Velocity360 Calendar Setup: Customize Availability & Forms

🗓️ 1. General Setup & Branding

These settings control the public-facing identity and basic parameters of your booking link.

Name: Define the client-facing title for the meeting type (e.g., "30-Minute Discovery Call").
Description: Provide details about the meeting's objective, what to prepare, and who the calendar is for.
Group: (Internal) Categorize the calendar for better organization and reporting (e.g., "Sales," "Support").
Calendar URL: Customize the unique booking link (e.g., /discovery-call). You can also use a custom Branded Domain.
Logo: Upload a picture or your company logo. This will display on the public booking page.

Control the length of the meeting and ensure you have transition time between appointments.

Duration: Set the exact length of the meeting (e.g., 15 min, 30 min, 1 hour).
Slot Interval: This controls the increments in which time slots are displayed to the client (e.g., 15 min intervals means they can book at 9:00, 9:15, 9:30, etc.).
Buffer Time: Mandatory empty time (e.g., 10 minutes) automatically inserted immediately **before** and/or **after** every meeting. This prevents back-to-back bookings.
Minimum Scheduling Notice: The minimum amount of time required between a booking and the actual meeting (e.g., 2 hours).
Maximum Days Ahead: Limit how far into the future a client can book (e.g., only up to 30 days).

For team calendars, this determines how inbound appointments are assigned among team members with linked calendars.

Equal Distribution: The system attempts to balance the load by assigning the meeting to the team member who has had the fewest meetings booked through this calendar so far.
Optimize for Availability: The system prioritizes the team member who is available **first**. This is the best option for speed and maximizing the number of bookings.
Meeting Assignment: Ensure each team member who is part of the Round Robin setup has their internal calendar (Google/Outlook) properly connected under Section 6.

Define the specific days and times when this calendar will offer slots to clients.

Weekly Hours: Set the default hours for each day of the week (e.g., Monday 9:00 AM - 5:00 PM). You can add multiple blocks (e.g., 9-12 and 1-5 to accommodate lunch).
Time Zone: Set the calendar's base time zone. The public page will dynamically adjust slots based on the client's local time zone.
Maximum Bookings Per Day: Cap the total number of meetings that can be scheduled via this calendar on any given day.
Applied User Availability: For team calendars, the final available slots are calculated by overlaying the calendar's availability with the individual availability (free/busy) of the assigned team members.

Customize the client's experience and capture crucial data during the booking process.

Attached Form: Select a custom form to replace the default Name/Email fields. Use this for qualifying questions.
Accept Payment: Toggle this option ON to require the client to pay a set fee via the linked Payment Gateway before the booking is confirmed.
Redirect URL: After a successful booking, send the client to a custom Thank You page on your website rather than the default confirmation screen.
Email Confirmation: Customize the content of the automatic confirmation email and appointment reminders sent to the client.

Ensure your availability is accurate by syncing with external calendars like Google or Outlook to prevent double-bookings.

Two-Way Sync: Verify your Google or Outlook calendar is connected in your user profile settings. This is mandatory for the system to check your existing events.
Free/Busy Check: The system automatically blocks off any time slots on the booking page where you have an existing appointment marked as "Busy" in your synced external calendar.
Appointment Creation: Once a client books an appointment, the system automatically creates the corresponding event on your connected external calendar.
Notifications: The calendar invite is sent from the connected email address, ensuring consistency for the client.