As busy entrepreneurs and event pros, consolidating all of your business and client management tools onto one platform and behind one login is the first step in streamlining business processes and getting more time back in your day.
The Scheduling Assistant in Aisle Planner allows you to integrate your third-party calendar, set up multiple Scheduling Pages, and directly share links with your client.
You can create unlimited Scheduling Pages, each with its own details—such as duration, availability windows, and pre-meeting questions—giving you all the information needed to stay organized and prepared for the purpose behind each session.
Getting Started with the Scheduling Assistant
To start utilizing the Aisle Planner Scheduling Assistant, you must first integrate your third-party calendar with your Aisle Planner Account through AP Connect. Go here for instructions if you have not already taken this step!
Calendar syncing is currently available with Google Calendar, Apple iCloud Calendar (iCal) or Microsoft Calendar. While only one calendar can be integrated, users can link calendars together outside of Aisle Planner to provide more calendar visibility.
Please Note: Only account owners will automatically be enabled for AP Connect. All account team members must be enabled by their account owner to integrate their third-party email and/or the scheduling assistant. Additional fees may apply.
Finding Scheduling Assistant in your Aisle Planner account
Once you've connected your external account, head to your Scheduling Assistant manager to create your event types and scheduling pages.
You can access your Scheduling Assistant in two ways:
From the Integrations tab in your business settings, click the gold 'Manage' link from the calendar integration card
From your main calendar in the top navigation bar, click on the "Scheduling" tab Please note, this tab will NOT be visible until users have set up their integration.
To ensure full calendar integration, both email and calendar will need to be connected, though email usage inside of Aisle Planner is not required or necessary.
Creating Event Types and Scheduling Pages
The Scheduling tab in your calendar is your main hub to view, create, edit, preview, share, or delete scheduling pages. Create as many pages as needed based on your appointment types.
Event Types
Scheduling Assistant offers two meeting types:
A 1:1 Booking will allow anyone with the link to book a singular one on one call, based on availability of the Pro’s integrated calendar.
A Group/Class Booking allows multiple individuals to join the same call using a shared link. You can customize the attendee limit and choose between a one-time or recurring event.
Creating a New Scheduling Page
Step 1: Choose Your Scheduling Page Type
Select either 1:1 Booking or Group/Class Booking
Step 2: Add a Title
Enter a "Event Title" (e.g., 30-Minute Consultation, 2-Hour Engagement Session, etc.). For 1:1 Booking types, add smart fields by typing '$' and selecting from the drop down options. Use a space or dash between a static title and smart fields for clarity.
Step 3: Set Location & Duration
Location Options:
None: No standard meeting location
Custom: Add the address of the meeting location, phone number for a phone call, etc.
Video: Options vary based on calendar type. Current options include Google Meet, Teams, & FaceTime.
For 1:1 Bookings you will only select the duration of your event type.
For Group/Class Bookings you will also select the first date & time, recurrence options, and number of attendees. Event Description is the description that will indicate what the event is typically used for and what the Invitee should expect.
Once finished updating, select 'CREATE' and the scheduling page will be created. For 1:1 Bookings, you will now be moved forward to input all of the stipulations of this particular event type.
Group/Class Bookings: Upon selecting 'CREATE', you will be taken to a calendar view to see all of your scheduled dates/times of this particular Scheduling Page. Click into individual calendar events to further customize each date (adjust the number of attendees, add information to the event description, etc.). If you want to update all events relating to this Scheduling Page, be sure to "Update all future occurrences".
When you're happy with any changes you've made, click "PAGE SETTINGS" to further customize this Scheduling Page.
Step 4: Availability (for 1:1 Bookings only)
This availability will be for this Scheduling Page ONLY. Each different event that you create can have a different set of parameters for availability.
Booking Calendar - select the calendar you would like the event to be scheduled TO. Your connected calendar will be your default, but if you have multiple calendars connected to your main calendar you can choose here and the event will be added to that calendar.
