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STEP TWO: Adjusting Event Settings

Once your event is created, the Roster Editor tab opens automatically. Here, you can set Max Roster Size to define the total number of participants allowed for your event. For further customization, go to the Settings tab.

Online Scheduler Settings (Event Scheduling)

Booking Settings

Booking Window

Booking Opens

Select the date and time you would like the scheduler to open for participants.

Booking Closes

Select the date and time the scheduler should close and no longer accept bookings.

Booking Limits:

Maximum per Event 

Sets a total limit on the number of appointments allowed for the entire event. Set to 0 for no limits.

Cancellation Policy

Customer may cancel their appointment up to XX hours/days/weeks. 

Use this setting to prevent participants from cancelling their appointments within a specific timeframe (hours, days, or weeks) before the scheduled start time. Set this value to 0 if you wish to allow cancellations up until the last minute. Conversely, a very high value effectively disables the cancellation option for participants. 

Note: Closing the scheduler only prevents new bookings; it does not stop participants from cancelling existing appointments unless this lock-out period is active.

Share Your Scheduler

Account Scheduling Link

Displays all available events on the scheduler.

If you have only one open event on the vendor account, we recommend that you use the Scheduling link for the account.

Event Scheduling Link

Displays the scheduler of the selected event with the ability to select other available events on this account.

Customize the event link

Allows you to customise the scheduling link for the selected event parameter.

Scheduling link for the category

Displays the scheduler with the list of event(s) of the selected category. 

ADVANCED SETTINGS

Online Meeting Provider 

Select the integrated video conferencing tool (Zoom, Google, MS Teams) to be used for virtual appointments. 

Student Selection 

Require parents to select their student's name from a dropdown menu. (Note: This requires student data to be imported first.) 

UI Setup

Controls the functional behavior of your scheduler — when it's active and what rules participants must follow.

Scheduler Availability

Setting What it does
Open scheduler to customers on Date/time the booking window begins
Close scheduler to customers on Date/time the scheduler automatically locks for participants

Appointment Number Limits

Setting What it does
Maximum Appointments per Event Caps how many appointments a single participant can book within this event

Appointment Cancellations

Setting What it does
Customer cannot cancel their appointment from Cutoff date after which participants can no longer cancel their own registration
Cancellation Message Optional custom message shown if a participant attempts to cancel after the deadline

Scheduler Settings & Links

Important: Even with a custom event link, participants can still toggle to any other open events on your account — unless you use the Category link, which restricts them to a single category.

Miscellaneous & Advanced Settings

Setting What it does
Student Dropdown Requirement Requires parents to select a pre-imported student name when booking
Allow a customer to take multiple slots (under Advanced Settings) Lets a single participant book more than one appointment at the same time

Notification Setup

Manages automated email communications — toggle settings for Confirmation, Cancellation, Custom, and Reminder emails.

Confirmation & Reminder Emails

Setting What it does
Send Confirmation and Cancellation Emails Activates automated confirmation/cancellation alerts
Send Follow-up Emails Activates follow-up emails, sent on date(s) you specify

Email Customization

Field What it controls
Reply-To Email Address Where participant replies are sent. If blank, replies get a generic automated response.
Subject Lines Customize the standard subject, or the Subject for combined email (used when an appointment is canceled and immediately rescheduled)
Header / Body / Footer Edit the email's text sections
Replace the Email Body with the Printable Schedule of Appointments Replaces the email body with a table of the participant's appointments

CUI Messages

Customize the exact labels and text participants see on the Customer User Interface (CUI).

Modifying Display Text

  • Labels: Select a label on the left (e.g., Sign In Page / Welcome Message) to edit the corresponding text on the right.
  • HTML content: Click the HTML icon (<>) in the toolbar to view/edit raw HTML for a message.
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