This guide walks you through everything you need to know to create an appointment in Cadence Calendar. It is written for everyday users, so you do not need any technical knowledge to follow it.
When you create an appointment in Cadence Calendar, you are usually creating an appointment type first. An appointment type is the reusable setup for a kind of meeting, such as:
Once you save the appointment type, people can book that time from your booking page.
Before you create an appointment, it helps to know a few basics:
If you are unsure, start simple. A short appointment with clear instructions is usually easier for families and clients to book.
Sign in to Cadence Calendar and open the Appointments page.
From there, look for the button that says New appointment type.
Enter a clear name for the appointment type.
Examples:
A good name is simple and specific. People should understand what the appointment is for right away.
Set how long the appointment should last.
This is usually measured in minutes. Common choices include:
Choose a length that matches the real meeting. A short check-in should be short. A full lesson or consultation may need more time.
Select whether the appointment will be:
If you choose Online, the meeting can be done through a video link or online session.
If you choose In person, you will need to add the location name or address.
Use the description box to explain what the appointment is for.
You can include things like:
A short, clear description helps people know whether they are booking the right appointment.
This is one of the most important parts of the setup.
You can choose when the appointment should be offered. Cadence Calendar lets you set:
You can make the appointment available on certain days of the week and during certain hours.
For example:
If you want to block out special dates, you can also add date-specific hours.
You can control how far in advance people can book and how much notice you want before a meeting.
This helps prevent last-minute bookings and keeps your schedule under control.
Typical settings include:
If you charge for appointments, you can turn on payment requirements.
When payment is required:
If you do not want to charge for the appointment, leave this off.
If the appointment has any special details, add them here.
Examples:
These notes help the person attending the appointment feel prepared.
Once everything looks right, save it.
After saving, the appointment type will appear in your appointment list and can be shared with families or clients.
This section explains each field you may see when creating an appointment type.
This is the title people will see.
Use a clear title such as:
Keep the name simple and easy to understand.
This tells Cadence Calendar how long the meeting should last.
Why this matters:
If your meeting usually takes 45 minutes, set the duration to 45 minutes.
This tells people where the appointment will happen.
Choose Online if the appointment will happen through a video call or online meeting.
Choose In person if the appointment will happen at a physical place.
If you choose In person, you should include:
This is optional.
Use it to add helpful details such as:
This field is especially helpful for in-person appointments.
This is where you explain the appointment.
Use it to answer questions like:
A good description helps reduce confusion and makes booking easier.
This controls whether the appointment type is shown publicly in the booking area.
Turn this on if you want people to see and book it.
Turn it off if you want to keep the appointment type private or for internal use.
This tells Cadence Calendar which time zone to use for the appointment.
This matters because your schedule may be based on your local time, while your clients or families may be in another time zone.
Choose the time zone that matches your working location so your availability is correct.
A buffer is extra time before an appointment begins.
This can be useful if you need time to:
For example, if you put a 10-minute buffer before an appointment, that time is reserved so your schedule does not become too tight.
A buffer after the appointment is extra time after the meeting ends.
This is useful for:
If you have back-to-back appointments, a short buffer can help keep your day running smoothly.
This is where you decide what days and times the appointment can be booked.
You can usually set weekly hours, such as:
You can also create date-specific hours if you want to make an exception for a specific day.
Examples:
This tells Cadence Calendar when the appointment type should begin accepting bookings.
Use this if you want the appointment to start being available on a future date rather than immediately.
This tells Cadence Calendar when the appointment type should stop accepting bookings.
Use this if you want the appointment type to be available only until a certain date.
This controls how far in advance people can book.
For example, if you set this to 60 days, people can book appointments up to 60 days ahead.
This helps you avoid overcommitting too far into the future.
This is the amount of notice someone must give before the appointment begins.
For example, if the minimum notice is 24 hours, someone cannot book an appointment that starts less than a day away.
This is helpful if you want to avoid last-minute bookings.
Turn this on if the appointment should require payment before it is fully booked.
This is useful for:
If you do not want to charge, leave this setting off.
This is the amount to charge for the appointment.
Enter the price you want to charge in dollars.
Make sure the amount is clear and matches your pricing.
This is only for visual organization.
The color helps you quickly tell different appointment types apart in your calendar or scheduling view.
You can use colors to group similar services, such as:
People should understand the purpose of the appointment immediately.
A 15-minute appointment is fine for a quick check-in. A lesson or consultation may need more time.
The more clearly you describe the appointment, the fewer questions you will get later.
Double-check that the days and times you select are actually when you want to work.
If your schedule is busy, buffers help keep things from feeling rushed.
If you are new to this, create one or two appointment types first, then adjust them later.
After you save the appointment type:
To create an appointment in Cadence Calendar, you usually:
If you follow those steps and review each field carefully, you will have a clear and professional appointment setup that is easy for others to understand and book.
