Video guide

⚙️ Schedule

Calendar Settings

How to set up your work calendar and online booking for clients

Two calendars in one

In ZmanUp, you configure two calendars at the same time: your work calendar (where you manage appointments) and the online booking calendar (which clients see on your web page).

Your calendar – where you see all appointments, create meetings, and manage your schedule

Client calendar – what clients see when booking online on your web page

Where to find the settings: Settings → Calendar → Calendar Settings

Online booking for clients

Enable or disable booking

You can allow or prevent clients from booking you online via your web page at any time.

✓ Online booking enabled:

Clients see your calendar on the web page
They can choose an available time and book
They automatically receive confirmation
You receive a notification about the new booking

− Online booking disabled:

Clients cannot see the calendar on the web page
Appointments can only be made by phone or directly through you
You manually add all appointments

💡 Tip: Disable online booking only if you are on vacation or temporarily not accepting new clients.

Close booking for new clients

Only for contacts from your phone book

If you work only with regular clients, you can close booking for new people.

Booking closed for new clients:

Only clients from your phone book see available slots
Only they can book online
New clients cannot see the calendar at all
New clients must contact you directly

Booking open to everyone:

Anyone can see available slots
Anyone can book online
New clients are added automatically

When to use:

Your schedule is fully booked with regular clients
You don’t want to accept new clients
You work by referrals

Maximum booking period

How far ahead clients can book

Set the maximum date until which clients can see your calendar and book appointments.

For example, today is February 5:

1 week period

Clients see slots until February 12

2 weeks period

Clients see slots until February 19

1 month period

Clients see slots until March 5

3 months period

Clients see slots until May 5

Why limit it:

You don’t know your schedule months in advance
You want flexibility to change plans
You don’t want clients booking too far ahead

💡 Tip: For most professionals, 2–4 weeks is optimal. It’s enough for planning without going too far ahead.

Allow booking in advance

Minimum time before the appointment

Set the minimum time required for a client to book. This protects you from last-minute appointments.

Configuration options:

1 hour before

The client must book at least one hour before the appointment

2 hours before

The client must book at least two hours in advance

3 hours before

The client must book at least three hours in advance

1 day before

The client must book at least a day in advance

Example: It is now 14:00, and you set '3 hours'✓ Available slots: from 17:00 and later− Unavailable: 14:30, 15:00, 16:00 (too soon)

Why it matters:

You have time to prepare
Clients can’t book when you’re busy
You have travel time if needed

💡 Tip: For services requiring preparation (coloring, extensions), set at least 2–3 hours. For quick services, 1 hour is enough.

Time slot interval

How often available slots are shown

Choose how frequently clients see available times in the online booking calendar.

Every 15 minutes

Slots: 10:00, 10:15, 10:30, 10:45, 11:00...

Every 30 minutes

Slots: 10:00, 10:30, 11:00, 11:30...

Every hour

Slots: 10:00, 11:00, 12:00, 13:00...

How to choose:

For short services (haircut, manicure) – 15–30 minutes
For medium services (coloring, massage) – 30 minutes–1 hour
For long services (complex coloring) – 1 hour or more

ℹ️ This only affects WHAT THE CLIENT SEES. You can manually create appointments at any time.

💡 Tip: If your services have different durations, choose the smallest interval (15 minutes) for more flexibility.

Break after each appointment

Automatic break between bookings

A fixed break automatically added after each appointment to prepare for the next client.

How it works:

Set the break duration (e.g., 10 minutes)
It is automatically added after every appointment
The break time is blocked for new bookings
The next appointment is available only after the break

Example: Appointment 10:00–11:00, break 10 minutes

Next appointment available from 11:10

5 minutes – quick client change
10 minutes – standard option
15 minutes – for cleaning and preparation
No break – appointments run back-to-back

💡 Tip: Even a 5–10 minute break helps avoid delays and keeps your day stress-free. Clients do not see this break.

Permanent recurring break

Set up a regular break once

You can create one permanent break for selected days of the week. Once saved, it will automatically repeat on the chosen days and times.

How to set it up:

Choose the days of the week when the break should repeat
Set the break start and end times
Optionally add a description, such as “Lunch”
Save the permanent break

What happens after saving:

The break automatically appears on every selected weekday
This time is blocked for client online booking
An overlapping appointment cannot be created during this time

Editing or disabling: A permanent break is edited, disabled, or deleted in the recurring breaks section, not through the regular break window in the calendar.

💡 Example: set a break every Tuesday and Thursday from 1:00 PM to 2:00 PM, and it will repeat automatically.

Appointment reminder

Push notification before the appointment

Receive a push notification about upcoming appointments. Choose how far in advance the reminder is sent.

Time options:

00:00 – Reminders disabled
15 minutes before
30 minutes before
1 hour before
2 hours before

What the notification includes:

Client name
Appointment start time
Service
Client contact

💡 Tip: Set 30–60 minutes. Enough time to prepare without forgetting.

Connect Google Calendar

Sync with your Google calendar

Connect your Google Calendar to sync appointments between ZmanUp and Google.

How to connect:

Tap 'Connect Google Calendar'
Sign in to your Google account
Allow calendar access
Calendars connected!

Synchronization:

Events from Google Calendar appear in ZmanUp

Synchronization is manual
Tap 'Sync' to update
Recommended 1–2 times per day

What syncs:

Google events block time in ZmanUp
Clients cannot book busy slots
Prevents double bookings

💡 Tip: Useful if you use Google Calendar for personal events — they automatically block your work time.

Change calendar view

Choose the display that suits you

Select how your work calendar is displayed — as a list or grid.

List view:

Appointments shown chronologically
See full appointment details
Convenient for daily schedules
Better for small screens

Grid view:

Calendar displayed as a time grid
See gaps between appointments
Easy to add appointments — just tap a time
Great overview of the day/week

Switching: Change the view anytime with one tap

💡 Tip: Try both views and choose what works best. Many professionals use Grid on tablets and List on phones.

Working hours

Set your work schedule

Configure when you work — which days and what hours.

What you set:

Working days: Select the days you work (e.g., Tue–Sat)
Working hours: Set hours for each day (e.g., 9:00–18:00)
Different hours for different days: Customize hours for each weekday
Days off: Days not selected automatically become days off

Example:

Monday – Day off
Tuesday–Friday – 10:00–19:00
Saturday – 10:00–16:00
Sunday – Day off

Result:

Clients see only your working days and hours
Bookings outside working hours are not allowed
Calendar automatically blocks non-working time

💡 Tip: Set your working hours during the initial calendar setup — it’s the foundation of your schedule.

Setup recommendations

Start with the basics

First set your working hours and enable online booking. Adjust the rest as you begin using the system.

Test as a client

After setup, open your web page as a client and try booking. This helps you see exactly what clients experience.

Adjust based on experience

If clients are often late — increase the advance booking time. If cancellations are frequent — add breaks between appointments. Settings can be changed anytime.

Important to remember:

Proper calendar setup saves you time and makes work more comfortable. Spend 10–15 minutes now — it will pay off with hundreds of hours of smooth work!