Calendar
Overview
The Mango9 Calendar is an appointment management and scheduling system that allows you to create events, configure business hours for availability, manage team schedules, and coordinate appointments with customers. The calendar helps you block time, prevent double-bookings, and maintain organized scheduling.
Creating Events - The Add Event Dialog
The Add Event dialog provides a comprehensive interface for creating appointments, tasks, and follow-ups. Here are the key features visible in the interface:
Activity Types
Choose between Appointment, Task, or Follow Up to categorize your events appropriately
Duration Options
Quick select durations: 5, 10, 15, 30 minutes, 1 hour, or 2 hours for fast scheduling
Priority Levels
Set Low, Medium, or High priority for each event
Share With
Select clients or agents from a list to share the event with for joint visibility
Custom Statuses
Create and assign custom statuses to track appointment progress and outcomes
Date & Time
Set precise start and end dates with exact times for accurate scheduling
User Roles & Calendar Access
Understanding user roles is crucial for effective calendar management and appointment scheduling in Mango9. Different user types have varying levels of access and capabilities:
Super Agents (Admin Privileges)
Super agents have full administrative privileges and can add/remove users, manage all calendar settings, and perform all actions that a client account owner can. They have complete access to view and manage appointments across all users, configure business hours, and control shared calendars.
Regular Users (Agents & Clients)
Regular users can be assigned as agents or clients. These users are ideal for marketing purposes, selling leads, calls, and appointments to. They have access to their own calendar and can view appointments assigned to them.
Shared Clients & Appointment Assignment
You or your employees can assign appointments in the calendar of your clients under "Shared Clients." This feature enables you to manage appointments on behalf of your clients, making it perfect for agencies managing multiple client accounts or businesses coordinating appointments for their customers.
Sharing vs Assigning Appointments
Mango9 provides two distinct methods for managing appointments with other users: Sharing and Assigning. Understanding the difference is essential for proper appointment management and collaboration.
Sharing
When you share an appointment, lead, or client, both you and the person you share with gain visibility into the same record. Both parties can view and collaborate on the shared item.
Both users see the same appointment/lead/client
Ideal for collaboration and joint visibility
Original owner retains access
Perfect for agencies sharing leads with clients
Assigning
When you assign an appointment, you are setting that appointment for another user. This is essentially booking an appointment on someone else's behalf in their calendar.
Places the appointment in the assignee's calendar
Transfers responsibility to the assigned user
Used for scheduling appointments for agents/employees
Perfect for managers booking appointments for their team
Important Note
The same sharing and assigning popup is available when creating appointments from the Calendar, as well as from the Lead and Client detail pages. This allows admins and authorized users to create and assign appointments from anywhere in the system while maintaining consistent functionality.
Business Hours Configuration
Configure your business hours to define when your team is available for appointments. This feature helps manage scheduling availability and prevents bookings outside your operating hours.
Key Features
- Enable/Disable Business Hours: Quickly toggle business hours functionality on or off for your calendar system
- Timezone Configuration: Set your timezone to ensure accurate scheduling across different regions (e.g., America/Los_Angeles)
- Per-Day Configuration: Customize business hours for each day of the week independently
- Flexible Time Ranges: Set specific "From" and "To" times for each business day (e.g., 09:00 AM to 06:00 PM)
- Closed Days: Mark days as closed (typically weekends) to block appointment scheduling on those days
How It Works
- Configure operating hours for Monday through Friday with specific start and end times
- Set Saturday and Sunday as closed or configure custom weekend hours
- The calendar view visually displays closed days in red for easy identification
- Appointments can only be scheduled during configured business hours
- Closed days automatically block all appointment bookings
Calendar Views & Management
Multiple View Options
- Calendar View: Traditional monthly calendar display showing all events and appointments
- List View: Chronological list of upcoming events for easy scanning
- Month View: Full month overview with all scheduled activities
- Week View: Detailed week-by-week breakdown of appointments
- Day View: Hour-by-hour schedule for a specific day
- Status Filtering: Filter events by status to focus on specific types of appointments
Event Management
- Add Event: Create new appointments, callbacks, or scheduled meetings directly from the calendar
- Event Details: Include customer information, phone numbers, notes, and appointment type
- Recurring Events: Set up repeating appointments for regular customer interactions
- Event Reminders: Automatic notifications before scheduled appointments
- Block Time: Reserve time slots to prevent scheduling conflicts
Integration Features
- Shared Calendar: Share your availability with team members for coordinated scheduling
- Calendar Widget: Embed a scheduling widget on your website for customer self-booking
- Call Integration: Link appointments to customer call records and contact information
- Contact Sync: Appointments automatically link with contact records for easy reference
Key Capabilities
Business Hours Control
Multi-View Calendar
Event Scheduling
Team Coordination
Automatic Reminders
Website Integration
Availability Management
External Calendar Sync
Common Use Cases
Customer Appointment Scheduling
Schedule sales calls, support sessions, and customer meetings. The calendar ensures no double-bookings and sends automatic reminders to reduce no-shows.
Availability Management
Configure business hours to define when appointments can be scheduled. Closed days and off-hours automatically block booking requests, ensuring proper availability management.
Team Availability Coordination
Share calendars across your team to see who is available, schedule meetings without conflicts, and coordinate appointments based on team member availability.
Online Booking Integration
Embed the calendar widget on your website to let customers book appointments during your business hours automatically, with instant confirmation and calendar sync.