Grouped Calendars

The Grouped Calendars allow you to bring together the availability of multiple calendars in a single scheduling link.

With this feature, instead of sharing the individual calendar of a single user, you can provide a link that takes into account the combined availability of several calendars belonging to the same group.

Imagine, for example, a support team made up of different agents. If one of them is not available at a given time, but another team member is available, that time can still be shown to the client through the Grouped Calendar.

This way, the client does not need to choose in advance which user they want to schedule with. They can see the group's availability and select one of the available times.

The Grouped Calendars use calendars that have already been created and configured in the workspace. Before creating a group, make sure the calendars of the users who will be part of it have already been created and configured.

If needed, you can access our documentation that explains the calendars by clicking here.

When should Grouped Calendars be used?

Grouped Calendars are especially useful when different people can perform the same type of service and you want to make the team's schedule available through a single link.

Some usage examples are:

• Support team: make the schedules of different support agents available in a single calendar.

• Sales team: allow leads to schedule a meeting based on the availability of different salespeople.

• Consulting services: group consultants who carry out the same type of meeting or service.

• Onboarding and implementation: allow clients to schedule meetings based on the availability of different professionals responsible for implementation.

• Specialized services: bring together professionals who can perform the same type of service in a single schedule.

The goal is to increase the availability shown to the client and centralize scheduling, avoiding the need to individually share each user's calendar.

How to set up a Grouped Calendar

To use this feature, you first need to create the group and then define which calendars will be part of it.

1. Access the Workspace settings

Access your Studio Hablla and click on the icon of gear, located in the upper-right corner of the screen, to access your workspace settings.

2. Access Grouped Calendars

• In the left sidebar menu of the settings, find and click the option Grouped Calendars.

• This screen will display all calendar groups already registered in your workspace.

If there are no groups configured yet, you can create the first one by clicking the button New Calendar Group, located in the upper-right corner of the screen.

3. Create a new Calendar Group

Click on New Calendar Group.

A new window will appear so you can configure the group information. Fill in the following fields:

• Name: define a name to identify the calendar group within Hablla. For example: Support Schedule.

• Slug: define the identifier that will be part of the address used to access the Grouped Calendar.

The Slug is used in composing the group's public link. Therefore, we recommend using a short value that makes the calendar easy to identify.

For example, using:

support-schedule

This identifier will be part of the address used to access the team's calendar.

Prefer using Slug simple words, without spaces and separated by hyphens. For example: support-schedule, sales-team or consulting.

After filling in the fields Name and Slug, click on Save to create the group.

Adding calendars to the group

After creating the group, you will need to define which calendars will be part of it.

4. Access the Calendar Group

On the screen of Grouped Calendars, find and access the group created in the previous step by clicking on it. When you access the group, the calendars that currently belong to it will be displayed.

5. Add the calendars

• To add a new calendar to the group, click the button Add Calendar in the upper-right corner of the screen.

• In the window that will open, select the calendar you want to include in the group.

• After selecting the desired calendar, click on Save.

Repeat the procedure to add the other calendars that should share their availability through this group.

If a calendar should no longer be part of the group, you can also remove it later. This makes it possible to keep the Grouped Calendar participants updated according to your team's composition.

All set!

After adding the desired calendars, your Grouped Calendar will be configured.

From that moment on, you can share the group link with your clients so they can view, in one place, the available times considering the calendars added to the group.

For example:

Thus, if one of the users does not have availability for a given time, the Grouped Calendar can show the availability of the other calendars participating in the group.

With the Grouped Calendars, you can make a team's schedule available through a single link, centralizing availability and offering more time options for your clients.