What This Does
The Scheduler allows contacts to book meetings with you using a public link. It integrates with your CRM and automations to collect contact info, prevent double-bookings, and trigger follow-up sequences.
You can create individual or group schedulers, connect an external calendar, and embed the scheduler on your website.
How to Access the Scheduler
Click the Automations tab.
In the left-hand sidebar under Lead Capture, select Schedulers.
How to Connect a Google or Microsoft Calendar
Connecting an external calendar allows your Scheduler to check for conflicts with events outside of VipeCloud, and add scheduled events to your primary calendar.=
At the top of the Schedulers page, click Choose a Calendar Integration.
Select Google or Microsoft 365.
Enter your login credentials and agree to the permissions.
Key Notes
Connecting a calendar is optional. If you do not connect one, your Scheduler will use the VipeCloud virtual calendar, which only prevents conflicts with other bookings made through that same scheduler link. It will not check your external calendar for conflicts, or put scheduled events on your Google/Microsoft calendar.
Only one calendar can be connected at a time - either Google or Microsoft.
To reflect availability from multiple calendars, sync or subscribe secondary calendars into your primary connected account.
How to Consolidate Multiple Calendars for Accurate Availability
If you use multiple calendars or meeting platforms, all events must be visible on the calendar connected to Inbox Sync in order for your Scheduler to reflect accurate availability.
Choose one primary Google or Outlook calendar as your source of truth.
Share or sync secondary calendars into that primary account.
Ensure Zoom or other meeting tools write events into that same primary calendar.
Confirm new events appear directly on the connected calendar account.
If an event does not appear on the connected calendar, the Scheduler cannot see it.
How to Create a New Scheduler
Click the green Create Scheduler button.
Select Individual (one-on-one) or Group (multiple unrelated people can book the same time slot).
Complete the following fields:
Event Name - External-facing name shown to the person booking (example: "Intro Call with Drew").
Label - Internal reference name. Not visible to contacts.
Booking URL Slug - Sets your link: vipcal.com/your-slug. No spaces.
Duration - Choose a preset or enter a custom duration.
Connected Calendar - Select your Google or Microsoft calendar. If no external calendar is connected, only the VipeCloud virtual calendar will appear.
Conferencing - Choose Google Meet, Zoom (requires a PMI link), Phone, or None.
Description - Displayed to the contact after they book.
Click Create & Continue Editing to access the full settings.
Key Notes
Set the Connected Calendar correctly at creation. This determines which calendar is checked for availability and where booked meetings are added.
If you need to use Zoom, you must use a Personal Meeting ID (PMI) link. See: Using Your Zoom Personal Meeting ID (PMI) for Scheduling Links
You can change the connected calendar after creation from the Details tab.
How to Configure the Details Tab
This section is inside the Scheduler editor. It is the default tab when you open a scheduler.
Open the scheduler you want to edit by clicking the pencil icon on its card.
Review or update the following fields:
Meeting Name - External-facing name.
Duration - Length of the meeting.
Conferencing - Meeting location or link.
Connected Calendar - Which calendar this scheduler references for availability and records bookings to.
Description - Message shown to contacts after booking.
How to Configure the Scheduling Tab
From inside the Scheduler editor, click the Scheduling tab.
Configure the following:
Booking Window - How many days into the future meetings can be booked.
Date Range - Optional. Limits bookings to a specific date range.
Available Hours and Days - Set when contacts can book.
Buffer Time - Blocks time before and after each meeting.
Minimum Notice - Minimum lead time before a contact can book. Recommended: at least a few hours.
Custom Start Increments - Controls how meeting start times are spaced (example: every 30 minutes vs. every 60 minutes).
Daily Limit - Caps the number of meetings that can be booked in a single day.
Time Zone Display - Choose whether booking times show in your time zone or the contact's.
How to Configure the Form Fields Tab
From inside the Scheduler editor, click the Form Fields tab.
Add fields to collect information from the contact at the time of booking.
Contact Fields - Store collected information on the contact's CRM record (example: email, phone).
