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    Calendars and Appointments

    Calendar Setup

    Calendars & Appointments

    Calendar Setup

    Getting Started with Lead Fuel CRM Calendars

    Lead Fuel CRM calendars are the foundation of your scheduling system. Whether you're running a solo service business or managing a team, you'll need to properly configure your calendar to maximize bookings and streamline operations. This guide walks you through the setup process and integration options.

    Creating Your First Calendar

    Step 1:Navigate to the Calendars section from your main dashboard
    Step 2:Click the "Add Calendar" button in the top right corner
    Step 3:Enter a name for your calendar (e.g., "Main Service Calendar" or "Consultations")
    Step 4:Select your time zone from the dropdown menu—this is critical for accurate scheduling
    Step 5:Choose whether this calendar should be visible for public bookings or for internal team use only
    Step 6:Click "Create Calendar" to save your new calendar

    Tip: Create separate calendars for different service types or teams. This allows you to manage availability independently and prevents scheduling conflicts.

    Connecting Google Calendar and Outlook

    Integrating your Google Calendar or Outlook account with Lead Fuel CRM ensures you never double-book appointments. When connected, existing events block availability slots automatically.

    Step 1:In your calendar settings, locate the "Integrations" section
    Step 2:Click "Connect Google Calendar" or "Connect Outlook Calendar"
    Step 3:You'll be redirected to Google or Microsoft to authorize the connection—log in with your account
    Step 4:Grant Lead Fuel CRM permission to read and write calendar events
    Step 5:Return to Lead Fuel CRM to confirm the connection was successful
    Step 6:Your existing events will now sync automatically

    Tip: Two-way sync is enabled by default. Any bookings made in Lead Fuel CRM will appear in your connected calendar, and events on your personal calendar will block availability in Lead Fuel CRM.

    Configuring Availability Settings

    Set working hours and availability rules to ensure clients can only book during times you actually work. This prevents scheduling conflicts and improves customer satisfaction.

    Weekly Availability

    Step 1:Open your calendar and click the "Availability" tab
    Step 2:You'll see a weekly grid with days and time slots
    Step 3:Click and drag to select your available hours for each day (e.g., 9 AM to 5 PM)
    Step 4:Use "Repeat Weekly" to apply the same hours to every week going forward
    Step 5:Toggle individual days on/off if you don't work certain days (e.g., weekends)
    Step 6:Save your changes

    Holidays and Time Off

    Step 1:Click the "Time Off" button in availability settings
    Step 2:Click "Add Time Off" to block out vacation days or holidays
    Step 3:Select the date range for your time off
    Step 4:Add a note (optional) describing why you're unavailable
    Step 5:Save the time-off block—no appointments can be booked during this period

    Buffer Time and Appointment Spacing

    Buffer time is the gap between appointments. Set this to account for travel time, preparation, or recovery between clients. Minimum appointment spacing ensures no back-to-back bookings if you prefer spacing them out.

    • Buffer time: Automatically added after each appointment ends (typically 15–30 minutes)
    • Minimum spacing: The shortest time allowed between the end of one appointment and start of another
    • Lunch breaks: Block specific times as unavailable to ensure clients respect your break time

    Tip: If you offer multiple services with different durations, set buffer time at the calendar level rather than per-service. This gives you flexibility when managing your schedule.

    Need more help? Contact Lead Fuel CRM support for personalized assistance.

    Have a question or want to connect with other Lead Fuel users? Join the Lead Fuel VIP Facebook Group

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