Contact Us
Log inStart Free Trial

Inbox, contacts and pipelines

Calendar

Updated October 1, 2026

The Drop Cowboy® calendar holds every appointment your team books, plus the hours each person takes bookings. A booking type sets what can be booked, and its public page gives contacts a link to book themselves.

Set up your calendar

  1. Open Calendar in the left menu, then click the Availability tab.
  2. Under Team, pick your name, or a teammate's to set their hours.
  3. Turn on Accepting bookings and pick your Timezone.
  4. Under Weekly hours, switch on each day you work and set its start and end times. Days left off show Unavailable. Click Add range for a lunch break or split shift.
  5. Click Save changes. Until you save, you can't be booked for anything.
  6. For a day off or different hours on one date, click Add override under Date overrides. Pick the Date, choose Day off or Custom hours, and add an optional Reason. Overrides save as soon as you add them.
  7. Under Connected calendars, click Connect next to Google Calendar or Microsoft 365. Busy times there then block bookings here.

Under Booking types this person covers, switch on the booking types this person should take. Changes take effect right away.

If you don't see Calendar or a tab, ask your account owner for access.

Create a booking type

  1. Open Calendar in the left menu, then click the Booking Types tab.
  2. Click New. Under What kind of booking is this?, pick Individual appointment, Group class / webinar or Resource booking.
  3. Under Basics, enter a Name and Duration (minutes). The Public URL slug forms the booking link. Changing it later breaks links you've already sent.
  4. Under Where it happens, pick In person, Google Meet, Microsoft Teams, Zoom, Phone call or Custom link.
  5. Under Who takes it, choose the hosts. Then pick how bookings are shared: One host only, Round robin, First available, Collective or Customer picks the host.
  6. Under Limits & buffers, set Buffer before, Buffer after, Min notice, Booking window, Max / day and Contact cooldown as needed.
  7. Under Reminders, turn on Email reminders or SMS reminders and set how many minutes before to send them. Booking Confirmation sends a message right after someone books.
  8. Click Save changes.

For a group class, also set Seats per class, an optional Waitlist, and when classes repeat under When it happens. Under Add to a list, you can add everyone who books to a contact list.

To take rooms or equipment into account, add them on the Resources tab. Click New, enter a Name, and click Save changes. Then pick them under Rooms & resources on a booking type.

  1. Open Calendar in the left menu, then click the Booking Types tab.
  2. Pick the booking type.
  3. In the Booking page card, turn on Enable public booking page.
  4. Optional: tick Ask for a note on the booking form and edit the Prompt.
  5. Click Save changes. The status changes to Live, and the link appears in the Booking page card.
  6. Click Copy link and paste it into an email, text or your website. Click Open booking page, or Preview, to see what visitors see.

If it doesn't work:

  • No link shows, and the status says Active - not public. Turn on Enable public booking page, then click Save changes.
  • The status says Inactive. Open the menu next to Save changes and click Set Active.
  • "Public booking page not updated." The type saved, but the page may be out of date. Click Save changes again.

Book an appointment

  1. Open Contacts in the left menu and open the contact. Click Book.
  2. In Book an appointment, pick the Appointment type.
  3. Under Host, keep Anyone available or pick a person or team.
  4. Under Available times, click a time. Use Earlier and Later to see other days. Times show in the time zone listed above them.
  5. A banner shows when the hold on that time ends. Click Confirm booking before then.

To book someone at the front desk, open Calendar and click Walk-in. To book into a specific time, click an empty slot on the calendar. Both open a form where you pick the Booking type and Host, search for the Contact or fill in a new one, then book.

If it doesn't work:

  • "No open times in this range. Try Later." Click Later. If nothing opens, check the hosts' Weekly hours on Availability.
  • Times aren't offered because the contact booked recently. The booking type has a Contact cooldown. Wait it out, or shorten it on the booking type.
  • Your time was taken first. Pick one of the Other open times: shown, or click Refresh times.

Manage the day

  1. Open Calendar in the left menu.
  2. On the Calendar tab, pick Day, Week or Month. Click Columns for one column per person, then switch between Hosts, Rooms and Classes.
  3. Use Filter calendars on the left to choose whose calendars show.
  4. Click the Agenda tab for a simple list. Switch between Upcoming, Today, Week and Pending.
  5. Open a row's menu to Cancel, Reassign host, or open the Roster for a class. To change many at once, click Select all.

To find one person's booking, click Find client and search by name or phone. Click View on calendar or Reschedule.

On a class Roster, click Check in as people arrive. For a recurring class, you're asked whether a change applies to This event only, This and all following or All events in series.

To text or email people based on bookings, use automation triggers such as Appointment Booked or Appointment No-show. See Build an automation.