How to Create a Service Calendar for Client Appointments

Creating a dedicated Service Calendar is a crucial step in organizing and streamlining your client appointment process. This calendar setup not only enhances the booking experience for your clients but also helps your internal team track appointments more effectively.

Below is a step-by-step breakdown of how to create and configure a Service Calendar, along with key personalization tips to improve clarity and communication.

Service Calendar Setup

Watch this Loom walkthrough for a full visual guide:
Service Calendar Creation Video

Appointment Title Format

When creating your calendar, use the following dynamic title format to make it easy for staff to recognize the client and their pet(s):

{{contact.name}} - {{contact.primary_pet}} - {{contact.primary_breed}} - [service name]

This format ensures each appointment entry is clear and personalized, providing immediate context without the need to dig into the client's full profile.

Thank You Message (Post-Booking)

After a client submits their booking, they'll receive a custom confirmation message. Here's a recommended message you can use:

Thank you for your appointment request. We will contact you shortly to confirm your request. Please call our Salon at {{contact.phone}} if you have any questions.

You can adjust this message as needed, but keep it short, clear, and supportive of your customer experience.

Payment Description (Optional)

If your services require a deposit or payment information to be collected at the time of booking, use the following format to describe the payment clearly:

[service name] - [price] - [amount - $ or %] Deposit

This transparency helps reduce confusion and sets clear expectations for your clients before they arrive.

✅ Pro Tips

• Be sure to test your calendar setup before going live to ensure dynamic fields are populating correctly.

• Always match the appointment title format to your team’s workflow for easier search and filter functionality.

• Use consistent naming and payment formats across all services to avoid confusion.

By setting up your service calendar with these elements, you’re giving your business a professional, streamlined edge while enhancing communication with both staff and clients.

Let us know if you’d like a template or checklist version of this guide for training or documentation purposes!