Kartra Calendar – How to Set Up and Embed a Calendar

Most people use Kartra to build funnels and create courses. However, a lesser-known feature is the Kartra Calendar. This is a really useful tool and many business owners have used it to replace Calendly or Acuity Scheduling.

If you haven’t tried an online calendar before, you are going to love the benefits. The main one is that you don’t have to play email tag trying to setup a convenient time to have a meeting. You just need to show the other person your available dates and times, and they can choose one that is suitable to them.

This is ideal for coaches and consultants to make one-on-one meetings with their clients. It can also be used by course creators who want to provide extra one-on-one support to their customers (this could be either free support or a paid add-on).

Setting up Your First Kartra Calendar

There are four options when you come to set up your calendar.

• ‘Consultant model’ – this is the most popular type and is suitable for anyone who wants to set up a one-to-one meeting, including consultants, coaches and mentors. I’ll be using this as an example for the remainder of this article.

The other three options are:

• ‘Recurrent class model’– ideal for businesses like language tutors who have regular clients booking with them.
• ‘Gym model’– this allows organisations such as yoga studios to book multiple people into one class.
• ‘Live event model’– ideal if you are running a live training session.

Once you have chosen the ‘consultant model’, you are taken through a series of 7 steps to set up your calendar.

1) Look and Feel

The first option that you’re given is to customise the look of your calendar with your own logo. This can easily be changed by clicking on the image.

You are then given the option of changing the colours of your calendar, by going through the colour templates.

2) Schedule

This section is where you show clients your availability. In Kartra Calendar, ‘event types’ are called ‘classes’. So, give your class a name such as ‘Strategy Call’ and complete the description.

Then show your availability by choosing days and start times for your meetings.

There are some important settings here to restrict bookings. For instance, you can prevent bookings being made on the same day, only allow bookings to be made for a certain time into the future (e.g. the next 14 days), and blocking out certain days for holidays.

If you have multiple classes (events), it is important that you prevent double booking and there is a setting which allows you to do this.

3) Registration

A great feature of Kartra Calendar is that you can create free or paid meetings.

If you are setting up a paid meeting, you can create a new product under ‘My Products’ in Kartra and link it to your calendar here.

The other useful feature on this page is allowing clients to see the time in their own time zone. This can prevent lots of confusion in trying to coordinate meetings, so I would always recommend that this is turned on.

4) Success

This section shows what happens after a client has successfully booked a meeting with you. You can either show a success message (which is editable on this page), or you can redirect them to another page.

Some businesses like to redirect clients to a page with a form to collect additional information, so this could be linked here.

If you are setting up a Zoom meeting, it is worth noting that at the moment you can only use a universal Zoom link. This can link to your personal Zoom room.

You can use this link on your success page and in reminder emails that are sent to the client (which we will cover next). Some people are concerned that you may get multiple people in a meeting by mistake, but this should not be a problem if you have a Zoom waiting room setup.

5) Reminders

I would always recommend turning on email reminders. These can be sent immediately to the client when a meeting is booked and also as a reminder shortly before the meeting.

The timing of reminder emails can be set but you, but a good strategy would be to send a reminder email 24-hours before the meeting and then a second email 1-hour before the meeting.

6) Permissions

You have the option of allowing clients to cancel their own meetings. I believe this is a good choice as it avoids you having to get into a complicated conversation by email. Instead, the client can simply cancel and rebook a time to suit their own schedule.

On this page you can also choose whether to instantly approve meetings or manually approve them. You may choose manual approval if clients need to meet certain criteria to have a meeting with you.

7) Automations

On this page you can link your Kartra Calendar to a Google Calendar. This will help keep you organised and will prevent you from becoming double booked – if you already have meetings in your Google Calendar, that time will not be available to be booked on your Kartra Calendar.

To set this up you will need to create an integration in Kartra. This is simple to do and is free of charge. You just need to go to the ‘My Integrations’ section of Kartra.

In this section you also have the option of tagging clients and subscribing them to email sequences.

Displaying and Embedding your Calendar

Once you have finished the setup of your calendar, you can take the Kartra hosted link and send this to clients to book a call with you. It will look something like the image above.

You can also embed your calendar into a Kartra page using the calendar component. If you have a separate website, such as a WordPress blog, you can use the JavaScript link to embed your Kartra Calendar into.

If you need any help setting up your Kartra calendar, let me know and I’ll be happy to help.