Calendar and Bookings Management

Dynaris features a custom-built calendar system and booking management platform designed specifically for modern business operations. Manage your team's availability, track client bookings, and automate scheduling workflows—all within a unified interface.

The Dynaris Calendar is not just an external calendar sync tool. It's a complete appointment management system with custom scheduling logic, availability management, and deep integration with invoicing, contacts, and workflows. You can also sync it with Google Calendar, Outlook, or other tools if needed.

What Calendar and Bookings Does

The Calendar and Bookings system:

• Syncs with external calendars — Google Calendar, Outlook, iCal
• Displays bookings and events — See your schedule and client bookings in one place
• Manages booking status — Track each booking from request to completion
• Coordinates team availability — Multiple team members' schedules
• Automates reminders — Pre-appointment alerts for clients and staff
• Integrates with booking portal — Bookings sync to your calendar automatically
• Supports time zones — Global teams and clients
• Creates calendar events — Sync bookings back to Google Calendar or Outlook

The Dynaris Calendar

Dynaris features a custom-designed calendar interface with:

• Intuitive time-slot visualization — See your schedule at a glance
• Drag-and-drop booking management — Reschedule appointments easily
• Integrated availability rules — Define when services can be booked
• Real-time status tracking — See booking status, payment status, and reminders
• Advanced filtering — Filter by service, staff, status, date range
• Color-coded events — Visual distinction between booking types

The calendar is built specifically for service-based businesses and supports complex scheduling scenarios like multiple staff members, services with different durations, buffer times, and time zone coordination.

Optional: Syncing External Calendars

Beyond the built-in Dynaris Calendar, you can optionally sync with external calendars to keep everything unified across your tools.

Google Calendar Integration

Connect your Google Calendar:

1. Go to Settings → Connectors
2. Find Google Calendar and click Connect
3. Sign in with your Google account
4. Grant calendar access permissions
5. Calendar is now connected and synced

What syncs:

• All your existing calendar events
• New events you create in Dynaris (adds to Google Calendar)
• Events created in Google Calendar (appear in Dynaris)
• Real-time two-way sync

Microsoft Outlook Integration

Connect your Outlook Calendar:

1. Go to Settings → Connectors
2. Find Microsoft Outlook and click Connect
3. Sign in with your Microsoft account
4. Grant calendar access permissions
5. Calendar is now connected and synced

What syncs:

• All calendar events
• New events in Dynaris appear in Outlook
• New events in Outlook appear in Dynaris
• Attendees and meeting details

iCalendar (iCal) Support

Import calendars via iCal format:

• Subscriptions (.ics files)
• One-way or two-way sync (depending on source)
• Multiple calendars supported

The Calendar View

The Calendar tab shows your complete scheduling picture.

What You See

The calendar displays:

• Bookings — Client bookings from your booking portal
• Team events — Staff availability and meetings
• Personal events — Your own calendar events (if synced)
• Blocked time — Out-of-office, holidays, breaks
• Availability rules — When services can be booked

Calendar Views

Switch between views to fit your workflow:

Day view — Detailed hourly schedule for one day

Week view — 7-day overview with time slots

Month view — Full month at a glance

List view — Chronological list of upcoming bookings

Color Coding

Different event types are color-coded:

• Confirmed bookings — Solid color (client bookings)
• Pending bookings — Lighter shade (awaiting confirmation)
• Team events — Different color (internal meetings)
• Personal events — Your synced calendar events
• Available slots — Open time that can be booked

Viewing and Managing Bookings

Click on any booking to see full details and manage it.

Booking Details

Each booking shows:

• Client information — Name, email, phone
• Service booked — What was scheduled
• Date and time — When the booking is scheduled
• Duration — How long the appointment is
• Location — Virtual, in-person, or other
• Staff assigned — Who is providing the service
• Status — Pending, confirmed, completed, no-show, cancelled, rescheduled
• Payment status — If paid or invoice pending
• Booking notes — Special requests or context
• Reminders sent — Which communications were delivered

Managing Individual Bookings

From the booking details, you can:

Confirm — Mark pending booking as confirmed

Reschedule — Move booking to a different time

Cancel — Cancel the booking (with optional cancellation reason)

Mark as completed — When service is delivered

Mark as no-show — If client didn't attend

Add notes — Capture additional context

Send reminder — Resend confirmation or pre-appointment alert

View client — See full contact details

Create invoice — If payment is needed

Booking Status Management

Each booking has a status that moves through a lifecycle.

Status Meanings

Changing Status

Change booking status manually:

1. Click on booking
2. Click "Status" dropdown
3. Select new status
4. Optionally add notes or reason
5. Status updates and client is notified

Status changes can also be automated through workflows.

Booking Reminders

Automated reminders keep clients engaged and reduce no-shows.

Reminder Types

Confirmation reminder — Sent immediately after booking

Pre-appointment reminder — Sent 24 hours (or configured time) before

No-show follow-up — If client doesn't attend

Rescheduling reminder — When appointment is rescheduled

Reminder Settings

Configure per service:

• Which reminders to send
• Timing (e.g., 24 hours before)
• Custom message
• Delivery method (email, SMS, both)

Manual Reminders

You can manually resend reminders:

1. Click on booking
2. Click "Send Reminder"
3. Choose reminder type
4. Confirm and send

Availability Rules

Define when services can be booked.

