{"id":9035,"date":"2022-10-03T15:50:27","date_gmt":"2022-10-03T10:20:27","guid":{"rendered":"https:\/\/www.setmore.com\/blog\/?p=9035"},"modified":"2024-08-13T19:49:31","modified_gmt":"2024-08-13T14:19:31","slug":"shared-calendar-app-for-business","status":"publish","type":"post","link":"https:\/\/www.setmore.com\/blog\/shared-calendar-app-for-business\/","title":{"rendered":"Find the best shared calendar app for your business"},"content":{"rendered":"<p>There\u2019s no getting around our bias when it comes to what we believe to be the <a href=\"https:\/\/www.setmore.com\/\">best shared calendar app<\/a>. That being said, we\u2019re on board with some competition and want to help you make an informed decision. Let\u2019s talk about what you should consider when comparing what\u2019s on the market.<\/p>\n<p>If you decide to click the \u2018Start FREE\u2019 button in the top-left, it\u2019s a bonus for us ?<\/p>\n<h2>Who will you share with?<\/h2>\n<p>When searching for a shared calendar app, be clear on your audience. Do you want to create a shared calendar for your team, customer base, friends and family, or everyone? Some calendar solutions are optimized for one audience. Even if you\u2019re only looking to organize your team, you might want to choose an <b>all-rounder solution<\/b>. Hedge your bets so you don\u2019t need to switch calendars further along.<\/p>\n<h2>Need a free shared calendar app?<\/h2>\n<p>A start-up typically wants to save money where possible, and a small business needs to cut costs to invest in growth. It\u2019ll please you to know that several shared calendar apps offer a <a href=\"https:\/\/www.setmore.com\/free-plan\">free plan<\/a>. Be sure to compare the features each app provides and whether particulars that your business needs are included. If they are, awesome. If not, you might need to compromise or think about paying a fee for extras.<\/p>\n<p>Those who choose to pay a fee should look at monthly versus annual subscriptions \u2013 annual subscriptions can save you a sizeable percentage in the long run ?<\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-9545 size-medium\" src=\"https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/saving-money-700x368-1-250x131.png\" alt=\"saving money\" width=\"250\" height=\"131\" srcset=\"https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/saving-money-700x368-1-250x131.png 250w, https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/saving-money-700x368-1-120x63.png 120w, https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/saving-money-700x368-1.png 700w\" sizes=\"(max-width: 360px) 300px, (min-width: 361px) 768px, 100vw\" \/><\/p>\n<h2>Features and integrations.<\/h2>\n<p>Pivoting your team to an online shared calendar app can increase your bookable hours. A lot of people aren\u2019t just looking for the easiest shared calendar to use \u2013 they want automation that helps them to maximize their time and stay productive.<\/p>\n<p>Many shared calendar apps have tools to reduce your workload when it comes to <a href=\"https:\/\/www.setmore.com\/appointment-setter-software\">appointment management<\/a>. Some are standard, some incur a paid subscription \u2013 it all depends on the solution you choose. Going into 2023, we believe these 7 factors are the most crucial when selecting a shared calendar:<b><\/b><\/p>\n<p><b>1. Providing your real-time availability<\/b><\/p>\n<p>Some scheduling solutions offer a calendar only. Some offer a public booking tool that connects to your existing calendar. Others offer both.<\/p>\n<ul>\n<li><b>Calendar only:<\/b> Think Google Calendar. You can quickly check team members\u2019 availability and send meeting invites.<\/li>\n<li><b>Public booking tool only:<\/b> The tool connects to your existing calendar, so those with your booking link can see your availability.<\/li>\n<li><b>Calendar and booking tool:<\/b> Setmore offers a <a href=\"https:\/\/www.setmore.com\/features\/appointments\">calendar<\/a> and online <a href=\"https:\/\/www.setmore.com\/features\/booking-page\">Booking Page<\/a> that sync with each other. You can add appointments to your calendar and that time is removed from your Booking Page. Similarly, when a customer self-schedules, the details land in your calendar.<\/li>\n<\/ul>\n<p>You might only need one tool, especially if you \u2764\ufe0f the calendar that you\u2019re already using. But, a solution that offers you a calendar and booking tool ensures both features are aligned and optimized to work together. If connecting a calendar from one platform to a booking tool from another, there may not be as much certainty.