SQSP Checklist: Adding a New Calendar
If you want to add a new staff member to your Scheduling app, you’ll have to add a new calendar. Follow these steps to give them access and make sure clients can schedule with them as well.
❏ Create the Calendar.
From your Login page, navigate to Scheduling → Availability → Calendars.
Press the button: “Add New Calendar”.
Fill in the Calendar fields:
Calendar Name: Individual’s Name, or how you want the Calendar to appear to Clients.
Description: Short Bio, or a description of what this calendar is for (clients will see this).
Location: the location of this booking. If this is a mobile service or for online/phone meetings, leave this blank.
Image: upload a headshot or pic if you’d like.
Email/Phone notifications: Input however many emails and phone numbers you’d like to receive notifications when appointments are booked on this calendar. I’d recommend an admin email as well as the individual who will be handling the appointment, but it’s up to you!
Send Replies To: This is the email address that will receive replies if clients respond to confirmations, etc. There can only be one email in this field.
Add Appointment Types: Click all of the Appointments Types this person/calendar can cover and click Save Appointment Types in the bottom left.
Set the Hours:
If the calendar has regular hours every week: click in each day’s box and input the hours for that day. Then press Save.
You can change or block off specific days in the larger calendar field below
If it does not have regular hours, uncheck the box that says “This service group has regular hours every week”
Hit “Save to specific days” and input the availability
TIP: You can set a block of time (ie 9am-4pm), or a specific appointment times (ie 9am, 3pm, 5pm), or a mix of both (eg 9am-12 pm, 2 pm, 4 pm). If unavailable, type “Closed”.
Client Scheduling Limits:
Set the minimums:
1: In other words: how many hours in advance do they have to book this calendar/person?
2: In other words, how many days in advance are they allowed to book this calendar/person?
3: How much notice does the client need to give for rescheduling or canceling?
Appointments per time slot: how many appointments can be booked at a time?
Maximum Appointments: You choose either accepting all appointments until fully booked OR at least one and up to three of the following conditions:
a specific number of hours per day, and/or
a specific number of or appointments per day, and/or
a specific number of appointments per week
PRESS SAVE
Close via the X in the upper right corner
❏ Give the individual Scheduling Permission for the app and their calendar.
On your Login page, navigate to Settings → Permissions → Invite Contributor.
Add their name and email address.
Choose their Permissions Level and their assigned calendar:
Administrators can change appointments & settings; View & Edit can edit their own availability; View only can only see their appointments.
Then send the Invite and you’re set!
❏ Send a Welcome Email with all the details
The invite link from is at the top of the Invite Contributor page, and it’s specific to each contributor. If they lose the invite in their email, you can always re-send it to them. If they have already accepted, that link goes away.
A link to the Squarespace Scheduling app
Tell them to turn on app notifications so they never miss anything important!
A link to your customized walkthrough video (can be found in your offboarding email).