Overview

WebToq Calendars enables users to manage appointments, create booking links, and coordinate schedules through flexible calendar views and automated availability settings.

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1. Understanding Calendars

What It Is

The Calendars tab is the scheduling system within WebToq, used to manage appointments, availability, and time-based coordination with leads and customers.

Why It Exists

It eliminates manual scheduling, reduces back-and-forth communication, and ensures appointments are organized and accessible in one place.

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2. Accessing Calendars

1. Log in to your WebToq account.
2. From the left-hand menu, click Calendars.
3. The interface will display:
   • Calendar views (day, week, month)
   • Scheduled appointments
   • Booking settings

Expected Outcome:
You are now in the scheduling interface where all appointments are managed.

 

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3. Appointment Booking System

What It Does

The appointment booking system allows users to create scheduling links that enable customers to book appointments based on real-time availability.

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3.1 Creating a Booking Link

1. Go to Calendars → Calendar Settings.
2. Click Create Calendar or Add New.
3. Enter:
   • Calendar Name
   • Description (optional)
4. Set availability:
   • Select working days
   • Define available time slots
5. Configure meeting duration (e.g., 30 minutes, 1 hour).
6. Save the calendar.
7. Copy the generated Booking Link.

Expected Outcome:
A shareable link is created that allows contacts to book appointments directly.

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3.2 Sharing the Booking Link

1. Copy the booking link from calendar settings.
2. Share it via:
   • Email
   • SMS
   • Website or funnel
3. Customers can select a time based on your availability.

Benefit:
Removes the need for manual scheduling conversations.

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3.3 Booking an Appointment Manually

1. Open Calendars.
2. Click on a time slot.
3. Enter:
   • Contact name
   • Date and time
   • Meeting details
4. Click Save.

Expected Outcome:
The appointment is added to the calendar instantly.

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4. Calendar Views

What It Provides

WebToq offers multiple calendar views to help users visualize and manage schedules effectively.

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4.1 Daily View

• Displays all appointments for a single day
• Shows time slots in detail

How to Use:

1. Select Day View.
2. Review all scheduled appointments for the day.
3. Click an appointment to view or edit details.

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4.2 Weekly View

• Displays appointments across a full week
• Helps identify workload distribution

How to Use:

1. Select Week View.
2. Scan appointments across multiple days.
3. Adjust scheduling as needed.

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4.3 Monthly View

• Displays a high-level overview of appointments for the month
• Useful for long-term planning

How to Use:

1. Select Month View.
2. Review appointment density by date.
3. Click any day to drill down into details.

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5. Managing Availability

Setting Availability

1. Go to Calendar Settings.
2. Select your calendar.
3. Configure:
   • Available days
   • Start and end times
   • Break periods (if needed)
4. Save changes.

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Blocking Time

1. Open the calendar view.
2. Select a time slot.
3. Mark it as Blocked or unavailable.
4. Save changes.

Expected Outcome:
That time slot will no longer be available for booking.

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6. Appointment Management

Editing an Appointment

1. Click an existing appointment.
2. Update:
   • Date or time
   • Contact details
   • Notes
3. Click Save.

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Canceling an Appointment

1. Open the appointment.
2. Click Cancel or Delete.
3. Confirm the action.

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7. Daily Workflow Using Calendars

1. Open Calendars at the start of the day
2. Review scheduled appointments
3. Prepare for upcoming meetings
4. Add or adjust bookings as needed
5. Share booking links for new leads

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8. Best Practices

• Keep availability updated at all times
• Use booking links to automate scheduling
• Check calendar daily to avoid conflicts
• Use appropriate calendar views for planning
• Block unavailable times in advance

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9. Common Mistakes to Avoid

• Not setting availability correctly
• Double-booking time slots
• Forgetting to block unavailable periods
• Relying on manual scheduling instead of booking links

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Summary

WebToq Calendars streamlines scheduling by enabling automated booking, flexible calendar views, and real-time availability management, reducing manual coordination and improving appointment organization.