How to Create a Booking event

This guide walks you through the entire process of creating a booking, from setting up the booking event to publishing it so customers can book sessions with you.

By the end of this guide, you will know how to:

• Create and configure a booking event
• Add operators (hosts) and optional services
• Set availability per operator
• Control booking rules such as notice time and buffers
• Customize booking form questions
• Define what happens after a booking is completed
• Embed the booking widget anywhere in your platform

This system is designed to work equally well for:

• Simple 1:1 bookings
• Multi-coach teams
• Multiple services in one booking flow
• High-volume automated scheduling

Step 1: Go to Bookings

Navigate to:

Booking → All Bookings

Here you can:

• See all existing booking events
• Create new bookings
• Edit or manage existing ones

Click ➕ Create New Booking Event to get started.

Step 2: About the Booking

This step defines the basic information about the booking and how it appears to customers.

Event Name

The name of the booking event.

Shown in:

• Booking page
• Confirmation screen
• Emails and reminders
• Calendar events

Best practices:

• Make the purpose immediately clear
• Include duration if relevant
• Avoid internal or vague names

Good examples:

• 1:1 Coaching – 45 minutes
• Free Discovery Call
• Strategy Session (Existing Clients)

Description

A short explanation of what the booking is about.

Displayed on:

The booking page before time selection.

Recommended content:

• What this session is for
• Who it’s intended for
• What the client should prepare

Location

Where the meeting will take place.

Examples:

• Zoom / Google Meet link
• Physical address
• “Online – link sent after booking”

How this is used:

• Included in confirmation emails
• Included in reminder emails
• Can be configured to be displayed on the summary and confirmation screen

Recommendation:

If links change often, use a generic message and send the actual link via automation or calendar invite.

Meeting Reminder

Automatically reminds clients before their meeting.

Available options include:

• Never

Or this amount of time before the booking event:

• 15 minutes
• 30 minutes
• 1 hour
• 2 hours
• 6 hours
• 12 hours
• 24 hours
• 3 days
• 7 days

Strategic tips:

• Short reminders (15–30 min) → spontaneous or low-commitment calls
• Longer reminders (24h+) → paid or high-stakes sessions
• Multiple reminders can be handled via email automations if needed

Appointment Confirmation Email

Option to automatically email clients when a booking is made.

What this does:

• Confirms the booking immediately
• Reduces uncertainty
• Improves show-up rate

Recommendation:

Leave this enabled unless you have a fully custom confirmation automation.

Click Save Changes, then Next to continue.

Step 3: Operators & Services

This step defines who hosts the meeting and optionally what type of session is booked.

Operators (Required)

An operator is the person hosting the session.

You must add at least one operator for a booking to work.

Typical operator examples:

• Coach
• Consultant
• Support agent
• Team member
• Founder

Adding an Operator

Click ➕ Add an Operator. This opens a panel where you can:

• Select an existing operator
• Create a new operator

Creating an Operator

Each operator represents the person hosting the meeting. The information you add here affects both the customer experience and your internal workflow, so it’s worth setting this up carefully.

Each operator can have:

• Name

  The operator’s name is shown to clients during the booking process and in confirmation messages.

  Use the name your clients recognize (for example first name, or first name + role).

• Email

  This email address is used for:

  • Booking notifications
  • Calendar invitations
  • Reminder and update emails

  • Calendar integrations

    It should always be an email the operator actively uses.

• Description

  The description helps clients understand who they are booking with.

  This is especially useful if you have multiple operators or if clients can choose between them.

  Examples of what to include:

  • Role or expertise
  • Who the session is best suited for
  • Short, friendly introduction

• Image

  The operator image is shown during the booking flow when clients select an operator.

  Adding an image increases trust and makes the experience more personal and human. Use a clear, professional photo with good lighting and a neutral background.

• Color

  The color is used internally to visually distinguish bookings in calendars and schedules.

  This is particularly helpful when:

  • Multiple operators share a calendar view
  • You want quick visual clarity when scanning bookings

• Google Calendar Connection

  Connecting an operator’s Google Calendar allows the system to:

  • Automatically block unavailable times
  • Prevent double bookings

  • Add booked sessions directly to the operator’s calendar

    This ensures availability stays accurate without manual updates.

Automatic Operator Assignment (Optional)

Enable Assign operators automatically to:

• Remove choice from the client
• Let the system distribute bookings evenly

Use this when:

• Operators provide the same service
• Speed and simplicity matter
• You want a “next available” experience

Avoid this when:

• Personal chemistry matters
• Clients expect to choose a specific person

Services (Optional but Powerful)

Services define what kind of session is booked. Think of services as “booking products.”

