Appointments - How to Create and Manage Event Types

Event types in ClickFunnels help streamline the scheduling of various appointments and meetings with clients. By integrating your calendar, you can automate the booking process and ensure seamless synchronization with your schedule. This article will guide you through the process of creating and managing event types in ClickFunnels.

Table of Contents

• Requirements
• What is Event Type?
• How to Create an Event Type
  • Create a New Event Type
  • Select an Appointment Event Type
  • Enter the Event Details
  • Customize Invite Settings
  • Add Booking Questions
  • Set Booking Availability
  • Set Up Host and Location
  • Enable Payment Requirement (Optional)
  • Add Additional Rules
  • Add Event Notifications
  • Confirm Creating The Event Type
• How to Publish an Event Type
• How to Add a Quick Action to an Event Type
• How to Clone an Event Type
• How to Edit an Event Type
• How to Delete an Event Type
• Additional Information

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Requirements

• An active ClickFunnels account
• The Appointments App is connected to your workspace
• A calendar (Google, Outlook, iCloud, Office365 etc) is connected to Appointments Calendar Connections

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What is Event Type?

An event type in ClickFunnels is a customizable appointment category designed to meet different scheduling needs. You can create various types of events, such as one-on-one meetings, round-robin sessions, collective events, and group sessions, to organize and manage client interactions efficiently.

You need this feature when you want to automate and simplify the appointment scheduling process. Whether you’re a consultant, a coach, or a business owner, event types help you manage your time effectively, reduce manual scheduling tasks, and enhance client experience by providing a streamlined booking process.

Example:

Imagine you are a business consultant who offers both individual coaching sessions and group workshops. By using ClickFunnels’ event types, you can create a one-on-one meeting type for personalized coaching and a group session type for your workshops. Clients can book these appointments directly through your scheduling link, which syncs with your calendar to avoid double-booking and ensures that your availability is always up-to-date.

ClickFunnels offers a comprehensive solution for managing your appointments:

• Customizable Event Types: Create and tailor different types of events to meet specific needs.
• Calendar Integration: Sync appointments with your Google, Outlook, iCloud, or Office365 calendar to ensure real-time availability.
• Automated Scheduling: Allow clients to book appointments based on your predefined availability, reducing back-and-forth communication.
• Flexible Booking Options: Set rules for booking intervals, buffer times, and guest allowances to fit your scheduling preferences.

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How to Create an Event Type

1. Create a New Event Type

   • From the left-hand main menu, click Appointments, then select Event Types.

     

   • On the “Event Types” page, click the Add Event Type button.

2. Select an Appointment Event Type

   Choose the Event Type you wish to create. The available options are:

   

   • One-on-One: This event type is ideal for 1:1 interviews, sales meetings, or casual coffee chats. It involves one host and one invitee.
   • Group (COMING SOON): Suitable for webinars or online classes, this event type will involve one host and a group of invitees.
   • Collective: Perfect for group interviews or group sales calls, this event type involves multiple hosts meeting with one invitee.
   • Round Robin: Ideal for evenly distributing incoming sales calls, this event type features one rotating host meeting with one invitee.

3. Enter the Event Details

   • Event Name: Enter the name of the event.
   • Domain: Select the domain for the event.

   • Scheduling Link URL: Enter the path name of the scheduling link URL. For example, if you choose the path name book-now, the scheduling link URL will become https://yourdomain.com/schedule/book-now.

     

   • After Booking: Choose what happens after booking. The available options are:

     

     • Display Confirmation Page: Show a built-in confirmation page to the invitee after booking.
     • Redirect to a Funnel: Redirect the invitee to a specific funnel after booking. You will have to select a funnel in the “Redirect Location” field. After booking, the visitor will land on the first step of the funnel.
     • Redirect to a Page: Redirect the invitee to a specific page after booking. You will have to select a page (Landing page) available in your workspace in the “Redirect Location” field.
     • Redirect to a Custom URL: Redirect the invitee to a custom URL after booking. Copy and paste your desired URL in the “Redirect Location” field.
   • Description: Add a brief description of the event. The description will be visible on the event scheduling page.
   • Scheduling Page Primary Color: Choose a theme color for the scheduling page.
   • Scheduling Page Image/Logo: Upload an image or logo for the scheduling page.
   • Hide ‘Scheduling by ClickFunnels’ Badge: Toggle this option if you prefer to hide the ClickFunnels affiliate badge. The badge appears at the bottom right corner of the scheduling page.

4. Customize Invite Settings

   The Invite Settings section allows you to customize the event invite that displays on the calendar when a customer schedules an event. By tailoring the event title and description, you can provide clear and detailed information to your invitees, ensuring they know what to expect.

   

   • Calendar Event Title: Enter the desired title for the event as it will appear on the calendar invite. If left blank, the event name will be used by default.
   • Calendar Event Description: Provide a description for the event that will appear in the calendar invite. This can include details about the event to help invitees prepare. If left blank, the event description will be used by default.
   • Merge Tags: Use merge tags to personalize the title and description with dynamic information, such as the invitee’s name or custom attributes.

