Overview of Calendars in GLM

Your Gym Lead Machine (GLM) account comes pre-loaded with a set of standard sales and client retention calendars designed to streamline your scheduling process. These typically include:

• Free Intro Sales Calendar - For managing appointments with leads from your Fitness pipeline.
• Nutrition Consultation Calendar - Tailored for leads in your Nutrition pipeline.
• Athlete Check-in or Goal-setting Calendar - Used to schedule meetings with your existing clients to track their progress.

You can request additional calendars by filling out the Add Calendar Request Form.

How Your Calendars Work

The sales calendars are integrated into the free intro pages of your Kilo website, enabling leads to book appointments independently after filling out website forms. It's vital to ensure your calendars are set up correctly to avoid any scheduling issues or confusion for your leads.

Understanding the GLM Scheduling Structure

GLM uses a 3-tiered approach to ensure appointments are scheduled correctly:

• Office Hours Setup:
  • To configure your calendar settings, log into your GLM account, go to Settings at the bottom of the left menu, select Calendars, click on the three vertical dots next to the desired calendar, and choose Edit.
  • Navigate to the Availability tab and set your preferred days and times under 'My Availability.' This defines the base availability for your calendar. If your gym's office hours are closed on a specific day, no appointments will be available on that day, even if personal availability is set otherwise.
  • We initially set your calendars using the gym hours provided in your questionnaire, but you can adjust these settings anytime to reflect your desired availability.

• User Availability:
  • Each team member will configure their User Availability to refine the times when they are personally available for appointments. This narrows down the broad office hours to the specific times that team members are available.
  • If office hours cover Monday to Saturday but a team member is unavailable on Saturdays, no appointment slots will show up for that day.

• External Calendar Integration:
  • Users can integrate their Google, Outlook, or Calendy calendars with GLM. This integration helps block times when users are marked as 'Busy,' ensuring no appointments are booked during those periods.
  • It's particularly useful for accounting for gym closures, holidays, or any personal commitments.

How to Adjust Calendar Settings in GLM

To modify your calendar settings, follow these steps:

• Log in to your account at app.gymleadmachine.com.
• Go to Settings at the bottom of the left menu.
• Select Calendars.
• Click the three vertical dots next to the calendar you want to adjust and select Edit.

Calendar Setting Tabs:

• Meeting Details:
  • Upload a logo to display above your calendar title.
  • Use the Calendar Name and Description fields to clearly define the calendar’s purpose.
  • If you change the calendar name, notify the Support team to ensure all references in automation sequences are updated.
  • Adjust the calendar's Group and URL if needed. Always check the free intro page of your website if the URL is embedded to maintain proper links.
  • Set the Meeting Invite Title to control how the appointment appears in Google Calendar events.
  • Assign team members to each calendar and determine whether appointments should be distributed evenly or by priority.
  • For virtual meetings, integrate Zoom or Google Meet, or use a custom URL to auto-fill virtual meeting links. Inform the support team if switching from in-person to virtual appointments to update the reminders.
  • Adjust the Event Color to visually differentiate the appointments in your synced calendar.
• Availability:
  • Configure the Office Hours and consider setting up a Recurring Meeting calendar for predictable, repeated events.
  • Define the Slot Interval for how frequently appointments are available.
  • Set the Meeting Duration, Minimum Scheduling Notice, and the Date Range for future bookings.
  • Limit the number of appointments per day, adjust booking capacity per slot, and add a buffer between appointments.
• Forms & Payment:
  • Use the Default Scheduling Form to avoid system loops.
  • The Add Guest option allows adding additional participants to the event.
  • Appointments are set to auto-confirm by default.
  • To make an appointment a paid service, integrate a payment gateway like Stripe and enable the Accept Payments toggle.
• Notifications & Additional Options:
  • Decide who receives automated acknowledgment emails when appointments are booked (usually just the assigned user).
  • Enable Google to send event invites for better lead communication and to increase appointment show rates.
• Customizations:
  • Use the Neo Widget Style for a more modern appearance.
  • The Allow Staff Selection option lets clients choose their preferred team member for appointments, which is especially useful for check-in appointments.
  • It's recommended to keep Allow Reschedule off, as it won’t notify you of any reschedules. However, enabling Allow Cancellation provides leads with a cancellation link, and the system will notify you and offer the opportunity to rebook.