<\/p>\n<p><b>2. Syncing with multiple calendars<\/b><\/p>\n<p>Some people use one calendar for work and one for other events, and these calendars might not be on the same platform. Ensure that your shared calendar app of choice can take all of your commitments into account.<\/p>\n<p>Service-based businesses find it useful to have a calendar sync tool, which shares appointment details between two or more calendars. This can <b>reduce double booking<\/b> because when an appointment is added to one calendar, the time is automatically blocked in the other.<\/p>\n<p>Popular options include <a href=\"https:\/\/www.setmore.com\/features\/google-calendar-sync\">Google<\/a> and <a href=\"https:\/\/www.setmore.com\/integrations\/office-cal\">Office 365<\/a> calendar sync.<b><\/b><\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-9548 size-medium\" src=\"https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/calendar-examples-700x368-1-250x131.png\" alt=\"Calendar logos\" width=\"250\" height=\"131\" srcset=\"https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/calendar-examples-700x368-1-250x131.png 250w, https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/calendar-examples-700x368-1-120x63.png 120w, https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/calendar-examples-700x368-1.png 700w\" sizes=\"(max-width: 360px) 300px, (min-width: 361px) 768px, 100vw\" \/><\/p>\n<p><b>3. Built-in video meeting integrations<\/b><\/p>\n<p>Video meetings became commonplace during the pandemic, and with many of us still working remotely, connecting virtually needs to be straightforward. Whether you meet with teammates, collaborators, leads or customers, you want everyone to join calls quickly and easily.<\/p>\n<p>If your shared digital calendar app doesn\u2019t integrate with a video solution, you\u2019ll likely have to send meeting links manually. Before signing up, review an app\u2019s video integrations, especially if you already have a preferred solution like <a href=\"https:\/\/www.setmore.com\/integrations\/zoom\">Zoom<\/a> or <a href=\"https:\/\/www.setmore.com\/integrations\/google-meet\">Google Meet<\/a>.<\/p>\n<p>Not only should the app integrate with the video solution, it should automatically generate and add meeting links to email confirmations and your calendar.<b><\/b><\/p>\n<p><b>4. A clear and comprehensive view<\/b><\/p>\n<p>In addition to getting daily, weekly and monthly views of your own schedule, you may want to access team schedules. Managing all calendars from one place enables you to find time for group meetings and delegate appointments to particular specialists. Explore solutions that let you add as many team members as required, but also display two or more schedules in a digestible fashion.<\/p>\n<p>An app like Setmore creates a unique calendar and booking link <a href=\"https:\/\/www.setmore.com\/features\/staff-scheduling\">for each team member<\/a>. You can check all schedules from your main admin calendar and edit from any device.<\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-9549 size-medium\" src=\"https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/calendar-example-700x368-1-250x131.png\" alt=\"Staff calendar view in app\" width=\"250\" height=\"131\" srcset=\"https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/calendar-example-700x368-1-250x131.png 250w, https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/calendar-example-700x368-1-120x63.png 120w, https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/calendar-example-700x368-1.png 700w\" sizes=\"(max-width: 360px) 300px, (min-width: 361px) 768px, 100vw\" \/><\/p>\n<p><b>5. Automatic confirmations and reminders<\/b><\/p>\n<p>Sending one appointment confirmation to one customer isn\u2019t a big task. But, confirming every seat at a 50-person event is a different story ? Your small business shared calendar should fire out instant confirmations when an appointment is booked \u2013 by you or anyone else.<\/p>\n<p>Ideally, an email confirmation should reach you and your customer. This way, you don\u2019t need to open your calendar to learn about updates and your customer doesn\u2019t need to jot down any appointment details.<\/p>\n<p>To save time on follow-ups \u2013 and ensure that everyone shows up \u2013 look into apps that also <a href=\"https:\/\/www.setmore.com\/features\/email-reminders\">send reminders<\/a>. Some solutions put a limit on how many reminders can be automated based on plan type. If you book appointments frequently, or need your account to accommodate several team members, this limit could be critical to your decision.