5. Add Booking Questions

   ClickFunnels allows you to customize the appointment scheduling form with various fields to gather information from your invitees. You can include essential details like name, email address and phone, along with custom fields to capture specific requirements. These custom fields can be existing contact attributes or new ones created directly within the event type settings.

   

   • Add a Custom Field: Click the “Add Booking Question” button to create a new custom field or select an existing contact attribute.
   • Field Types: Choose between text fields and select fields for your custom questions.
     • Text Field: Use this type when you need detailed, free-form responses from the user. For example, you might ask, “What specific goals do you hope to achieve with this training?” This allows the invitee to provide a comprehensive answer.
     • Select Field: Use this type when you want to provide a predefined list of options for the user to choose from. For example, you might ask, “How did you hear about us?” with options like “Social Media,” “Referral,” “Search Engine,” and “Other.” This helps standardize responses for easier analysis.
   • Set Required Fields: Toggle the required switch to make fields mandatory.

   • Reorder Fields: Drag and drop fields to change their order.

     Name and Email fields are mandatory and cannot be deleted. You can only arrange them in your preferred order (e.g., name first, email second, or vice versa).

6. Set Booking Availability

   

   • Date Range Type: Choose how invitees can schedule this event. The options are:
     • Relative: This option allows invitees to schedule the event within a relative date range from the current date (e.g., the next 30 days).
     • Specific Date Range: This option lets you specify the exact start and end dates during which the event can be scheduled.
     • Indefinitely (no end date): This option allows invitees to schedule the event without any end date restriction, meaning the event can be booked at any time in the future.
   • Duration: Specify how long the event will last. For example, you can set the duration to 30 minutes to ensure that each appointment is scheduled for a specific length of time, providing clarity for both the host and the invitee.

7. Set Up Host and Location

   

   • Host: Select who will host the event from the available options. The host’s name will appear in the dropdown from calendar connections. Learn more here on connecting a calendar in the Appointments app.
   • Availability Schedule: Choose the availability schedule for the selected host. You can create a new schedule from Appointments > Availability Schedules > Add New Schedules.
   • Location Type: Specify the type of location for the event (e.g., Conferencing, In-person, and Custom). Add a location description if you select In-person and Custom location.
   • Conferencing Type/Connection: Select the conferencing type or connection details (e.g., Google, Zoom, GoTo and Team). Learn more here on adding a conferencing connection in Appointments

8. Enable Payment Requirement (Optional)

   Enabling the Require Payment option ensures that invitees pay before booking the event. Follow these steps to set up the payment requirement:

   

   Enable the Require Payment Option:

   • Turn on the Require Payment option to mandate payment before confirming the appointment.
   • Select a product and specify the product price required for payment.

   Payment Process During Appointment Scheduling:

   • During the appointment scheduling process, a Pay Invoice Now button will appear, prompting the invitee to a checkout page for payment.
   • The system will generate an invoice and reserve the appointment slot for 10 minutes to allow for payment.

   • If the invoice remains unpaid after 10 minutes, the system will void the invoice and release the reserved slot.

     

9. Add Additional Rules

   • Allow Guests: Decide if attendees can bring guests. Enabling this option allows invitees to add additional guests to the event, which is useful for group meetings or consultations.
   • Buffer Before and After: Specify the buffer time before and after the event to ensure you have enough time for preparation and follow-up activities.
     • Buffer Before: This is the time blocked off before the event starts. For example, if you set a 15-minute buffer before, and you have an event scheduled at 10:00 AM, your calendar will show you as unavailable from 9:45 AM to 10:00 AM. This gives you time to prepare for the meeting.
     • Buffer After: This is the time blocked off after the event ends. For example, if you set a 15-minute buffer after, and your event ends at 11:00 AM, your calendar will show you as unavailable from 11:00 AM to 11:15 AM. This allows time for any follow-up tasks or to transition to your next appointment.
   • Show Available Start Times in Increments of: Set the interval at which start times are shown to invitees. For example, setting this to 30 minutes will show available start times at 30-minute intervals (e.g., 9:00 AM, 9:30 AM, 10:00 AM).
   • Minimum Appointment Schedule Buffer: Set the minimum amount of time required between now (when you are setting up the event) and when an appointment can be scheduled. For example, if you set this to 4 hours and it is currently 10:00 AM, invitees will not be able to schedule an appointment that starts before 2:00 PM on the same day. This ensures you have sufficient notice before any new appointments.
   • Maximum Per Day Per Contact: Limit how many times a contact can book this event per day. This helps prevent any single contact from booking multiple appointments on the same day, which can be useful for managing your schedule.
   • Automatic Timezone: Set this to “Automatically” to ensure everyone meets at the correct time regardless of their local time zones. If the conferencing type is set to “In Person,” you can select a specific time zone that the users should be aware of. For example, if your event is scheduled in New York, the schedule page will display the time zone as New York by default.

