Getting Started Guide
Getting Started Guide

Getting Started Guide

Welcome to CozyCal! 🎉

This guide will help you learn the basics of CozyCal and set up a delightfully simple scheduling system to manage all your bookings and grow your business.

You'll learn how to:

Let's dive in! ✌️

📆 Setting up your booking page

Step 1: Add event types or folders

It's fairly straightforward to create event types.

  1. On the menu, go to Booking Page, then click on + New Item —> New Event Type.
  2. Input Title for your event type. Notice that your title will be the slug of the event type's sharable link. You can share the event type link with others for quick scheduling.
  3. Add a Short Description for your event type.
  4. You will notice that the left hand side menu has changed. Now you can edit other settings for this specific event type.
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Tip: After you click on ← Go Back to return to the home booking page, if you want to edit any event type's settings, simply click into it, and you will see the navigation menu on the left changes.

You can edit an event type's title & description, copy event type, or delete event type by clicking on the cog icon right next to the event type on the home booking page.

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You can also add folders. You can drag and drop multiple event types in a folder. Folders are convenient for organizing different types of event types. More on how to create folders here →

Step 2: Customize booking page

On your main booking page, you can further customize your

  • Booking page picture
  • Title and description
  • Background color
  • Language (English, French, Spanish, Portuguese and German)
  • Time format: 12 hours or 24 hours format
  • Lock timezone (by locking timezone, your guests will see availabilities based on your timezone even if they are located in a different timezone)
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Tip: Toggle the pencil icon at the top right to switch between preview and editor mode.
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Step 3: Add availabilities to event types

Set your event duration, padding time and guests limit

  1. On your booking page, click on the created event type that you want to edit
  2. Click on the button Availability Settings
  3. Click on box at the top to edit you Event duration, Event padding time and Maximum guests allowed per event.
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Tip: If you are running multi-guests events such as workshops or conferences, the "Max guests per event" can be up to 500. Once the event's time slot is filled by permitted number of guests, the availability will no longer be visible on the calendar.

Add regular working hours

  1. Click on the button Availability Settings > + Add availability > Add working hours
  2. Choose your days and time range.
  3. You can also set the time intervals during which the events can be scheduled, simply click on the drop-down menu under Events can be scheduled every.
  4. Click on Save Changes.
  5. Now you will see the available dates are showing on the calendar.
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Select booking window

You can customize your booking window time to allow guests to book only within a timeframe. The default booking window is set as 1 day from now to 14 days from now.

Assume today is April 15th, the booking window time means that:

  • the earliest available time slot that a guest can book with you is 24 hours from now or on April 16th
  • the last available time slot that a guest can book with you is 14 days from now or on April 29th
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However, you can edit your booking window based on your needs. For example, if you want to allow guests to book on the same day, then you can adjust the booking window start time to 2 hours before the occurrence of the event. To do that:

  1. On your booking page, click on the event type that you want to edit.
  2. Click on the button Availability Settings, then click on Booking Window (please note that Booking Window will only appear if you already have added availability)
  3. Under Booking window start, click on the drop-down menu, then select the time that you want. In this case, if booking window start time is 6 hours from now. Then your guests can book the meeting with you as late as 6 hours before an event happens.
  4. You can also change Booking window end time. The default setting is 14 days from now, which means
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Set one-time availability

You can also add availabilities outside regular hours.

In the example below, to add the custom time slot at 10am on Saturday, April 25th, please follow these steps:

  1. Click on the button Availability Settings > + Add availability > Add date and times
  2. Pick the date (April 25th), the time slot (10am), and you can set the time slot to be repeated daily, weekly, monthly or yearly. Since in this case, we're only adding one individual time slot, we will leave it as no repeat.
  3. Click on Save Changes.
  4. Now the added one-time availability on April 25th at 10am is showing on the calendar.
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Set a range of availability

You can also select a range of availability within a time period through "Holiday hours".

🛎 Note: Holiday hours take priority over your regular schedule.

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Step 4: Add questions to intake form

You can easily add questions to your service's intake form to collect information from your clients.

  1. On your booking page, click on the event type to which you want to add an intake form.
  2. Click on "Intake Form" on the left navigation bar.
  3. Click on "Edit Intake Form".
  4. Click on "Add a Form Field".
  5. Input your questions (e.g. customer address, phone number and etc.).
  6. Select the question type that is most befitting (Short answer, Paragraph, Checkbox or Dropdown, Phone number).
  7. You can make the question mandatory by checking the box "Question is required".
  8. Don't forget to click on "Save Changes"
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Tip: To save time, you can click on "Save and Copy" to copy the intake form to other service types on the booking page.
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Intake form information is stored in contacts list

Information collected through the intake forms is stored in the "Contacts" list on the main dashboard. You can view scheduled guests' intake form answers and scheduling history.

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Step 5: Customize event confirmation page

Once a guest schedules an appointment, they will see this confirmation page . You can edit the Confirmation Message.

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Step 6: Customize email notifications and SMS reminder

On the Guest Notifications page, each automatic email notification comes with a default template. You can edit each email template based on your needs.

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Confirmation Email

Confirmation emails are sent out to guests containing key details of the scheduled meeting. You can add additional variables to the email by clicking on Add variable...

