Set up your calendar and integrations
Your calendar is the appointment-booking surface customers see when they want to schedule with you. It pulls availability from your connected external calendar (Google or Outlook) so you never get double-booked, and pushes confirmed appointments back so they appear on your phone calendar.
Done well, this single feature replaces the back-and-forth of email-tag scheduling and dramatically increases booking completion rates. Done poorly, you get double bookings, no-shows, and angry customers. Spend the time to set it up properly.
Step-by-step
1. Connect your external calendar (per-user)
Each team member who takes appointments needs to connect their own calendar. This is a per-user setting — not account-wide — because each person has their own Google/Outlook account.
95. In Intellivizz CRM, click your profile picture → Settings → My Profile → Calendar Settings
96. Click "Connect" next to Google Calendar or Outlook
97. Sign in with your work account (or personal, if that's what you use for business)
98. Approve the OAuth permissions — Intellivizz needs read+write access to manage two-way sync
99. Choose which calendar to sync with (you may have multiple)
100. Set "Conflict calendars" — calendars to read for busy-time blocking but NOT write to (e.g., a personal calendar that should block CRM availability without exposing personal events)
2. Build your first calendar
A "calendar" in Intellivizz CRM is a configured booking type — think "30-minute consultation" or "60-minute client meeting." You can have many calendars, each with its own duration, availability, fields, and reminder workflow.
101. Go to Calendars → "+ New Calendar"
102. Choose calendar type: Round-Robin (multiple staff), Event (single staff/group), Group (one staff, many bookings), or Class (recurring scheduled session)
103. Name it descriptively ("Initial Tax Consultation — 30 min")
104. Set duration (15, 30, 45, 60 min, or custom)
105. Set buffer times (5–10 min before/after for prep and notes)
106. Set availability hours (use your business hours by default)
107. Set notice period (how far in advance bookings must be made: 1 hour, 24 hours, etc.)
108. Set max future booking window (e.g., bookable up to 60 days out)
109. Add custom intake fields (phone, reason for visit, insurance info, etc.)
110. Save — Intellivizz generates a public booking page URL
3. Configure confirmations and reminders
By default, Intellivizz CRM sends a confirmation email and a 24h-before reminder. The most effective service businesses go further — add an SMS confirmation, a 1h-before reminder, and a same-day Y/N text. This single change can cut no-show rates by 30–50%.
111. On the calendar settings page, scroll to "Confirmation & Reminders"
112. Toggle ON: Email confirmation (immediate, with calendar invite attached)
113. Toggle ON: SMS confirmation (immediate, short)
114. Add reminder: 24 hours before, email + SMS
115. Add reminder: 1 hour before, SMS only
116. Optionally: 24-hour confirm-yes/no SMS (use a workflow — see OB-010 and the Workflows guide)
4. Test the booking flow yourself
117. Open the calendar's public booking page URL in an incognito window
118. Pretend to be a customer — walk through the booking from end to end
119. Use a real email and phone (your own) so you can verify each notification
120. Check that: confirmation email arrived, calendar invite is in your 117. 117. Google/Outlook, SMS confirmation arrived, you appear on your CRM calendar
121. Cancel the test booking from the calendar afterwards
TIP — Test from a real customer's perspective
Don't just test on yourself. Have a friend or family member book you. They'll spot issues you won't — a confusing field, a missing email, an unclear time zone. Their fresh-eyes feedback in the first 5 bookings is worth more than 50 settings tweaks.
Calendar type reference
| Type | Use it for | Example |
|---|---|---|
| Event | One person taking 1:1 bookings | Solo therapist, financial advisor, executive coach |
| Round-Robin | Multiple staff sharing the load | Sales team rotating new-lead calls |
| Group | One person, multiple attendees per slot | Yoga class, group counseling, webinar |
| Class | Recurring scheduled sessions with seats | Weekly Pilates class, evening cooking class |
| Service | Multi-resource bookings (staff + room) | Hair salon (stylist + chair + room) |
Worked examples
Worked example: Solo CPA — 30-min tax consultation
Type: Event.
Duration: 30 min, with 5-min buffer before/after.
Availability: Tue–Fri, 9 AM–5 PM, no Sundays/Mondays. (He uses Mondays to do tax prep, no calls.)
Notice: minimum 4 hours, max 30 days out.
Intake fields: phone, reason for consult (dropdown: Returns, IRS letter, Audit, Other), preferred contact (email/phone/text).
Reminders: confirmation email, 24h email+SMS reminder, 1h SMS reminder. Plus a workflow that sends a Y/N confirm SMS at 24h and tags as "no-show-risk" if no response.
Worked example: Hair salon — cut + color (multi-resource)
Type: Service.
Duration: 90 min for cut+color, 45 min for cut-only, 60 min for color-only.
Resources: 4 stylists, each with their own schedule; 4 chair stations; 1 color station.
Availability: depends on stylist, pulled from their connected Google Calendars.
Customers pick their stylist first, then the service, then a time slot. Intellivizz checks both stylist and station availability.
Reminders: 48h before email, 24h before SMS, 2h before SMS.
Troubleshooting
| Symptom | Likely cause | What to do |
|---|---|---|
| Calendar shows me as available when I'm actually busy | External calendar not connected, OR conflict calendars misconfigured | Settings → My Profile → Calendar Settings: verify Google/Outlook is Connected (green check); add personal calendar to Conflict Calendars list |
| Customer booked but I don't see it on my Google Calendar | OAuth permission missing write access | Reconnect Google Calendar; ensure all permissions are approved including "create events" |
| I appear on Google Calendar twice (duplicate event) | Both Google Calendar AND Intellivizz are pushing events to each other | Settings → My Profile → Calendar Settings; choose ONE direction of sync (typically: Intellivizz writes to Google, not the other way) |
| Customer's confirmation email shows wrong time zone | Calendar is set to your time zone, not the customer's | Calendar settings → Display → 'Show times in customer's detected time zone' (toggle on) |
| No-show rates are >25% | Reminders insufficient or not personalized | Add 1h SMS reminder; add 24h confirm-yes/no SMS workflow; personalize subject/body with first name |
| Calendar booking page won't load on mobile | Custom domain SSL not propagated, OR layout broken on small screens | Test on app.intellivizz.ai/widget/[id] first; if works there, it's a domain issue — see OB-004 |
| Customers complain time slots disappear by the time they click | Slot was double-booked from another calendar | Reduce buffer time check interval; or enable optimistic locking in calendar advanced settings |
| Round-robin keeps assigning to one person | That person has the most availability OR has highest priority weight | Calendar settings → Round-Robin → review weights; default is even distribution but can be skewed |
Success criteria
My Google or Outlook calendar is connected and shows "Connected" status
I've created at least one calendar with the right type and duration
Confirmation email + SMS are configured and arrive on test booking
Reminders at 24h and 1h are configured
I tested booking via the public link in incognito mode and it worked end-to-end
My CRM calendar and Google/Outlook calendar both show the same test booking
No-show prevention SMS workflow is set up (or planned for OB-010)
