With the Google Calendar integration, you can allow clients to choose both the date and time for their appointment. During checkout, clients will see your available appointment times based on your scheduling preferences, Google Calendar availability, and travel settings.
This scheduling mode gives clients the most flexibility while helping you manage your schedule efficiently.
How to set up clients choose date and time
For step-by-step instructions with screenshots, see the Step-by-Step section at the bottom of this article.
Step 1: Click the Account tab.
Step 2: Click the App Integration tab.
Step 3: Select "Clients Choose Date and Time."
Step 4: Choose when the next appointment can be scheduled.
Step 5: Set the maximum appointments per day.
Step 6: Set the maximum work hours per day.
Step 7: Choose the appointment start interval.
Step 8: Set the extra drive time allowance.
Step 9: Set the maximum drive time.
Step 10: Choose the client scheduling rules.
Step 11: Set your weekly availability.
Step 12: Update the scheduling message, if desired.
Step-by-step
Step 1: Click the Account tab at the top of the page.
Step 2: Click the App Integration tab on the left-hand side.
Step 3: From the Appointment Mode drop-down menu, select "Clients Choose Date and Time." Note: If you have not integrated your Google Calendar yet, click here for step-by-step instructions.
Step 4: Select when you would like the next appointment to be offered when a client is scheduling. This can be anywhere from Tomorrow to 10 Days Out.
Step 5: Select the maximum number of appointments that you would like to take in one day. This can be from 1–10 appointments or No Limit.
Step 6: Select your maximum hours of work per day. This can be from 1–10 hours or No Limit.
Step 7: Select your Appointment Start Interval. This determines how often appointment times are offered. For example, if you want clients to choose from 9:00 AM, 9:30 AM, 10:00 AM, and so on, set the interval to 30 minutes.
Step 8: Select the Extra Drive Time allowance for driving between photoshoots. This is especially helpful if you work in a high-traffic area.
Step 9: In the Maximum Drive Time drop-down menu, choose the maximum amount of travel time you want to allow between appointments. Setting a Maximum Drive Time helps create a more efficient schedule by preventing appointments from being booked on opposite sides of your service area. Note: We do not calculate drive time from your home to the first appointment of the day. This setting only applies to travel between appointments. However, if you have a personal appointment on your Google Calendar that includes a location, that location will be used when calculating the drive time to the next available photoshoot.
Step 10: From the Client Scheduling Rules drop-down menu, choose how appointment times should be offered to clients.
- Any Available: Displays all appointment times that meet your travel and scheduling rules. This option offers the most flexibility for clients.
- Maximum Appointments: Best for photographers who typically book full days. This option hides appointment times that would create gaps too small to fit another appointment. It considers both existing photoshoots and personal calendar events with locations. You can further refine this behavior using the Most Common Appointment Length and Most Common Drive Time settings. Note: Larger gaps may still occur on days that are not fully booked or if appointments are rescheduled or canceled.
- Only Back-to-Back: Only displays appointment times immediately before or after an existing appointment. If nothing is scheduled for the day, all qualifying appointment times will be shown. Personal calendar events with locations are also considered. Note: If there are no appointments scheduled for the day, all available appointment times will be shown. Rescheduled or canceled appointments may still result in larger scheduling gaps.
Step 11: Select the days of the week that you want to be available for appointments, then set your available hours by adjusting the sliders for each day. Note: If you want to build breaks into your schedule, click the "+" button next to a day to create additional availability windows.
Step 12: If needed, change the scheduling message that appears when clients are placing an order. Note: By default, the scheduling message is "Please Call to Schedule".
For any additional questions, our Support team is ready to help you!
Call: (509) 515-3338
Email: Support@HDPhotoHub.com
Or use the chat button in your account for live assistance.