Connected Calendars - if you have multiple calendars, you may want the scheduler to search ALL connected calendars to determine availability.
Default Available Days/Hours - select the timezone you are scheduling in (this will auto-populate to your timezone) and days / times that you are available for this type of meeting
Note: you can add different time blocks during the day by hitting the plus sign next to a day/time row
Don't forget to Save Changes!
Step 5: Participants and Booking Options (for 1:1 Bookings only)
Participants - If there are multiple team members who need to be on the call, you can add additional participants here and the scheduler will only allow meetings to be scheduled during times when ALL participants are free and available.
Booking Options -
Custom Booking Flow - by default, a 'your meeting has been booked' confirmation message will be displayed after the client hits 'schedule' via your event link. However, you can redirect to another URL if preferred, such as your website 'about us' page or any other URL you enter
Buffer Times - enter the amount of time you would like to ensure is available before or after the event so that events don't schedule on top of each other
Event Limits -
'Minimum booking notice' required to schedule a meeting (ex: minimum 24 hours notice to book an event)
'Limit future bookings' determines how far in the future someone can book a time on your calendar (ex: a lead cannot book more than 6 weeks in advance)
'Minimum cancellation notice' is the amount of time required prior to a previously booked event for rescheduling or cancellation
Cancellation Policy Message - custom message if preferred reiterating your cancellation policy, cancellation fees, etc.
Time Slot Settings - customize how much time needs to be available for this particular event.
Step 6: Booking Form
Create custom questions for this Scheduling Page to gather additional information from the invitee(s). You can add as many additional fields as you'd like and determine if they are required or optional inputs.
Step 7: Communication Settings and Custom Formatting
Communications
When someone has scheduled a meeting/call/event with you via this Scheduling Page, a confirmation email will automatically be sent to confirm the booking. You can customize your automatic confirmation email via this Communications tab.
Customize your logo (we'll automatically populate your logo from the branding tab in your business settings, but you can always further customize if needed.) Please note, we'll only populate your logo IF a logo was present in your branding at the time this scheduling page was created. If you change your branding in Aisle Planner or add your logo into Aisle Planner's branding tab AFTER this scheduling page has been created, you'll need to add your logo here.
You can further customize content to be included in your confirmation emails. This is a great way to share information on what to expect, how to prepare and any other important information you'd like to share in advance.
Add as many reminder emails as you'd like so you or your invitees don't forget to attend!
Page Styles
While the Page Styles tab currently only allows you to customize your page name, we'll be adding more styling options down the road.
By default, Scheduling Pages use your user name as the Page name. The Page name is displayed in the top-left corner of the calendar view.
You now have the option to select a language for the person(s) who book time with you! The selected language will only reflect on the booking page and calendar information - your Booking Form questions will remain in the language/format in which you created them.
Editing an Existing Scheduling Page
Click on the Scheduling tab in your Account Calendar tab and click on the Edit button. This will drop you back into your Scheduling Page editor.
You can also preview the scheduling link that your client will see from this view and copy the custom event URL to send to your client. Click on the 3 dots (...) to the right of the page you would like to view/share.
Sharing your Scheduling Page / Event
Once you've created your scheduling pages, you will be able to COPY the link for each scheduling page to share, using the 3-dot more menu to the right of each scheduling page.
Need to cancel or reschedule?
Both you and the client who booked a time with you have a Reschedule and Cancel option inside of the booking confirmation email as shown below.
Disconnecting the Scheduler Integration
To disconnect the scheduling assistant integration, navigate to the Integrations tab under account settings and click the gold 'disconnect' link in the calendar integration card.
You will be asked to confirm that you would like to disconnect your calendar - click Disconnect to proceed with the removal.
Please Note: Once a scheduler is disconnected, any scheduling links you have previously sent to 3rd parties to allow them to schedule with you will no longer be available. You will need to reconnect your email to allow booking options to continue to be functional.
Don't see the option to integrate your calendar?
Reach out to your account owner and ask about integration permissions.
Additional Resources