📅 Calendar Availability: Setting Up Your Schedule in GymDoc CRM

Welcome! This is part one of our two-part calendar training series. In this video walkthrough, we’ll cover:

• How to set calendar availability (umbrella/business hours)
• How to set personal availability (individual user hours)
• The difference between the two
• Best practices for lead booking optimization

Let’s dive in 👇

🗓 Step 1: Understanding the Calendar Types

In your GymDoc CRM, you’ll notice two default calendars:

1. Jumpstart Call Calendar
   • This is the main calendar used for all incoming leads.
   • Designed to book short intro calls (3–5 min) via sales, onboarding, or ad flow.
2. In-Person Calendar (Optional)
   • Use this if you want to track in-person consults inside the CRM.
   • Many gyms already use their own system for this—no need to switch unless preferred.

⚙️ Step 2: Editing the Jumpstart Calendar

To begin setup, hover over the edit icon on the calendar you want to configure.

Inside the calendar settings, click on Availability.

Tip: These calendars are “round robin,” meaning multiple users can share a calendar. The system will book with whoever is available based on their priority level.

• Example:
  • Rob (High Priority)
  • You (Medium Priority)
  • If both are available, Rob gets booked first.
  • If equal priority, bookings rotate evenly.

🕘 Step 3: Set Calendar (Business) Availability

This is your umbrella availability—the hours the calendar is technically open.

Example: 6 AM to 6 PM.

Even if no one is personally available during this window, leads won’t be able to book unless a staff member is available too. This is just the outer boundary.

Steps:

1. Set your general hours for the calendar.
2. Click Save.

👤 Step 4: Set Your Personal Availability

Each user on the calendar must set their own individual availability. To do this:

1. Click the Availability tab from the sidebar.
2. Set your specific time blocks for each day.
3. Toggle on Saturday if possible — it helps increase booking rates!
4. Use the Copy to All Days button to speed up setup if your schedule is consistent.
5. Click Save Availability.

Example:

• Monday: 5:00 AM – 6:00 AM and 11:00 AM – 4:00 PM
• Saturday: 9:00 AM – 11:00 AM (recommended)

⛔ Step 5: Blocking Off Time

All GymDoc Jumpstart calls will automatically block time in your calendar.

To block off non-GymDoc appointments (e.g. training sessions, personal events), you’ll want to connect an external calendar like Google Calendar.

That way, any existing bookings or time blocks outside the CRM are honored and shown as “unavailable.”

🎥 What’s Next?

In Part 2 of this series, we’ll show you:

• How to connect your external calendar
• How to manually block time
• How to avoid double-booking

See you in the next video!

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