Form-Specific Fields - Collect temporary information that is not saved to the contact record.
Drag fields to reorder them.
Toggle required fields on or off.
Always include a unique identifier (email or mobile) to prevent duplicate contacts.
More information: Sign Up Form Fields and Headers
How to Configure the Form Details Tab
From inside the Scheduler editor, click the Form Details tab.
Customize the following:
Button Label - Text on the booking button (example: "Schedule Now").
Post-Booking Action - Choose between a confirmation message or a redirect to another page.
How to Configure the Automations Tab
From inside the Scheduler editor, click the Automations tab.
Review the two default automations:
Meeting Booked Confirmation - Sent immediately after a contact books.
One-Hour Reminder - Sent one hour before the meeting.
Edit, delete, or add automations as needed.
Key Notes
Enterprise accounts can use conditional autoresponders to send different messages based on form answers.
Use Stop Automations to remove a contact from an active series when they book - for example, stopping a rebooking reminder series once the contact actually books. More info: How to Automate Missed Meeting Rebooking and Cancel Follow-Up Series Automatically
How to Use the Participants Tab
From inside the Scheduler editor, click the Participants tab.
View everyone who has booked using this scheduler.
Use this tab to send mass messages to all participants.
How to Configure the Admin Tab
From inside the Scheduler editor, click the Admin tab.
Configure the following:
Assign Bookings to a User - Route booked contacts to a specific team member.
Booking Alerts - Notify additional users (example: a sales manager) when a meeting is booked.
Copy Participants to Other Lists - Automatically add contacts to a list (example: newsletter or nurture list) when they book.
Assign Short Link to User Merge Tag - Connects this scheduler to a merge tag for use in templates. Updating the merge tag updates all templates at once instead of editing them individually. More info: How to Use User Merge Tags to Future-Proof Your Template Updates
Click Save Admin when finished.
How to Manage Existing Schedulers
Click the Automations tab.
Under Lead Capture, select Schedulers.
Each scheduler appears as a card on the Schedulers page.
Click the pencil icon to edit a scheduler.
Click the three dots in the upper right of the card to delete the scheduler or access the embed code.
To embed a scheduler on your website:
Click the three dots on the scheduler card.
Select the embed option.
Adjust background color and width. The preview updates live.
Click Copy Code at the bottom of the modal.
Paste the code on your website or send it to your web team.
Troubleshooting: Booked Meetings Are Not Appearing on My External Calendar
If meetings booked through your Scheduler are not showing up on your Google or Microsoft calendar, the most common cause is that the scheduler is pointed at the VipeCloud virtual calendar instead of your external calendar.
How to check and fix this:
Open the scheduler by clicking the pencil icon on its card.
The Details tab opens by default.
Under General Details, locate the Connected Calendar field.
If VipeCloud Calendar (Virtual) is selected, that is the issue. Meetings are being logged to VipeCloud only, not to your external calendar.
Click the Connected Calendar dropdown and select your Google or Microsoft calendar.
Click Save.
Test by booking a meeting through the scheduler link and confirming it appears on your external calendar.
If your external calendar does not appear in the dropdown:
Your Google or Microsoft calendar has not been connected yet. To connect it, go back to the main Schedulers page and follow the steps in the How to Connect a Google or Microsoft Calendar section above.
After connecting, return to your scheduler's Details tab and select your calendar from the Connected Calendar dropdown.
Key Notes
The VipeCloud virtual calendar only tracks bookings made through VipeCloud. It does not sync with or appear on Google or Microsoft calendars.
Each scheduler has its own Connected Calendar setting. If you have multiple schedulers, check each one individually.
Video Walkthrough
Use the timestamps below to jump to specific sections:
0:00 - Introduction
1:45 - How to connect a Google or Microsoft calendar
3:07 - How to create a new scheduler
4:34 - How to configure the Details tab
8:37 - How to configure the Scheduling tab
11:37 - How to configure the Form Fields and Form Details tabs
12:52 - How to configure the Automations tab
14:19 - How to use the Participants and Admin tabs
17:31 - How to manage existing schedulers