How To Use The Systeme.io Calendar Feature: Maximize Client Bookings

Last Updated on 6th February 2025

How to use the Systeme.io calendar feature to simplify your scheduling and grow your business?

It’s easier than you think!

Whether you’re a coach, consultant, or digital entrepreneur, this built-in booking tool makes managing appointments seamless. No more juggling emails or dealing with complicated integrations—everything happens right inside Systeme.io.

In this guide, I’ll walk you through how to set up your calendar, embed it on your website or funnel, and connect it to your sales pipeline for a stress-free booking system that works while you focus on what you do best—helping your clients.

Prefer To Watch My Step-by-Step Systeme.io Calendar Tutorial?

If you prefer to watch my Systeme.io booking calendar tutorial and follow along to get your own calendar set up, then you can watch my video here.

If you still don’t have a Systeme.io account, then you can sign up here for free using this link.

All you need to do is click the link above, then enter your email address on the next page and you’re good to go. You don’t even need to enter your credit card details to get access to the SIO free plan!

Onward.

Getting Started with Systeme.io’s Calendar Feature

Now, let’s get into how to use the Systeme.io calendar feature so you can get more online bookings.

What You Need to Know Before You Begin

If you’ve ever wondered “Does Systeme.io have a booking calendar?”—the answer is yes, and it’s packed with features that can rival tools like Calendly or TidyCal.

It’s all included as part of your Systeme.io account, even on the free plan, making it perfect if you’re just getting started or want to keep costs down.

Here’s what makes it stand out:

• It’s directly integrated with your funnel pages, so you can capture leads and bookings in one place.
• You can sync it with Zoom meetings, Google Meet, or any other external video conferencing tool.
• It links with your Systeme.io CRM, which automatically tracks your contacts and appointments.

Accessing the Systeme.io Calendar

To access the calendar feature:

1. Log in to your Systeme.io account here.
2. From the main menu, click the “CRM” tab.
3. Then, from the drop-down menu, select “Calendar.”

Once you’re in, you’ll see three tabs at the top:

• Events: Where you create and manage your events.
• Bookings: Displays all your confirmed appointments.
• Availability: This is where you set your default working hours, making scheduling much faster.

I recommend setting your default availability before creating any events—it makes things much smoother.

Setting Your Default Availability

Under the Availability tab, you can:

• Choose which days you’re available (e.g., Monday to Friday, 9:00 a.m. to 5:00 p.m.).
• Add specific time slots if you take lunch breaks or prefer afternoon-only meetings on certain days.
• Save your settings to apply these defaults across your future events.

For example, I block out my Wednesdays for content creation. Having this set as a default ensures no one can book calls on that day.

Pro Tip: You can also create one-off availability for special events, like free discovery calls or webinars.

Creating and Managing Events

Now, let’s get into how to set up an appointment calendar in Systeme.io. It’s super-easy and actually quite fun to work with!

Creating Your First Event

Ready to create an event? Here’s how to set up a coaching calendar in Systeme io (or any other type of appointment):

Step 1: Click on the Events tab and then select “Create New Event.”

Step 2: Enter the event name. Be specific—for example, “1-on-1 Business Strategy Call” or “Website Review Session.”

Step 3: Set the meeting duration (e.g., 30, 60, or 90 minutes).

Step 4: Add your profile picture to personalize your Systeme.io booking calendar.

Choosing Your Meeting Location

Systeme.io gives you three options for meeting types:

• Online Meeting: Use the Zoom integration or paste an external link (like Google Meet or Microsoft Teams).
• Telephone: Add your preferred contact number.
• In-Person: If you’re meeting at a physical location, input the address and include a contact number in case clients need to call.

When I set up my strategy calls, I prefer Zoom meetings because of the automatic links and notifications. But if you’re working with local clients, in-person options can make a lot of sense.

Customizing Event Details

Here’s where you can fine-tune everything:

• Event Description: Write a brief but informative description of what the meeting covers. This will show up in the confirmation email your clients receive.
• Time Zone Settings: Systeme.io automatically detects and adjusts for your client’s time zone, making it hassle-free for international bookings.
• Date Range: Choose the period during which your event is available. For example, you might only offer free consultations for a limited time.

Setting Up Availability for Specific Events

Even if you’ve set default availability, you can override it for specific events. For instance, you might offer shorter 20-minute calls on Fridays or block out time for VIP clients.

Real-Life Example: One of my friends is a business consultant who uses Systeme.io to offer initial consultations on Mondays and Wednesdays. He reserves Thursdays for longer project planning calls, using the custom availability feature to keep things organized.

