Kajabi Scheduler: Set Up Your Future Calls With Ease

When managing client calls on the Kajabi platform, one of the most common questions I encounter is whether to use the built-in Kajabi scheduler or rely on third-party booking tools. My approach is straightforward: I test Kajabi's native features first, and if they work well, I stick with them rather than adding external tools.

I've been using the Kajabi scheduler directly integrated with my Google Calendar, and it handles most of my coaching program needs effectively. The system allows me to set specific availability windows, manage buffer times between sessions, and ensure proper notice periods before appointments. While I do have third-party tools connected as backup options, the Kajabi scheduler syncs reliably with my calendar and gives me the control I need to manage international clients across different time zones.

Key Takeaways

• The Kajabi scheduler integrates directly with major calendar platforms like Google Calendar, eliminating the need for additional booking tools in most cases.
• Setting wide availability windows helps accommodate clients in different time zones while calendar sync features prevent double bookings.
• Buffer times and minimum notice periods can be configured to maintain control over your schedule and prevent last-minute appointments.

Kajabi Scheduler Features and Capabilities

Availability Settings

Setting availability is the first step in configuring the scheduler. You can select specific days of the week and assign time windows for each day.

I keep no availability on Sundays and Saturdays, but Monday through Friday I set 8:00 AM to 8:00 PM. You can set multiple availability windows within the same day if you don't want one continuous block. For example, you can close one time window and add another availability period, then add a third if needed.

I prefer keeping a large open window in my settings. This approach works well because if I'm in London and a client is in North America, a short window might be too early for them. The scheduler automatically adjusts to the client's local time zone, so they can book at a time that works for both of us.

Key Settings:

• Days of the week (Sunday through Saturday)
• Time windows for each day
• Multiple availability blocks per day
• Time zone (set to your local time)

Time Increments and Session Limits

The start time increments determine when clients can book sessions. I have this set to every 30 minutes, allowing people to book on the hour or half-hour.

The open date range controls how far in advance clients can schedule. I set mine to 9 weeks out, giving clients the ability to book me up to 9 weeks in the future.

My Settings:

• Start time increments: Every 30 minutes
• Open date range: 9 weeks

Buffer Times and Minimum Notice

I add 15 minutes before and 15 minutes after each meeting as buffer time. This prevents clients from booking me right up against another meeting. You can toggle this setting on or off based on your preferences.

For minimum notice, I require 24 hours (one full day) before somebody books in. I don't want to wake up and discover I have a call that same morning or afternoon, so the 24-hour notice requirement gives me proper preparation time.

Buffer and Notice Settings:

• Buffer before: 15 minutes
• Buffer after: 15 minutes
• Minimum notice: 24 hours (1 full day)

Integrating Calendars with Kajabi

Connecting Google Calendar

I connect my Google calendar directly to Kajabi and the two platforms sync up really well. This integration cuts out the need for third-party tools in most cases.

When you set up the calendar connection in your coaching product settings, you need to identify which specific calendar within Google you want to use. The synchronization works by checking your Google calendar availability and automatically blocking out times in the Kajabi scheduler when you have events scheduled.

Important synchronization timing: The calendar sync doesn't reflect immediately. If you make changes in your Google calendar and then check the Kajabi scheduler right away, you won't see the updates instantly. Give it a little bit of time and then refresh the page.

For example, if I block out time in my Google calendar from 8:00 AM to 8:00 PM on a specific date, I need to wait before that unavailability shows up in Kajabi. After refreshing, that date will become unavailable for booking in the Kajabi scheduler.

Using Microsoft Office 365, Outlook, and iCloud

You can connect the following calendar platforms to Kajabi:

• Microsoft Office 365
• Outlook
• iCloud calendar
• Google calendar

The calendar you link up will determine the availability within the Kajabi scheduling tool. Whichever platform you choose, you need to identify a specific calendar within that service to sync with your Kajabi scheduler.

Third-Party Synchronization Considerations

I've added Calendly to my calendar setup as well. While I have connected my Calendly account, more often than not I just use Google calendar directly with Kajabi. This approach cuts out the third-party tool.

