Level Play Digital Calendar Setup Guide

Introduction

This comprehensive guide will walk you through setting up and utilizing calendars within Level Play Digital. The calendar functionality allows you to manage appointments, schedule meetings with clients, and synchronize with external calendar applications for streamlined scheduling.

Getting Started with Level Play Digital Calendars

Accessing the Calendar Feature

1. Log in to your Level Play Digital account
2. From the dashboard, locate and click on the "Calendars" option in the left navigation panel
3. This will take you to the calendar management interface

Setting Up Your First Calendar

1. In the Calendar section, click on the "+ Create Calendar" button
2. Enter a name for your calendar (e.g., "Client Consultations," "Strategy Sessions")
3. Select your time zone from the dropdown menu
4. Choose your preferred date format and time format
5. Set your working hours by specifying start and end times for each day of the week
6. Click "Save" to create your calendar

Calendar Configuration Options

Basic Settings

• Calendar Name: Give your calendar a descriptive name that indicates its purpose
• Calendar Description: Add details about the types of appointments this calendar will be used for
• Time Zone: Set the appropriate time zone for accurate scheduling
• Date Format: Choose between MM/DD/YYYY, DD/MM/YYYY, or YYYY/MM/DD
• Time Format: Select 12-hour (AM/PM) or 24-hour format

Availability Settings

• Working Hours: Define your available hours for each day of the week
• Padding Time: Add buffer time before and/or after appointments
• Maximum Appointments Per Day: Limit the number of appointments that can be scheduled daily
• Advance Notice: Set minimum notice required before someone can book an appointment
• Booking Window: Determine how far in advance appointments can be scheduled

Calendar Integrations

Level Play Digital allows you to connect with external calendar applications:

1. Navigate to the "Integrations" tab within the Calendar settings
2. Select "Add Integration"
3. Choose from available options:
   • Google Calendar
   • Microsoft Outlook
   • Apple Calendar
   • Other CalDAV-supported calendars
4. Follow the authentication prompts to grant Level Play Digital access
5. Select which calendars to sync (two-way synchronization)
6. Confirm integration settings

Creating Appointment Types

Appointment types define the services or meeting types available for booking.

1. From the Calendar section, click "Appointment Types"
2. Select "Create New Appointment Type"
3. Fill in the following details:
   • Name (e.g., "30-Minute Consultation")
   • Duration (15 minutes, 30 minutes, 1 hour, etc.)
   • Description
   • Associated calendar
   • Color coding (for visual identification)
4. Configure advanced settings:
   • Custom questions for clients to answer when booking
   • Required fields (name, email, phone, etc.)
   • Confirmation method (email, SMS, or both)
5. Click "Save" to finalize the appointment type

Setting Up Booking Pages

Booking pages allow clients to schedule appointments directly:

1. Navigate to "Booking Pages" in the Calendar section
2. Click "Create Booking Page"
3. Select layout options:
   • Calendar view style
   • Color scheme
   • Logo placement
   • Custom welcome message
4. Choose which appointment types to include on this page
5. Set visibility options:
   • Public (anyone with the link can book)
   • Private (requires a password)
   • Hidden (accessible only via direct link)
6. Customize the booking URL (e.g., levelplaydigital.com/your-name)
7. Set up booking confirmations:
   • Automated email templates
   • SMS notification options
   • Redirect URLs after booking completion
8. Save your booking page

Managing Calendar Notifications

Configure how you and your clients receive appointment notifications:

1. Go to "Notification Settings" in the Calendar section
2. Set up provider notifications (for you):
   • New appointment alerts
   • Cancellation notifications
   • Rescheduling alerts
   • Daily or weekly schedule summaries
3. Configure client notifications:
   • Booking confirmations
   • Appointment reminders (24 hours, 1 hour before, etc.)
   • Follow-up messages
4. Customize notification templates:
   • Email subject lines
   • Message content
   • Include/exclude calendar attachments
   • Add custom branding

Calendar Embedding Options

Integrate your Level Play Digital calendar into your website:

1. Go to "Embed Calendar" in the Calendar settings
2. Choose embedding method:
   • Inline embed (calendar appears directly on your webpage)
   • Pop-up modal (opens in a lightbox when triggered)
   • Redirect link (sends users to your booking page)
3. Copy the generated HTML code
4. Paste the code into your website where you want the calendar to appear

Group Calendars and Team Scheduling

For businesses with multiple team members:

1. Navigate to "Team Settings" in the Calendar section
2. Click "Create Team Calendar"
3. Add team members:
   • Invite via email
   • Set permission levels (admin, scheduler, viewer)
4. Configure round-robin assignment:
   • Equal distribution among team members
   • Availability-based assignment
   • Skill-based routing
5. Set up collective availability views:
   • Show all team members on one calendar
   • Allow clients to choose specific team members
   • Enable automatic assignment based on availability

Advanced Calendar Features

Recurring Appointments

1. When creating an appointment, select "Recurring"
2. Choose frequency (daily, weekly, monthly)
3. Set end conditions (after X occurrences or on specific date)
4. Configure exceptions for holidays or blocked dates

Custom Fields and Intake Forms

1. Go to "Forms" in the Calendar settings
2. Create intake forms for specific appointment types
3. Add custom fields:
   • Text fields (short and long)
   • Multiple choice questions
   • File uploads
   • Consent checkboxes
4. Make fields required or optional
5. Set conditional logic (show/hide fields based on previous answers)

Calendar Analytics

1. Access "Calendar Analytics" from the Calendar section
2. View metrics such as:
   • Booking rate
   • Popular appointment types
   • No-show percentage
   • Average appointment duration
   • Peak booking times
3. Generate reports by date range, appointment type, or team member
4. Export data for further analysis

Troubleshooting Common Calendar Issues

Sync Problems

If calendars aren't syncing properly:

1. Check integration status in Calendar settings
2. Verify account connections are active
3. Refresh sync connections
4. Ensure no conflicting calendar rules exist

Double Bookings

To prevent double bookings:

1. Enable "Check for conflicts" in calendar settings
2. Verify external calendar integrations are properly configured
3. Set adequate padding time between appointments
4. Review and resolve any time zone discrepancies

Client Booking Issues

If clients have trouble booking:

1. Test your booking page in incognito mode
2. Verify all required fields are properly set up
3. Check for any browser compatibility issues
4. Ensure booking page permissions are correctly configured

Best Practices for Level Play Digital Calendars

1. Regular Sync Checking: Verify your calendar integrations weekly
2. Buffer Time: Add 10-15 minutes between appointments to prevent running over
3. Clear Descriptions: Use detailed descriptions for appointment types
4. Automated Reminders: Set up multiple reminders to reduce no-shows
5. Regular Updates: Keep your availability current to prevent scheduling conflicts
6. Mobile Testing: Test your booking page on mobile devices for usability
7. Custom Questions: Use targeted intake questions to prepare for appointments
8. Working Hours: Be precise about your available hours to manage expectations

Conclusion

By properly configuring your Level Play Digital calendar system, you'll create a streamlined scheduling experience for both you and your clients. Take time to customize your settings, appointment types, and notification preferences to match your business workflow. With regular maintenance and attention to the details outlined in this guide, your Level Play Digital calendar will become an essential tool for managing your business appointments effectively.