Weekly Schedules

Set hours for each day:

• Monday-Friday: 9am-5pm with 1-hour lunch break
• Saturday: 10am-2pm
• Sunday: Closed

Each day can have multiple time windows.

Buffer Time

Automatically block time between bookings:

• 30 minutes — For transitions, notes
• 1 hour — For longer consultations
• Custom — Any duration needed

Buffers prevent back-to-back bookings unless you want them.

Staff Availability

If multiple team members offer services:

• Set unique availability for each person
• Clients can book with specific staff or auto-assign
• Shows only available staff in booking portal

Exception Dates

Block specific dates for holidays or events:

• Single day (e.g., Thanksgiving)
• Date range (e.g., vacation week)
• Full day or partial day
• Reason (optional, for your reference)

Maximum Advance Booking

Limit how far ahead clients can book:

• Up to 3 months in advance
• Up to 6 months in advance
• Custom date range

Prevents bookings for distant future dates.

Minimum Notice

Require minimum notice before booking:

• 24 hours notice — Can't book for today
• 48 hours notice — Can't book for today or tomorrow
• Custom — Any duration

Gives you time to prepare.

Time Zone Management

Dynaris automatically handles time zones for global clients.

Booking Page Time Zone

Set the timezone for your booking page:

• Availability is displayed in your timezone
• Clients see available slots in their timezone
• No confusion about when the appointment is

Client Time Zone

When a client books:

1. They see available slots in their local time
2. They select their preferred time
3. System converts to your timezone
4. Appointment is stored in your timezone
5. Calendar and reminders use your timezone

Time Zone Display

The calendar can display:

• Your local time
• Client's local time (on booking details)
• UTC / server time (for reference)

Team Coordination

For teams with multiple service providers:

Assign Bookings to Staff

When a booking is created:

1. If staff is specified, booking is assigned to them
2. If no staff is specified, you can assign later
3. Calendar shows which staff member is assigned
4. Only that staff member's availability applies

View Team Calendar

See all team members' bookings:

• Color-coded by staff member
• Combined availability shown in portal
• Conflicts prevented across team

Staff Calendar Sync

Each team member can have their own calendar:

• Personal Google Calendar or Outlook
• Their bookings sync automatically
• They see their schedule in real-time
• Conflicts are avoided

Calendar Analytics

Track booking patterns and performance.

Booking Metrics

View at a glance:

• Total bookings — How many appointments
• Booking rate — Percentage of available slots booked
• No-show rate — Percentage of bookings not attended
• Revenue — Total from paid bookings

Filtering and Grouping

Analyze bookings by:

• Time period — This week, month, quarter, year
• Service type — Which services are most booked
• Staff member — Whose slots are filling up
• Status — Completed, cancelled, no-show breakdown

Exporting Data

Export booking data:

• CSV format for analysis
• Date range selection
• Includes all booking details
• Ready for reports or accounting

Integration with Workflows

Bookings can trigger automated workflows.

When Booking is Created

Automatically:

• Create invoice if service has a price
• Send confirmation email
• Add notes to contact record
• Create calendar event (if external calendar connected)
• Trigger custom workflow

When Booking Status Changes

Automatically:

• Send client notification
• Update invoices
• Reschedule dependent tasks
• Log to contact history

Custom Booking Workflows

Example workflows:

When: Booking status changes to "completed"
Then: Create invoice, send thank you email, request review

When: Booking marked as "no-show"
Then: Send follow-up email, offer rebooking link, notify staff

API Access

For advanced integration:

Booking Portal API

Programmatically:

• Create bookings
• Check availability
• Get booking details
• Update booking status

Calendar API

Integrate with custom tools:

• Sync bookings to external systems
• Check availability
• Receive booking webhooks
• Automate status changes

Use Cases

Consultant or Coach

Individual availability:

• Set 1:1 consultation slots
• Clients book directly (reduces email)
• Payment collected upfront
• Automatic reminders reduce cancellations

Medical or Wellness Practice

Multiple practitioners:

• Each staff member has own availability
• Clients choose practitioner or auto-assign
• Appointment reminders improve attendance
• Integration with health records systems

SaaS or Subscription Service

Sales and support:

• Sales team books demos via portal
• Support team books customer calls
• Timezone-aware scheduling (global customers)
• Automatic follow-up workflows

Professional Services (Law, Accounting)

Retainers and consultations:

• Book initial consultations
• Invoice-based billing for ongoing services
• Calendar synced with Outlook (team standard)
• Integration with case management system

Best Practices

• Set realistic availability — Don't overbook yourself
• Use buffer time — Allow transition time between appointments
• Enable reminders — Reduce no-shows with 24-hour pre-appointment alerts
• Sync your calendar — Keep all bookings and events in one place
• Block out breaks — Mark lunch, breaks, and focus time as unavailable
• Review no-shows — Look for patterns (day of week, type of client, etc.)
• Customize per service — Different services may have different rules
• Communicate clearly — Let clients know your timezone and timezone conversion
• Monitor booking rate — If slots fill quickly, consider extending availability

What's Next

• Connect your external calendar (Google or Outlook)
• Review your availability settings
• Test booking a slot from your public portal
• Set up reminders for your bookings
• Create workflows that respond to booking changes

Calendar and Bookings keeps your schedule organized, clients informed, and operations running smoothly.