As a Kajabi purist, if there is a function within Kajabi to use, I will test it out first. If it works, I will use that. But if it doesn't, then I would use a third party.

The key consideration is that any calendar platform you connect will control your availability in the Kajabi scheduler. All your calendar events from the connected platform will block out corresponding times in Kajabi.

Best Practices for Managing Client Appointments

Configuring Time Zones

Make sure that you have the time zone within your Kajabi set to your local time. This time zone setting is critical because it ensures your availability reflects accurately.

If your client is on a different time zone, it will automatically adjust to their local time when they book. For example, if I am in London and I only open a short window, someone in North America might not find a window that suits them because it might be too early for them.

That's why I keep a really big window from 8:00 AM to 8:00 PM. This approach gives clients across different time zones the flexibility to find a slot that works for their schedule.

Manual Versus Client Scheduling

You have two options for scheduling sessions: either you do it for them or they go in and schedule the session themselves. The choice depends on the settings you configure in your coaching program.

I personally prefer to discuss scheduling at the end of a call. I like to have that conversation to identify a time that suits both of us for the next call, usually a couple of weeks later. Then I will manually come in and book the next one at the end of that call.

This is just something I like to do, but the Kajabi scheduler does support client self-scheduling if that's your preferred approach.

Discussion-Based Scheduling Strategies

When using a discussion-based approach, I maintain a large availability window in the system settings. I set my hours from 8:00 AM to 8:00 PM on weekdays, even though I don't intend for clients to book every available slot.

During the call, I can see the available times and discuss with the client what works best for both of us. Then I manually book the session immediately after we agree on the time.

I add buffer time of 15 minutes before and 15 minutes after each meeting so clients can't book me right up to another meeting. I also set a minimum notice of 24 hours so I don't wake up and think I've got a call that same day in the morning or afternoon.

Optimizing Booking Windows for International Clients

When setting up your availability in the Kajabi scheduler, I keep a wide open window from 8:00 AM to 8:00 PM, Monday through Friday. This isn't because I'm available for every single hour in that range.

The reason I maintain such a large booking window is specifically for international clients. If I only opened a short window and I'm in London, someone in North America might not find a time that works for them because it could be too early in their day.

The time zone functionality handles this automatically. I make sure my Kajabi account is set to my local time zone. When a client in a different time zone accesses the scheduler, it adjusts to their local time and they can book accordingly.

I use buffer time of 15 minutes before and after each meeting so people can't book me right up to another meeting. I also require 24 hours minimum notice so I don't wake up with a call scheduled for that same day.

While I keep this large window open in my settings, I actually prefer to discuss scheduling at the end of each call. I like having that conversation to identify a time that suits both of us for the next session, usually a couple of weeks later. Then I manually come in and book the next one at the end of that call.

The Google Calendar integration syncs well with Kajabi. When I block time in my Google Calendar, the Kajabi scheduler reflects that unavailability. It does take a little bit of time to synchronize, so if I make an availability change in my calendar, I give it time and refresh the page before checking the scheduler again.

Real-Time Availability and Calendar Sync Challenges

When you connect your Google calendar to the Kajabi scheduler, the synchronization doesn't happen immediately. If you go into your calendar and make changes to your availability, those changes won't reflect right away in the scheduler.

I noticed this when I blocked off time in my calendar from 5:00 PM to 8:00 PM. When I went back to the Kajabi scheduler, that time slot was still showing as available initially. You need to give it a little bit of time to synchronize.

Here's what I do when this happens:

• Make the change in my connected calendar
• Wait a moment for the system to sync
• Refresh the page in Kajabi
• Click schedule again to see the updated availability

After I refreshed the page in my example, the 6th became unavailable because I had blocked it all the way up to 8:00 PM. The next available slots then showed up on the 7th, 8th, and 9th.

The calendar you've linked up will determine the availability within the Kajabi scheduling tool. This means any blocks or events you have in your Google calendar will eventually show up as unavailable in Kajabi, but there is that delay to account for.

I keep my calendar connected and use the Kajabi scheduler directly because once you understand this sync timing, it works well. You just can't expect instant updates when you make changes in your external calendar.