Setting Up Service Calendars for MedSpas

What Is a Service Calendar?

A Service Calendar is a scheduling tool within your CRM that helps MedSpas automate bookings, manage staff schedules, and allocate resources such as treatment rooms and equipment. By setting up calendars for services like microneedling, laser therapy, or injectables, you can ensure smooth operations, prevent overbooking, and offer clients a seamless booking experience.

Key Benefits of Service Calendars

Service Calendars provide several advantages for MedSpas:

• Automated Scheduling: Clients can book appointments online without needing to call.
• Resource Management: Assign specific rooms and equipment (like laser devices or microneedling pens) to avoid double bookings.
• Staff Scheduling: Define providers’ working hours to reflect accurate availability.
• Service Grouping: Organize services into categories such as “Laser & Skin Treatments” or “Injectables & Facials.”
• Flexible Menus: Offer bundled services (e.g., consultation plus treatment) in a single booking.
• Professional Branding: Customize booking pages with images and colors to match your brand.

Adding Staff Members and Availability

Before creating services, add your staff members and set their availability:

1. Navigate to Settings → My Staff → Add User.
2. Enter the provider’s name, email, and extension. Set permissions and define availability (e.g., Monday, Wednesday, Friday from 9 AM to 5 PM).
3. Click Save.

Creating Service Groups

Groups help organize related services, each with its own booking link:

1. Go to the Calendars menu and click Calendar Settings in the top-right corner.
2. Under Preferences → Account Preference, toggle the Service Menu option on.
3. In the Calendars tab, click + New Group on the left sidebar.
4. Enter a Group Name, description, and URL. Select a template type and click Create.

Creating a Service Calendar

1. Start Service Calendar Creation

Select a group from the left sidebar and click Create Calendar.

2. Choose Service Booking

Navigate to Calendars → Service Menu → Create Service Menu, then select Service Booking.

3. Enter Service Basics

Fill in the service name, assigned staff, custom URL, duration, and availability. Click Advanced Settings for more options.

4. Configure Service Details

In the Service Details tab:

• Upload a service logo.
• Enter a clear service name and description.
• Assign the service to a group.
• Create a custom URL for the booking link.

5. Set Up Appointment and Staff

In this section:

• Set the appointment invite title (use placeholders like {{contact.name}} for personalization).
• Assign qualified team members.
• Define the meeting location (e.g., clinic address or treatment room).
• Choose a meeting color for internal calendar visibility.

6. Assign a Room

In the Rooms tab, link the service to a physical treatment room (e.g., “Laser Room 1” or “Injectables Suite”) to manage resource allocation.