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Tip: Email notifications are sent out from the domain notifications@cozycal.com. You can add your own email address to the email template so guests can contact you if needed.
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Reminder Email

You can set up to 4 email reminders for your guests. By default, 2 automatic reminder emails are sent to your guest 1 day and 3 hours before the event starts. To change this setting:

  1. For existing reminders, you click on the drop-down menu to change the time when they are sent out to guests.
  2. Click on Add another reminder to add more reminder emails. You can also delete any event reminders from the list.
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Tip: to save time, you can click on "Save and Copy" to copy the email reminder setting to other event types on the booking page.
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SMS Reminder

At the moment, only USA 🇺🇸 and Canadian 🇨🇦 phone numbers are supported. If you'd like to see support for other countries, send us a message via the Get Help button within your account.

  1. Click on Reminder SMS , then Add a reminder.
  2. You can select the time when you want the SMS to be sent.
  3. Since guest's phone number is needed for SMS, you will be asked to accept a phone number field being added to your intake form.
  4. Just click on Ok, and the phone number field will automatically show up on your intake form.
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Step 7: Enable event request

This feature allows you to manually accept or decline event requests and take full control of your schedule.

Enable Event Request feature for selected event types

  1. On the left hand menu, click on Event Request Settings
  2. Check the box for Enable Event Requests, then you will notice that there is an extra step appearing on the menu (3) Event Request
  3. You can edit the event request message by clicking on Event Request Message
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Tip: Toggle the pencil icon at the top right to switch between preview and editor mode.
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Customize Event Request email notifications

Now, when you click on (5) Guest Notifications , you will notice there are two additional email templates that you can edit:

  • Request Pending Email: guests receive this email after they select an event, time slot and send in the event request
  • Request Declined Email: guests receive this email after you decline the event request

Once you approve an event request, guests will receive the Confirmation Email.

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Accept or decline events manually

When a guest sends you an event request, you will receive an event request notification email right away.

The email contains answers collected from the intake form, which makes it easy for you to see if the scheduled lead is qualified.

Simply click on Accept or Decline Guest in the email and you will be led to your CozyCal account where you can manually accept or decline the event request.

Whether you accept or decline the event request, your guests will receive emails notifying them of your decision.

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Tip: You can further customize Request Declined Email or Confirmation Email when you accept or decline the event.
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🖥 Install CozyCal on your website

Step 1: Add CozyCal's code to your website

  1. Once you have created your CozyCal account, log in and go to Settings > Website setup > Install CozyCal
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2. Then you can either select I'll install it myself or Send instructions to my teammatesdepending on your preference.

Install it yourself

1. If you want to install the button yourself, simply click on I'll install it myself> Javascript > Copy code

2. Paste the code to your website's custom code. The code can be either added to your header or footer code.

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Install it with help

  1. If you need help with installing the code on your website, you can click on Send instructions to my teammate> enter your teammate's email >click on Send Email.
  2. Your teammate will receive an email with the code that can be installed on your website.
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Step 2: Customize your CozyCal button

Once you have added the code on your website, you can easily add buttons that integrate with your website.

These buttons will open your CozyCal booking page in a modal. This means that your guests won't need to leave your site when they schedule an appointment.

There are two types of buttons you can add:

1. The Floating Button

The floating button floats at the bottom of your website on top of your existing content. It is a quick and easy way to direct your website visitors to schedule an appointment.

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To edit your floating button:

  1. Go to Settings > Website Setup > Edit Floating Button
  2. Here you can change the button's settings such as button color, text, position and targeting page.
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2. Custom CozyCal Buttons

Adding a custom button is easy! CozyCal detects booking page links on your website and automatically opens them in a modal.

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🛎Note: To enable your booking page opening up directly as a modal on your website, you have to first install the CozyCal plugin (refer to step 1 above), then disable the button.

Once the plugin is installed on your website, then you will need to disable the default floating button.

  1. Go to Settings > Website Setup > Edit Floating Button
  2. Uncheck Show floating button on my website
  3. Don't forget to Save Changes
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5. On your Booking Page, click on the Share button, and Copy Link.

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6. Add your booking page's URL (e.g. https://cozycal.com/kat) to any custom buttons, image or text on your website.

Then your CozyCal booking page will pop up as a modal. You can also link to a specific event type to open your service directly in a modal.

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⚡️ Integrate with other apps to build efficient workflows

Calendar integration

Integrate with your Google Calendar to streamline flexible booking and avoid scheduling conflicts.

Connect with Outlook calendar and sync availabilities and take full control of your schedule.

We support exporting CozyCal events via ICS to an external calendar.

Videoconferencing integration

Zoom Integration
Zoom Integration

Our Zoom integration connects your Zoom account to your CozyCal account. Automatically generate Zoom meeting links when guests schedule with you.

Google Meet Integration
Google Meet Integration

Automatically generate Google Meet meeting links upon guest bookings for virtual meetings.

Other integrations

With Stripe integration, you can directly receive payments when guests schedule events with you through CozyCal. Click on the link below to learn more.

Zapier integration
Zapier integration

Zapier lets you connect CozyCal to 1,000+ other web services. Automated connections called Zaps, set up in minutes with no coding, can automate your day-to-day tasks and build workflows between apps that otherwise wouldn't be possible.

Clio Integration
Clio Integration

Clio is a legal practice management software. You can connect CozyCal with Clio to manage appointments and increase lead generation.

Enable Google Analytics integration to track user sessions from your website to your CozyCal booking page.

👥 Team Scheduling

If you're inviting other team members to join your team scheduling page, you can follow the guide below to get started:

🕴️
Team scheduling set up (for admin)
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Team scheduling set up (for invitee)

We hope this Getting Started guide is helpful. If you need further help, feel free to message us at support@cozycal.com, or schedule an onboarding session with us. It's great to have you onboard! 🙌