Advanced Settings

• Buffer Time: Add buffer time between meetings to avoid back-to-back calls (perfect for grabbing coffee or taking notes).
• Daily Meeting Limits: Cap the number of calls you take per day to avoid burnout.
• Form Fields: Customize what information you collect (e.g., name, email, phone number).

Saving and Testing Your Event

Once your event is set up, make sure to:

• Save the event.
• Preview it to ensure everything looks good from the client’s perspective.

It’s always a good idea to run a test booking yourself to catch any issues before sharing the link with clients.

In the next section, we’ll cover how to embed your booking calendar on your website or funnel and how to connect it to your Systeme.io sales pipeline using automation rules.

That’s where things really start to get exciting—you’ll see your Systeme.io CRM in action as leads flow in seamlessly!

Embedding the Systeme.io Calendar into Your Funnel or Website

Once your event is set up, the next step is to make sure people can actually book a call with you!

One of the best things about Systeme.io’s booking calendar is how easily it integrates into your funnels and website pages.

Whether you’re offering free discovery calls, strategy sessions, or paid consultations, embedding your calendar gives your visitors a seamless way to book an appointment without leaving your page.

So, here’s how to embed the Systeme.io calendar onto your website or funnel. It doesn’t matter if you want to embed your booking calendar into a Systeme.io website or a WordPress website, it all works the same way.

Adding Your Booking Calendar to a Funnel Page

Here’s how to embed the Systeme.io calendar into your funnel:

1. Go to Your Funnel: In the Systeme.io dashboard, navigate to the funnel where you want to add the booking option.
2. Add a New Step: Click “Add Step” and label it something relevant, like “Book a Call.”
3. Select Page Type: Choose “Squeeze Page” (the only page type that supports calendar embedding).
4. Edit the Page: Click “Edit Page” to open the drag-and-drop builder.
5. Insert the Booking Calendar Element: On the left sidebar, drag the “Calendar” element into your desired section.

Once added, you’ll see your calendar displayed directly on the page. Visitors can pick a time, enter their details, and confirm their booking—all in one smooth process.

Pro Tip: If you’re embedding a paid consultation, position the booking page after your order form so clients pay before they book. If it’s a free call, make sure the calendar is easy to find—either above the fold or linked in your calls-to-action.

Embedding the Booking Calendar on Your Website

If you’re wondering how to embed the Systeme.io calendar on your website, it’s just as simple.

• Website Pages: Follow the same process as funnel pages—use the drag-and-drop editor to place your calendar exactly where you want it.
• Pop-Ups: You can even embed your calendar within a pop-up for extra visibility.

Integrating the Systeme.io Calendar with Your Pipeline

Now that your calendar is live, let’s make it work harder for you by connecting it to your sales process. This is where the Systeme.io CRM really shines—you can automatically track and manage leads as they move through your pipeline.

Why Connect Your Calendar to a Pipeline?

Think of your sales pipeline as a roadmap that tracks each contact’s journey—from booking a discovery call to becoming a paying client.

Instead of manually updating your CRM, Systeme.io can automatically add contacts to specific pipeline stages based on their booking activity.

How to Connect the Calendar to the Sales Pipeline Feature

1. Open Your Funnel: Go to the funnel containing your Booking calendar.
2. Click “Automation Rules”: At the top of your funnel editor, select “Automation Rules.”
3. Add a New Rule: Click “Add Rule” and set the trigger as “Funnel Step Form Subscribed.”
4. Set the Action: Choose “Add to Pipeline” from the action list.
5. Select the Pipeline Stage: Pick the appropriate stage (e.g., “Meeting Booked” or “Discovery Call Completed”).

This step is especially useful if you offer different types of calls, such as coaching sessions and follow-ups. Each event type can have its own pipeline stage, making it easy to stay organized.

Real-World Example

I used this feature when I launched my online meeting strategy sessions. Anytime someone booked a session through the Systeme.io calendar, they were automatically added to my pipeline as a lead.

I assigned follow-up tasks based on their booking, and the entire process felt like I had a personal assistant keeping track of things.

Best Practices for Online Appointment Scheduling

Scheduling might seem simple on the surface, but there are some key strategies that can make a huge difference in how smooth your booking process feels for you and your clients.

Here are my top tips for getting the most out of Systeme.io’s calendar feature:

1. Set Clear Availability

You don’t want clients booking calls during your lunch break or right before your kid’s soccer game. Be proactive—set specific time blocks for meetings, and use the buffer time feature to give yourself breathing room between calls.

For example, I block off the first 15 minutes after each call to jot down notes and avoid burnout.

