Scheduling System (Beta) - Feature Documentation¶

Overview¶

ConnectGain Scheduling is a comprehensive appointment booking system integrated directly into the ConnectGain platform. It provides Calendly-like functionality with advanced features such as Google Calendar integration, custom branding per event type, and seamless CRM integration.

Status: Beta Version: 1.0.0 Last Updated: November 2025

Getting Started¶

Accessing Scheduling¶

Navigate to Scheduling in the main sidebar (marked with Beta badge)
The scheduling dashboard shows all your event types
Click "New Event Type" to create your first booking type

Initial Setup¶

Create Your First Event Type
Click "New Event Type"
Enter a title (e.g., "30-minute Consultation")
Set the duration
Choose a location type (Google Meet recommended)
Save to generate your booking link
Configure Your Availability
Edit the event type
Go to the "Availability" tab
Set your working hours for each day
Block specific dates as needed
Connect Google Calendar (Optional but Recommended)
Go to Scheduling > Integrations
Click "Connect Google Calendar"
Authorize ConnectGain to access your calendar
Your calendar events will now block booking slots
Share Your Booking Link
Copy the generated link for your event type
Format: https://app.connectgain.io/schedule/[your-username]/[event-slug]
Share with clients, add to email signatures, or embed on websites

Event Types¶

Creating Event Types¶

Event types define the different kinds of meetings people can book with you.

Required Fields: - Title: Display name for the event type - Slug: URL-friendly identifier - Duration: Length of the meeting (5 min - 8 hours) - Location Type: Where the meeting will take place

Optional Settings: - Description: Explain what the meeting is for - Theme Color: Brand color for booking pages - Banner Image URL: Header image for branding - Buffer Time: Minutes between back-to-back bookings - Daily Limit: Maximum bookings per day - Advance Notice: Minimum hours before booking - Availability Window: How far ahead bookings can be made - Confirmation Message: Custom message after booking

Location Options¶

Google Meet: Automatically creates Meet link (requires Google Calendar)
Zoom: Native Zoom integration via OAuth — connect your Zoom account and meeting links are created automatically
Phone Call: Collect phone number from guest
In-Person: Specify meeting location
Custom: Any custom location details

Managing Event Types¶

Edit: Click the three-dot menu > Edit
Clone: Duplicate an event type with new settings
Activate/Deactivate: Toggle availability without deleting
Delete: Permanently remove (also deletes associated bookings)
Copy Link: Get the public booking URL

Availability Management¶

Setting Weekly Availability¶

Define your standard working hours for each event type:

Edit the event type
Go to "Availability" tab
For each day:
Toggle on/off
Set start time
Set end time
Save changes

Blocking Dates¶

Mark specific dates as unavailable: - Holiday blocks - Vacation time - Personal days - One-time conflicts

Time Zone Handling¶

Host availability is set in their local time zone
Guests see times in their detected time zone
All bookings stored in UTC for consistency

Availability Calculation¶

The system checks multiple sources to determine available slots: 1. Availability Rules: Your defined working hours 2. Existing Bookings: Already scheduled appointments 3. Google Calendar Events: If connected, blocks busy times 4. Blocked Dates: Manually blocked days 5. Buffer Times: Spacing between appointments 6. Advance Notice: Minimum booking lead time

Google Calendar Integration¶

Setup Process¶

Navigate to Scheduling > Integrations
Click "Connect Google Calendar"
Sign in with your Google account
Grant necessary permissions:
View calendar events (for availability)
Create calendar events (for bookings)
Select primary calendar or choose specific calendar
Connection confirmed!

What Gets Synced¶

From Google to ConnectGain: - Busy times block booking slots - All-day events block entire days - Recurring events properly handled

From ConnectGain to Google: - New bookings create calendar events - Event includes guest as attendee - Google Meet link automatically added - Cancellations update calendar - Rescheduling moves the event

Managing Connection¶

Test Connection: Verify sync is working
Change Calendar: Select different calendar
Pause Sync: Temporarily disable without disconnecting
Disconnect: Remove integration completely

Booking Process¶

Guest Experience¶

Landing Page
Guest visits your booking link
Sees event type details
Views your availability calendar
Date Selection
Choose available date
See available time slots
Times shown in guest's timezone
Information Collection
Enter name (required)
Enter email (required)
Phone number (optional)
Notes/questions (optional)
Custom questions if configured
Confirmation
Booking confirmed immediately
Confirmation page with details
Email sent with calendar invite
Google Meet link if applicable

Host Experience¶

Notification
Real-time notification of new booking
Email notification (if enabled)
Dashboard update
Calendar Update
Event added to Google Calendar
Guest added as attendee
Meet link in event description
Management
View in Bookings dashboard
Reschedule if needed
Cancel with reason
Add to CRM as contact

Rescheduling¶

Guests can reschedule using their confirmation link: 1. Access booking via confirmation email 2. Click "Reschedule" 3. Select new date/time 4. Confirm changes 5. Calendar automatically updated

Cancellations¶

Both host and guest can cancel: - Cancellation reason required - Email notifications sent - Calendar event removed/updated - Slot becomes available again

Customization & Branding¶

Per-Event Type Branding¶

Each event type can have unique branding:

Theme Color - Primary color for buttons - Accent color for selections - Applied to booking page UI

Banner Image - Header image on booking page - Recommended: 1200x400px - Supports JPG, PNG formats - Enter URL to hosted image