When Services Are Especially Useful

Use services if:

• You offer different session lengths
• You have both free and paid sessions
• You want one booking page for multiple offers
• Operators offer different types of sessions

Creating a Service

A service defines what kind of session the customer is booking.

Services strongly influence how the booking widget behaves, especially when it comes to time availability, capacity, and user expectations.

Think of a service as the booking logic layer between the customer and the operator.

Each Service Includes:

• Service Name

  The service name is customer-facing and shown in the booking widget before time selection.

  It should clearly describe what the client is booking.

  Good examples:

  • 1:1 Coaching Session – 60 min
  • Group Q&A Call
  • Strategy Deep Dive

• Description

  The description sets expectations before the customer selects a time.

  Use it to explain:

  • What the session includes
  • Who it’s for

  • Any preparation required

    Clear descriptions reduce mismatched bookings and no-shows.

• Service Type
  • One-on-one
    • One customer books one operator
    • Each time slot can only be booked once

    • Availability is tied directly to the operator’s calendar

      How this affects the booking widget:

    • Time slots disappear once booked
    • Availability is recalculated per operator

    • Calendar conflicts immediately block slots

      This is ideal for:

    • Coaching
    • Consulting
    • Support calls
    • Sales or discovery sessions
  • Group
    • Multiple customers can book the same time slot
    • The session runs once but can have multiple attendees

    • Capacity is shared across participants

      How this affects the booking widget:

    • Time slots remain visible until capacity is reached
    • Booking availability is not removed after the first booking

    • The same session time can be booked by multiple people

      This is ideal for:

    • Workshops
    • Group coaching
    • Q&A sessions
    • Live classes

• Duration

  Duration defines how long the session lasts and directly controls:

  • Slot length
  • Calendar blocking

  • Buffer interactions

    Tip: Make sure duration aligns with:

  • Availability increments
  • Buffer time
  • Operator energy and workload

• Image

  Images help customers quickly distinguish between services.

  This is especially useful when multiple services are offered in the same booking flow.

• Contact Tagging

  Tags are applied automatically when a booking is made.

  Use tags to:

  • Trigger onboarding emails
  • Send preparation instructions
  • Start follow-up sequences
  • Segment contacts by service type

Linking Services to Operators

• One operator → many services
• One booking → many operators
• Services are selected before time selection

This enables advanced setups such as:

• Multiple coaches, same booking page
• One coach, multiple session types
• Tiered offerings inside one flow

Step 4: Availability

Availability defines when bookings can be made.

Availability Is Always Set Per Operator

If your booking has multiple operators, you must configure availability for each operator individually.

Use the Operator selector at the top to switch between operators.

Important:

If an operator has no availability, they will not appear as bookable – even if the booking itself is active.

Operator Availability Range

“The operator is available for booking”

Options include:

• Today
• Next 2 days
• Next 3 days
• Next week
• Next 2 weeks
• Next 3 weeks
• Next 4 weeks
• Next 5 weeks
• Next 6 weeks
• Indefinitely
• Custom Date Range

Strategic use cases:

• Short range → launches, campaigns, limited offers
• Long range → ongoing coaching or support
• Custom range → seasonal or temporary availability

Weekly Availability (Days & Hours)

Define:

• Available weekdays
• Start and end times per day

You can:

• Add multiple time blocks per day
• Mix weekdays and weekends
• Create split schedules (e.g. mornings only)

Excluded Days

Excluded days temporarily block availability.

Use for:

• Vacations
• Sick days
• Public holidays
• One-off events

Best practice:

Use exclusions instead of editing weekly availability for temporary changes.

Availability Increments

Controls how selectable time slots are displayed.

Examples:

• 15 minutes → flexible scheduling
• 30 minutes → most common
• 60 minutes → long sessions only

Scheduling Notice

Prevents last-minute bookings.

Examples:

• No notice → spontaneous bookings
• 2–24 hours → prepared sessions
• 48 hours → high-touch or premium offers

Buffer Between Appointments

Adds automatic downtime between sessions.

Use buffers to:

• Avoid back-to-back calls
• Take notes
• Reset mentally
• Handle overruns

Available buffer options:

• No buffer
• 5 minutes
• 10 minutes
• 15 minutes
• 20 minutes
• 25 minutes
• 30 minutes
• 35 minutes
• 40 minutes
• 45 minutes
• 50 minutes
• 55 minutes
• 60 minutes

Recommended buffers:

• 5–10 min → short calls
• 15–30 min → deep coaching sessions

Limit Sessions per Day (Optional)

Caps how many sessions an operator can have per day.

