slots are broken into 15‑minute intervals (default) to keep schedules clean and predictable.
Grouping Services
You can later display multiple service calendars under one booking menu if you want a menu of services for clients to choose from.
By following these steps, you create a professional booking system that’s easy for clients to use and efficient for your business to manage. Calendar setup isn’t just ticking boxes—it’s about ensuring smoother operations, fewer scheduling conflicts, and a better booking experience overall.
Frequently Asked Questions (FAQs)
1. What is a service calendar in Pulse REI CRM?
A service calendar is an online scheduling system that allows clients to book appointments automatically. It manages staff availability, time slots, forms, notifications, and optional payments, making scheduling efficient and professional.
2. Can I customize availability and booking rules?
Yes. You can set weekly hours, date-specific exceptions, minimum notice, buffers between appointments, and how far into the future clients can book. This ensures your calendar reflects your real schedule and prevents overbooking.
3. How do forms and notifications work with a service calendar?
You can attach custom forms to collect client information and configure notifications for both staff and clients. Notifications can also integrate with external calendars like Google Calendar, keeping everyone informed of new or updated appointments.
Still have questions? Join the weekly CRM support call or reach out through your REI Pulse support channel.