Custom Messages - Confirmation message after booking - Reminder email templates (coming soon) - Cancellation messages

Public Profile Page¶

Your scheduling profile (/schedule/[username]): - Lists all active event types - Shows your name and avatar - Professional landing page - Mobile-responsive design

Booking Page Customization¶

The booking page inherits: - Event type theme color - Banner image if set - Your organization branding - Professional, clean layout

API Reference¶

Database Tables¶

event_types¶

id: UUID (Primary Key)
profile_id: UUID (Foreign Key to profiles)
title: Text
slug: Text (URL slug)
description: Text
duration_minutes: Integer
theme_color: Text (hex color)
banner_image_url: Text
location_type: Text
is_active: Boolean
Additional configuration fields

bookings¶

id: UUID (Primary Key)
event_type_id: UUID (Foreign Key)
profile_id: UUID (Host profile)
guest_name: Text
guest_email: Text
start_date_time: Timestamp
end_date_time: Timestamp
status: Text (confirmed/cancelled/rescheduled)
google_calendar_event_id: Text
confirmation_token: UUID

availability_rules¶

id: UUID (Primary Key)
event_type_id: UUID (Foreign Key)
weekday: Integer (0-6, Sunday-Saturday)
start_time_minutes: Integer (minutes from midnight)
end_time_minutes: Integer

google_calendar_connections¶

id: UUID (Primary Key)
profile_id: UUID (Foreign Key)
google_user_id: Text
google_email: Text
access_token: Text (encrypted)
refresh_token: Text (encrypted)
token_expiry: Timestamp

Service Classes¶

EventTypeService¶

- createEventType(profileId, eventTypeData)
- updateEventType(eventTypeId, updates)
- deleteEventType(eventTypeId)
- getProfileEventTypes(profileId)
- toggleEventTypeStatus(eventTypeId, isActive)

BookingService¶

- createBooking(bookingData)
- cancelBooking(bookingId, reason, cancelledBy)
- rescheduleBooking(bookingId, newStartDateTime)
- getProfileBookings(profileId, filters)
- getBookingByToken(token)

AvailabilityService¶

- calculateAvailability(eventTypeId, startDate, endDate)
- isSlotAvailable(eventTypeId, startDateTime, endDateTime)
- getNextAvailableSlot(eventTypeId, afterDate)

GoogleCalendarService¶

- initiateOAuthFlow(profileId)
- handleOAuthCallback(profileId, code)
- getConnection(profileId)
- disconnect(profileId)
- listCalendars(profileId)

Edge Functions¶

google-calendar-oauth-url: Generate OAuth URL
google-oauth-callback: Handle OAuth callback
google-calendar-busy-times: Fetch busy times
google-calendar-create-event: Create calendar event

Troubleshooting¶

Common Issues¶

"No available slots showing" - Check your availability settings - Verify Google Calendar is connected - Check for conflicting events - Ensure advance notice settings aren't too restrictive

"Google Calendar not syncing" - Test connection in integrations - Re-authorize if needed - Check calendar permissions - Verify correct calendar selected

"Booking link not working" - Ensure event type is active - Check URL slug is correct - Verify profile settings

"Can't create event type" - Ensure unique slug - Check required fields - Verify permissions

Beta Limitations¶

As this feature is in beta, some limitations exist: - Email notifications through edge functions only - Single calendar support per user - Time zone detection based on browser - No recurring appointments yet

Getting Help¶

Check this documentation
Review error messages carefully
Contact support with:
Event type ID
Booking ID (if applicable)
Error messages
Steps to reproduce

Roadmap¶

Coming Soon¶

Microsoft Teams: Teams meeting support
Recurring Appointments: Weekly/monthly recurring slots
Group Events: Multiple attendee support
Payment Collection: Stripe integration for paid bookings
SMS Reminders: Text message notifications
Calendar Feed: iCal subscription for all bookings
Round-Robin: Team scheduling distribution
Custom Fields: Additional booking form fields
Webhooks: Booking event webhooks

Future Enhancements¶

AI-powered scheduling suggestions
Meeting preparation automation
Post-meeting follow-up workflows
Analytics and insights dashboard
White-label booking pages
Embedding widget for websites
Mobile app support
Voice-activated booking

Security & Privacy¶

Data Protection¶

All scheduling data encrypted at rest
OAuth tokens securely stored
RLS policies enforce data isolation
HTTPS-only for all communications

Guest Privacy¶

Minimal data collection
No guest account required
Data retention policies
GDPR compliance ready

Access Control¶

Profile-based access control
Event type ownership validation
Booking verification via tokens
Admin override capabilities

Best Practices¶

For Sales Teams¶

Create different event types for different stages (Discovery, Demo, Follow-up)
Use buffer time to prepare between calls
Set daily limits to avoid burnout
Include prep questions in booking form

For Consultants¶

Use longer advance notice for preparation
Create premium event types with different durations
Add detailed descriptions of what's included
Use custom branding for professionalism

For Support Teams¶

Create priority slots for urgent issues
Use shorter durations for quick help
Block time for internal tasks
Group similar issues in time blocks

For HR Teams¶

Create separate event types per interview stage
Use buffer time for note-taking
Include candidate prep information
Connect with ATS when available

This documentation is for the Beta version of ConnectGain Scheduling. Features and functionality may change as we gather user feedback and enhance the system.