Useful for:

• Preventing burnout
• Maintaining energy and quality
• Creating intentional capacity limits

Step 5: Form Questions

Form Questions define what information is collected before booking is confirmed.

Default Fields

By default:

• Name
• Email

These are required for booking functionality.

Custom Form Questions

You can:

• Add custom questions
• Create required or optional fields
• Collect preparation data
• Qualify leads before sessions

Examples:

• “What is your main goal for this session?”
• “Have you worked with us before?”
• “Anything we should know in advance?”

Best practice:

Ask only what you will actually use.

Step 6: Confirmation

The confirmation step defines what the customer sees, feels, and does immediately after a booking is successfully completed.

This is a critical moment in the booking flow:

• It reassures the customer that the booking was successful
• It sets expectations for what happens next
• It guides the customer into the next step of their journey

A well-designed confirmation experience increases trust, reduces no-shows, and creates a smoother transition into the actual meeting.

You can choose between two confirmation methods, depending on how advanced and branded you want the experience to be.

Option 1: Default Confirmation Message

The default confirmation message is a quick and lightweight way to confirm the booking without creating additional pages.

It is ideal when you want a fast setup and a clean, minimal confirmation experience.

What You Can Customize

• Headline

  Displayed prominently on the confirmation screen.

  Use this to clearly confirm the booking, for example:

  “Your session is booked!” or “You’re all set!”

  Description

  Additional information shown below the headline.

  This is a great place to:

  • Thank the customer
  • Reconfirm the date and time
  • Explain what happens next

  • Set expectations before the meeting

    Call-to-Action Button

    An optional button that helps guide the customer forward instead of leaving them at a dead end.

    Button Destination

    The button can send the customer almost anywhere, for example:

  • A resource or preparation page
  • A checklist or onboarding page
  • A community or portal
  • A follow-up funnel step

Good Uses for the Default Confirmation Message

• Simple thank-you messages
• Basic next-step instructions
• Linking to helpful resources
• Light onboarding actions
• Low-friction or free bookings

Option 2: Custom Confirmation Page

Instead of using the built-in confirmation message, you can redirect customers to a custom confirmation page created in the Web Studio.

This option gives you full control over layout, content, and branding, and allows you to design a more intentional post-booking experience.

When to Use a Custom Confirmation Page:

• Fully branded thank-you pages
• Personalized video messages
• Detailed onboarding instructions
• Next-step guidance or checklists
• Funnel transitions (for example, moving users into a program or offer)

What You Can Include on a Custom Page:

• Welcome or thank-you videos
• Downloadable resources
• Preparation or calendar instructions
• Links to portals, communities, or courses
• Tracking, analytics, or conversion elements

This makes the confirmation page an active part of your customer journey — not just a confirmation screen.

Redirecting Users After Booking (Both Options)

Whether you use a default confirmation message or a custom confirmation page, you can send the customer almost anywhere after booking.

Using the link selector, you can redirect users to:

• Pages (thank-you pages, onboarding pages, resource hubs)
• Funnels (onboarding flows, upsells, applications)
• Store or product pages
• External links (Zoom, Meet, Notion, third-party tools)
• Files (PDFs, workbooks, checklists)
• Anchor points on a page
• Popups or video popups
• Email or phone actions

This flexibility allows you to fully control what happens after the booking — not just confirm that it happened.

Choosing the Right Option

Use the default confirmation message for:

• Simple or free bookings
• Internal meetings
• Fast, low-friction scheduling

Use a custom confirmation page for:

• Paid sessions
• Onboarding flows
• Branded customer journeys
• Funnels and upsells

Step 7: Publish and Use the Booking

Once your booking is saved, it becomes active and ready to use. You can allow customers to book available time slots by simply dragging and dropping the Booking Widget anywhere you create content in the platform – such as on pages, in popups, inside Circles, or on funnel steps.

For a detailed walkthrough on how to place, configure, and customize the Booking Widget, please refer to the dedicated article on the Booking Widget.

This allows customers to:

• Choose operator (if enabled)
• Choose service (if enabled)
• Select time
• Book instantly

Final Checklist

Before sharing your booking, confirm that:

✅ Booking details are clear

✅ Operators are added and connected

✅ Availability is set per operator

✅ Services (if used) are linked correctly

✅ Form questions are intentional

✅ Confirmation experience is aligned with your brand

✅ Booking widget is placed where users expect it