10. Add Event Notifications

    Adding event notifications allows you to send timely reminders or follow-up messages to your invitees. This helps ensure that they are well-informed about the event details and any necessary preparations.

    Click the Add Event Notification button. A popup will appear where you can configure the details of the notification.

    

    • Transition Type: Choose when the notification should be sent in relation to the event. The options include:
      • Before Event: Send the notification before the event starts.
      • After Event: Send the notification after the event ends.
    • Time Offset: Enter the amount of time before or after the event when the notification should be sent. For example, setting this to 10 with “Minutes” will send the notification 10 minutes before or after the event.
    • Offset Type: Select the unit of time for the offset (e.g., minutes, hours).
    • Sending Chat Inbox: Choose the chat inbox from which the message should be sent. Learn here about creating a chat inbox in MessageHub
    • Subject: Enter the subject line of the message. You can personalize the subject line by including the merge tags. Click on the blue “Merge tags” link to view the available merge tags and select the appropriate merge tags for the subject line such as contact’s first name, last name etc.
    • Message: Enter the email body message that will be sent to the invitees. This could include reminders, additional information about the event, or follow-up details. In addition to that, you can personalize the contents by including the merge tags. Click on the blue “Merge tags” link to view the available merge tags and select the appropriate merge tags for the email body such as contact’s name, event date and time, custom questions they have answered during the application etc.

11. Confirm Creating The Event Type

    • Click the Create Event Type button to create the event.

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How to Publish an Event Type

There are two ways to publish an event type:

1. Copy the Event Type Scheduling URL and Share with Your Audience:

   • Navigate to the event type you wish to share.
   • Copy the provided scheduling URL. This URL can be shared via email, social media, or any other communication channel to allow your audience to book the event.

2. Copy the Embed Code and Paste It in a Web Page or Funnel Page:

   • Navigate to the event type you wish to embed.
   • Click the Embed Code icon (</>) to copy the code.

   • In the page editor, add a new element and select Custom HTML.

     

   • Paste the copied embed code into the Custom HTML element editor.

     Learn more about adding a HTML/JS element in the page editor

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How to Add a Quick Action to an Event Type

ClickFunnels now allows you to add quick actions directly to your event types, enhancing the automation and functionality of your appointment scheduling process. Quick actions can be triggered when a specific event, such as scheduling an appointment, occurs.

Steps to Add a Quick Action:

1. From the left-hand main menu, click on Appointments and then select Event Types.
2. Locate the event type to which you want to add a quick action and click on the lightning bolt icon (⚡) next to the event name.

3. A new popup labeled Quick Actions will appear. Click the Add Quick Action button.

   

4. Click the Add Trigger to add a trigger that will initiate the quick action. For scheduling appointments, select Schedules appointment as the trigger.
5. Then, click Add Effect to choose an effect. Options include sending a MessageHub message, sending an asset, triggering a workflow, and more. Select the effect that best suits your event’s needs.
6. After selecting the desired trigger and effect, click the toggle bar to activate and deactivate the automation. Blue means it’s active, and gray means it’s inactive.

Your quick action is now added to the event type and will automatically execute when the specified trigger condition is met.

For a more detailed guide on how to create and manage quick actions, please refer to the article: Automations: How to Manage Quick Actions.

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How to Clone an Event Type

Cloning an event type allows you to create an exact copy of an existing event along with all its settings. This feature is useful for quickly setting up similar events without the need to reconfigure every detail.

1. From the left-hand main menu, click on Appointments and then select Event Types.
2. Find the event type you wish to clone.
3. Click the Clone icon next to that event type.
4. Click Proceed to confirm and create the duplicate event type.

The duplicate event type will now appear in your event list, retaining all the original settings and configurations. This makes it easier to manage multiple events with similar setups.

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How to Edit an Event Type

Editing an event type allows you to update the event details and configurations as needed. Follow these steps to edit an event type:

1. From the left-hand main menu, click on Appointments and then select Event Types.
2. Find the event type you wish to edit. You can click either on the Event Title or the Gear icon next to it.
3. Modify the event details as needed.
4. After updating the information, click the Update Event Type button to save your changes.

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How to Delete an Event Type

Deleting an event type allows you to remove an existing event from your list. Follow these steps to delete an event type:

1. From the left-hand main menu, click on Appointments and then select Event Types.
2. Find the event type you wish to delete. Click the Trash Can icon next to that event type.
3. Alternatively, you can access the event type by clicking on the event title or the gear icon, and then click the Delete button at the bottom left corner of the page.
4. Click Proceed to confirm and complete the deletion.

By following these steps, you can easily delete an event type, keeping your event list organized and up-to-date.

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Additional Information

• Appointments - How to Add a Conferencing Connection
• Appointments - How to Connect and Manage a Calendar
• Appointments - How to Manage Scheduled Events
• Appointments - Define Your Availability with Availability Schedules
• Appointments - How to Publish Your ClickFunnels Appointments
• Editor - Adding a Custom JavaScript / HTML Element

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