<\/p>\n<p><b>6. Calendar customization<\/b><\/p>\n<p>When researching an online calendar that can be shared, you want to be certain your availability will be easy to read. Teammates and customers should be able to view your free time and book independently, without confusion. We recommend comparing the following:<\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Booking rules: <\/b>How do you keep your calendar in line when multiple people can make reservations? It\u2019s imperative that you have options like a scheduling window; to restrict how far in advance people can book, and a lead time; so you have enough notice prior to appointments.<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Taking payments:<\/b> If you\u2019re creating a shared team calendar, payment tools might not be necessary. However, service-based businesses across industries have found <a href=\"https:\/\/www.setmore.com\/features\/payments\/us\">payment integrations<\/a> to be a gamechanger ? Some shared calendar solutions enable you to accept bookings and payments in one go, online. Not only does this offer your audience more convenience, it can lead to less time being spent on invoicing \u2013 and chasing those invoices.<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Color-coding and labeling:<\/b> Readability is essential when reviewing your day or week at a glance. What type of appointments do you have lined up? Ensure you can customize your calendar view and that it remains simple to follow when looking at multiple schedules. You might also find it useful to add labels or notes to appointment details so you can track the outcome, e.g. \u2018Completed\u2019 or \u2018Awaiting payment\u2019.<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Storing details:<\/b> No matter the audience for your shared scheduling calendar, it should save every guest\u2019s details. When you often meet the same team members, or have a loyal customer base, their <a href=\"https:\/\/www.setmore.com\/blog\/customers-guide-to-the-customer-login-portal\/\">contact details<\/a> should auto-populate after their initial booking. Certain business types may also need to make sure their shared calendar app meets specific data regulations, e.g. <a href=\"https:\/\/support.setmore.com\/en\/articles\/3833495-setmore-health\">HIPAA<\/a> for medical practices in the US.<\/li>\n<\/ul>\n<p><b>7. Accessibility on any device<\/b><\/p>\n<p>Some people are accustomed to working at a desk, some travel to customers and others are part-remote. You could be looking for a calendar that is optimized for one type of device, based on your typical work routine. However, we recommend choosing shared calendar software that functions seamlessly across desktop, tablet and mobile.<\/p>\n<p>This ensures that your calendar shapes to every screen type and you and your team can manage bookings in the office or on the move ? Read more about how to get a shared online calendar free for <a href=\"https:\/\/www.setmore.com\/features\/desktop-app\">desktop<\/a> and <a href=\"https:\/\/www.setmore.com\/mobile-appointment-scheduling-software\">mobile<\/a>.<\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-9550 size-medium\" src=\"https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/different-devices-700x368-1-250x131.png\" alt=\"People with different devices\" width=\"250\" height=\"131\" srcset=\"https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/different-devices-700x368-1-250x131.png 250w, https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/different-devices-700x368-1-120x63.png 120w, https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/different-devices-700x368-1.png 700w\" sizes=\"(max-width: 360px) 300px, (min-width: 361px) 768px, 100vw\" \/><\/p>\n<p>Are we missing something? Let us know if you have a major consideration that hasn\u2019t been included above.<\/p>\n<h2>FAQs about creating a shared calendar for business.<\/h2>\n<p>Now that we\u2019ve walked through key considerations when selecting the best shared calendar app, here are some details specific to Setmore.<\/p>\n<p><b>How do I create a shared calendar for multiple users?<\/b><\/p>\n<p><a href=\"https:\/\/www.setmore.com\/start-now\">Sign up<\/a> for your free account and head to <b>Settings &gt; Staff<\/b>. Click the \u2018+\u2019 icon to add up to 4 team members. Need to keep adding? You might find that a <a href=\"https:\/\/www.setmore.com\/pro\">Pro<\/a> account is more your speed. Each team member gets their own calendar and booking link. As an account admin, you can view all schedules in your main calendar and set appointments with your team.<\/p>\n<p><b>How do I control who can access my shared calendar?<\/b><\/p>\n<p>When adding team members, you can specify their permission level. An admin can view and edit all team calendars and account settings. Receptionists can view and edit all team calendars. Staff can only view and edit their own calendar.