2. Use Automation Rules to Save Time

Automating parts of your booking flow—like adding contacts to a list of email addresses for follow-ups—helps you avoid repetitive tasks. Use automation to send reminders, notify your team, and update your contacts list with minimal effort.

3. Collect the Right Information

When setting up your input fields, think about what information you really need. For free calls, you might only want a name and email address. For paid sessions, collecting more details—like a phone number or the client’s goals—can help you prepare better.

4. Offer Multiple Meeting Platforms

Not everyone uses Zoom. Some people prefer Google Meet, Microsoft Teams, Webex Meetings, or Jitsi. By including an option for clients to choose, you’ll cater to their preferences and make booking more convenient.

5. Limit Daily Meetings

Set a cap on the number of meetings you’ll take each day. This helps you avoid overbooking and keeps your energy levels high.

Pro Tip: I limit myself to 4 client calls per day. I learned the hard way that six back-to-back meetings left me exhausted and mentally fried.

6. Send Automated Reminders

No-shows are frustrating and costly. Systeme.io lets you automate reminder emails to ensure clients don’t forget their appointment. You can set notifications for 24 hours before and even one hour before the meeting starts.

7. Display Statistics to Improve Your Process

Use Systeme.io’s display statistics feature to track your booking trends. Look at when clients book most often and adjust your availability accordingly.

For example, if most of your bookings come in on Tuesday mornings, you might want to open more slots during that time to maximize conversions.

By embedding your Systeme.io calendar seamlessly into your website or funnel and integrating it with your sales pipeline, you’re setting yourself up for a smoother, more efficient appointment process.

Real-World Application: A Case Study

My Journey from Calendly to TidyCal to Systeme.io

Last year, I made the switch from Calendly to TidyCal.

Why?

The one-time payment option TidyCal offers was too good to pass up, especially compared to the monthly or annual subscriptions of other scheduling tools. It did the job—basic booking pages, automated reminders, and the usual bells and whistles. But as good as it was for my wallet, something always felt a bit…disconnected.

Fast forward to now—I’ve moved everything over to Systeme.io’s calendar feature.

Since my entire business is set up on Systeme.io (funnels, email automations, digital products—you name it), it just made sense to keep my scheduling in the same place.

And here’s the kicker: the calendar feature is free with my Systeme.io account. No extra costs, no add-ons—just smooth integration across my entire system.

A Pro Look Across Devices

One of the first things I noticed was how sleek the Systeme.io calendars look—both on desktop and mobile. The layout is clean and professional, without feeling cluttered.

I’ve had clients mention how simple it was to book a session with me, and I know that first impressions matter. When someone lands on your booking page and it looks polished and intuitive, it immediately elevates your brand.

TidyCal was functional, but Systeme.io’s calendar just has that next-level polish. On mobile, the booking process is just as easy and seamless as it is on a desktop, which is crucial since a lot of my clients book appointments on their phones.

Game-Changer for Managing Leads

What really impressed me, though, was how easily the Systeme.io calendar integrates with the pipeline feature.

When someone books a discovery call or a consultation, they’re automatically added to the right stage of my sales pipeline. No more copying and pasting contact details or manually moving people through the process.

Now, when a lead books a call, Systeme.io adds them to my “New Lead” column and triggers the right follow-up sequence. I can see exactly where each client is in the process, and my team can easily manage this too.

Whether it’s sending reminders, updating client details, or moving someone to the next step, everything’s organized in one place.

Why I’m Sticking with Systeme.io

Switching to the Systeme.io calendar feature has simplified my workflow and made my business look more professional at the same time. I’ve saved money, eliminated the need for third-party tools, and streamlined my entire client onboarding process.

If you’re already using Systeme.io, the calendar feature is a no-brainer. It’s not just about saving money—it’s about creating a cohesive system where everything works together seamlessly. And for me, that’s been a total game-changer.

Key Takeaway

If you’re a coach, consultant, or service provider, having a business consultant calendar using Systeme.io makes managing multiple event types a breeze. It also provides a clear structure to your client journey—taking them from discovery calls to deeper sessions without you lifting a finger.

How To use The Systeme.io Calendar Feature: Final Thoughts

Mastering how to use the Systeme.io calendar feature can transform the way you handle appointments. By embedding your calendar and connecting it to your sales pipeline, you’ll give your clients a smoother booking experience and free up your time for meaningful work.

Whether you’re running discovery calls or paid consultations, Systeme.io’s booking calendar can help you stay organized, professional, and efficient. If you’ve been searching for a simpler way to schedule meetings without leaving your sales funnel—this is it.

Take the first step, set up your first event, and let Systeme.io handle the rest. You’ll wonder how you ever managed your bookings without it!