TABLE OF CONTENTS

• What Are Calendars in AE Sync?
  • How to Create a New Calendar
    • Step 1 — Access the Calendar Setup
  • Step 2 — Choose a Calendar Type
    • Available Calendar Types:
  • Step 3 — Basic Calendar Setup
    • Required Fields (Initial Setup)
  • Step 4 — Advanced Settings Overview
    • Basic Details
    • Staff & Location
    • Availability 
    • Booking Rules
    • Advanced Settings:
      • Forms & Payments
      • Payments 
      • Notifications & Policies 
      • Widget Appearance
  • Step 5: Save & Preview

What Are Calendars in AE Sync?

Calendars in AE Sync help your business manage and schedule bookings online. They allow you to:

• Create individual service booking pages and group booking pages

• Assign staff members and locations to each calendar

• View all calendar types in one centralized location

• Organize calendars into groups for easier booking experiences
  
  

How to Create a New Calendar

Step 1 — Access the Calendar Setup

1. From your AE Sync dashboard, go to Calendars > Calendar Settings.

2. Click Calendar.

3. Choose New Calendar.

Step 2 — Choose a Calendar Type

When creating a new calendar, you’ll be asked to select the calendar type. These options are similar to tools like Calendly.

Available Calendar Types:

• Personal Booking
  • One-to-one booking between a staff member and a lead/prospect
    
    
• Round Robin Booking
  • Multiple staff calendars are connected
  • AE Sync automatically schedules with the next available staff member
    
    
• Class Booking
  • One staff member with multiple attendees
    • Typically used for group sessions or presentations - May not be used for the HVO offer at this time
• Collective Booking
  • Multiple staff members attend one meeting with a lead
  • Only times where all selected staff are available will show
    • Best for:
      • Training new office staff
      • Calls requiring multiple team members

Step 3 — Basic Calendar Setup

After selecting the calendar type, you can either:

• Complete the setup on the initial screen or

• Click Advanced Settings in the lower-left corner to customize everything

  
  

Required Fields (Initial Setup)

If completing the basic setup screen, be sure to fill out:

• Calendar Name
  (Visible to the lead/prospect)

• Team Members
  (Who meetings can be scheduled with)

• Custom URL
  (Short, descriptive wording for the booking link)

• Meeting Duration
  (Length of the meeting)

Step 4 — Advanced Settings Overview

Clicking Advanced Settings opens the full calendar configuration page.

• Any fields completed during the initial setup will automatically transfer here

• If not completed earlier, each section must be filled out

• This information controls exactly what the lead/prospect sees

Basic Details

• Calendar Specific Logo

• Calendar Name (this will show to the Lead)

• Description of what the Lead can expect during this meeting

• Custom URL

• Group - If you would like to sort the new calendars to be able to better sort these

• Meeting Invite Title

  • Determines how the meeting appears in email notifications

  • Shortcode tags can be used to automatically pull in lead information

Staff & Location

• User(s) who will show as available in the calendar

• Location is how/where the meeting will take place:

  • Phone call

  • Physical address 

  • Video meeting link (if connected) - Zoom, Teams

  • Custom

Availability 

• When each user will be available in the account

• Click on the user, then choose "Customize Schedule for this Calendar Only"

  • This will allow the days/times available to be specific for this calendar without affecting other calendars that the user might be on.

Booking Rules 

    This section controls when and how meetings can be booked

• Meeting Interval
  • How often available time slots appear on the booking widget
• Meeting Duration
  • Length of the scheduled meeting
• Minimum Scheduling Notice
  • Prevents same-day or last-minute bookings
• Date Range
  • Controls how far into the future bookings are allowed
• Pre-Buffer Time
  • Blocks time before a meeting
• Post-Buffer Time
  • Blocks time after a meeting
• Maximum Bookings Per Day
  • The number of bookings that you will allow on your calendar per day
• Look Busy
  • Automatically blocks a percentage of available time
    • Useful for: New office staff and Limiting booking volume during training
      

Advanced Settings:

Forms & Payments

• The calendar will default to the standard form

• You can select other forms already created in your account

• Guests

  • Allow Leads to add additional guests who will join the meeting with them

Need custom form fields?
Please reach out to our team and we can assist with setup.

Payments 

•    This section will not be used with AE Sync. 

Notifications & Policies 

• Cancellation and Reschedule Policy 

  • Set how far in advance a meeting can be canceled or rescheduled

  • Time can be adjusted in:

    • Minutes

    • Hours

    • Days

Widget Appearance

• This final section allows you to control how the booking widget looks:

  • Add a logo or image

  • Apply brand colors

  • Customize button text

Step 5: Save & Preview

Once all settings are complete:

1. Click Save

2. Preview the calendar

3. Share or embed the booking link
   
   

Your AE Sync calendar is now ready to use.