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Set Up a Personal Booking Calendar

A Personal Booking Calendar lets one assigned team member accept 1-on-1 appointments using defined availability, booking rules, meeting details, and reminders.

Open Calendar Settings

  1. In the left sidebar, click Calendars.

  2. Click Calendar Settings.

Create a New Personal Booking Calendar

  1. In Calendar Settings, click + New calendar.

  1. Select Personal Booking.

Personal Booking calendars are used for one-on-one meetings with a specific user or team member. Examples:

  • Discovery calls

  • Consultations

  • Client meetings

  • Coaching sessions

Complete the Calendar Setup Sections

Kyrios organizes calendar setup into separate sections so availability, booking behavior, notifications, and branding can be configured independently. Complete each section before saving the calendar. Available sections include:

  • Basic details

  • Staff & location

  • Availability

  • Booking rules

  • Advanced settings

  • Form & confirmation

  • Payments

  • Notifications & policies

  • Widget appearance

Configure Basic Details

In the Basic details section:

  1. Upload a calendar logo if needed.

  2. Enter the calendar name.

  3. Add a description.

  4. Review or edit the custom URL.

  5. Select a group if applicable.

  6. Configure the meeting invite title.

Recommended:

  • Use a clear calendar name

  • Keep the custom URL short and readable

  • Add a description explaining the appointment purpose

Configure Staff and Location

In the Staff & location section:

  1. Select the meeting host.

  2. Configure the meeting location.

  3. Choose how appointments should be delivered.

Common meeting location types:

  • Zoom

  • Google Meet

  • Phone Call

  • Custom Address

  • Microsoft Teams

The assigned user must already exist in Settings > My Staff.

Configure Availability

In the Availability section:

  1. Select available days.

  2. Set appointment hours.

  3. Configure time zone settings.

  4. Add buffers if needed.

Availability controls when contacts can book appointments. Examples:

  • Monday to Friday only

  • Business hours only

  • Different schedules by day

Configure Booking Rules

In the Booking rules section:

Configure how bookings behave. Common settings include:

  • Appointment duration

  • Minimum scheduling notice

  • Buffer times

  • Maximum bookings per day

  • Date range limits

These rules help prevent scheduling conflicts and overbooking.

Configure Advanced Settings

Advanced settings allow additional customization for appointment behavior.

Optional configurations may include:

  • Form settings

  • Payment requirements

  • Notifications and policies

  • Widget appearance customization

Use these settings when additional scheduling controls are required.

Save the Calendar

After completing all required sections:

  1. Click Save or Save changes in the top-right corner.

  1. Wait for the success confirmation message.

Fix Missing Required Fields

If required fields are missing when saving:

  • Kyrios highlights the missing field automatically

  • The editor scrolls to the incomplete section

  • If the missing field exists in another tab, Kyrios opens the correct tab automatically

This helps identify incomplete configuration settings faster.

Copy and Share the Booking Link

After saving the calendar, Kyrios displays:

  • Booking link

  • Embed code

  • Copy buttons

  • Booking widget preview option

Use the booking link to allow contacts to schedule appointments. Use the embed code to place the booking widget on:

  • Websites

  • Funnels

  • Landing pages

  • Client portals

Share From the Calendar Header

You can also access sharing options directly from the calendar editor.

  1. Open the calendar you want to share.

  2. Click Share in the top-right header.

Available actions include:

  • Copy booking link

  • Generate one-time link

  • Copy embed code

  • Preview booking widget

Connect Your Personal Calendar

Connect your external calendar so Kyrios can sync appointments and check availability.

  1. Go to Calendars > Calendar Settings.

  2. Open the Connections tab.

  3. Select the staff member.

  4. Under Calendars, click + Add New.

  1. Connect your preferred calendar provider.

Supported providers may include:

  • Google Calendar

  • Outlook Calendar

  • iCloud Calendar

Use:

  • Linked Calendar to sync bookings

  • Conflict Calendars to prevent double-booking

Connect Video Conferencing

Connect a video conferencing provider to automatically include meeting links in appointments.

  1. Go to Calendars > Calendar Settings > Connections.

  2. Click the Video Conferencing tab.

  3. Click + Add New.

  1. Connect your preferred conferencing platform.

Supported providers may include:

  • Zoom

  • Google Meet

  • Microsoft Teams

After connecting, meeting links can automatically appear in:

  • Confirmation emails

  • Reminder emails

  • Calendar invites

Add Yourself as a Team Member

Before assigning yourself as a calendar host:

  1. Go to Settings > My Staff.

  2. Click Add User.

  3. Add your user information.

  4. Save the user.

This ensures appointments can be assigned correctly.

Set Up Appointment Confirmation and Reminder Automation

Use workflow recipes to automatically send:

  • Confirmation emails

  • Reminder emails

  • Reminder SMS messages

Create the Workflow

  1. Go to Automation > Workflows.

  2. Click Create Workflow.

  3. Select Select a Recipe.

Select the Appointment Reminder Recipe

  1. Choose Recipe - Appointment Confirmation + Reminder.

This recipe includes:

  • Appointment confirmation email

  • 24-hour reminder

  • 1-hour reminder

Customize the Confirmation Email

  1. Open the Confirmation Email action.

  2. Update the meeting details.

  3. Add your meeting link.

  4. Customize the message content.

  5. Click Save Action.

You can include:

  • Zoom links

  • Google Meet links

  • Contact personalization

  • Appointment date and time variables

Publish the Workflow

  1. Review all workflow actions.

  2. Change the workflow status from Draft to Publish.

  3. Click Save.

The workflow now automatically sends appointment reminders after bookings are created.

Common Issues and Fixes

The calendar will not save

Complete all required fields in every setup section before saving. Kyrios automatically highlights missing fields.

Appointments are not syncing correctly

Verify:

  • The connected calendar is active

  • The linked calendar is selected

  • Conflict calendars are configured correctly

Contacts can book unavailable times

Review:

  • Availability settings

  • Booking rules

  • Connected calendar conflicts

  • Time zone settings

The booking link is missing

Open the calendar editor and click Share in the top-right header.

Video meeting links are not appearing

Verify the conferencing provider is connected under:

Calendars > Calendar Settings > Connections > Video Conferencing

FAQ

Where do I find my booking link?

Open the calendar editor and click Share in the top-right header. Then click Copy Link.

How do I generate a one-time booking link?

Open the calendar editor, click Share, select One-Time Link, and follow the prompts.

Where do I get the embed code for my website?

Open the calendar editor, click Share, and select Embed Code.

Can I preview the booking widget before sharing it?

Yes. Open the calendar editor, click Share, and select Preview.

What does Troubleshoot Calendar do?

Troubleshoot Calendar checks calendar configuration, availability, and booking settings to help identify scheduling problems.

Does creating a one-time link change my normal booking link?

No. Your primary booking link stays the same unless you manually change the calendar URL.

Related Articles
How to Set Up an Appointment Booking Workflow in Kyrios
Zoom Integration
Integrating with Google and Google Calendars
Personal Booking Calendar (1:1 Bookings)
Google Meet Calendar Integration
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