<\/p>\n<p>People with your Booking Page link can only see available appointment slots \u2013 they have no access to your business\u2019 calendar details.<\/p>\n<p><b>Can I sync my Booking Page with an external calendar?<\/b><\/p>\n<p>Yes. Although your Booking Page is connected to your Setmore calendar by default, you can also sync Google, Apple or Office 365 calendars. Your availability will take events from the external calendar into account.<\/p>\n<p><b>Do I need to give every team member a login?<\/b><\/p>\n<p>No. You can add a team member without giving them account access. This will mean their calendar is managed by an admin or receptionist. However, if the team member\u2019s email is provided, they will still receive appointment updates.<\/p>\n<p>Learn more about setting up a shared team calendar.<\/p>\n<p><b>Can I accept payments from my shared online calendar?<\/b><\/p>\n<p>Yes. Setmore integrates with Square (including Google Pay, Apple Pay and Cash App options), Stripe and PayPal. These enable you to accept payments ahead of time from your Booking Page, and also in person from your calendar.<\/p>\n<p>Read more in our ultimate guide to receiving payments online.<\/p>\n<p><b>Where should I display my shared business calendar?<\/b><\/p>\n<p>Consider the online and offline channels your main audiences use to request an appointment or learn about your services. Here are a few ideas to get the ball rolling:<\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\">Connect your Booking Page to your website, Facebook and Instagram<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\">Feature booking links in YouTube videos and social media posts<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\">Add booking links to your email signature and business cards<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\">Display your Booking Page link on your storefront or in a waiting area<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\">Mention your Booking Page link in your voicemail greeting<\/li>\n<\/ul>\n<p>Every account also comes with a free <a href=\"https:\/\/www.setmore.com\/features\/qr-code-appointment-booking\">QR code<\/a> that directs people to your Booking Page. Enhance flyers, convention stands and more with an instant route to schedule appointments.<\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-9551 size-medium\" src=\"https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/qr-codes-700x368-1-250x131.png\" alt=\"Examples of qr codes\" width=\"250\" height=\"131\" srcset=\"https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/qr-codes-700x368-1-250x131.png 250w, https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/qr-codes-700x368-1-120x63.png 120w, https:\/\/storage.googleapis.com\/blog-setmore\/1\/2022\/10\/qr-codes-700x368-1.png 700w\" sizes=\"(max-width: 360px) 300px, (min-width: 361px) 768px, 100vw\" \/><\/p>\n<h2>Sharing is caring.<\/h2>\n<p>Top priorities: A calendar solution should offer you a clear, customizable display and your audience a simple way to view your availability and book online. Only then will you say so long to the back and forth ?<\/p>\n<p>We hope these tips help you find the best shared calendar for your small business. If you have any questions, our team is available 24\/7 via phone, chat or email. You can also <a href=\"https:\/\/onboarding.setmore.com\/services\/5d370f33-49de-4180-b64b-1fd4e71f60a4?source=easyshare\">book a demo<\/a> to test how Setmore could work for your team and customers.<\/p>\n<p>Ready to start? <a href=\"https:\/\/www.setmore.com\/start-now\">Get your shared calendar free today<\/a>. Happy scheduling!<\/p>\n","protected":false},"excerpt":{"rendered":"There\u2019s no getting around our bias when it comes to what we believe to be the best shared calendar app. That being said, we\u2019re on board with some competition and want to help you make an informed decision. Let\u2019s talk about what you should consider when comparing what\u2019s on the market. If you decide to&#8230;","protected":false},"author":5,"featured_media":9555,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[7,10],"tags":[33,116,396,402],"class_list":["post-9035","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-howto","category-resources","tag-booking-page","tag-online-booking","tag-shared-calendar","tag-shared-calendar-app"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v23.8 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>7 Tips To Find The Best Shared Calendar App | Setmore<\/title>\n<meta name=\"description\" content=\"Learn what to look for, from features to plans, and make an informed decision about the best shared calendar for your business. 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