Time Frame Event Guide

Overview

Time Frame Events in Zupcal provide a flexible scheduling solution that allows you to create events with multiple hosts and combine different event types within a single timeframe. This feature is perfect for workshops, training sessions, or complex scheduling scenarios where you need to offer various appointment types during specific time periods.

What is a Time Frame Event?

A Time Frame Event allows you to:

• Bundle multiple events into a single scheduling interface
• Set specific timeframes for when different services are available
• Combine different event types (one-on-one, group, round-robin, collective)
• Manage multiple hosts across different time slots
• Create complex scheduling scenarios with unified booking experience

Key Features

1. Multi-Event Integration

• Combine different event types in one interface
• Support for one-on-one, group, round-robin, timeframe, and collective events
• Flexible event selection and configuration

2. Advanced Host Management

• Multiple hosts per timeframe
• Individual host configurations
• Flexible time slot assignments

3. Unified Booking Experience

• Single shareable link for multiple event types
• Streamlined client booking process
• Comprehensive event preview

Step-by-Step Setup Process

Step 1: Create Event Description

1. Navigate to Time Frame Event Creation

   • Go to zupcal.com/events/create/timeframe-event
   • You'll see the "Create Event" interface

2. Fill Basic Information

   • Event Name: Enter "Time Frame Test" (or your preferred name)
   • Event Slug: Auto-generated as https://zupcal.com/chandantw.../time-frame-test
   • Description: Use the rich text editor to provide comprehensive event details

3. Event Description Editor Features

   • Rich Text Formatting: Bold, italic, underline, strikethrough
   • Lists: Bullet points and numbered lists
   • Alignment: Left, center, right, justify
   • Links: Add hyperlinks to external resources
   • Advanced Formatting: Additional styling options

Step 2: Configure Time Frame Events

Time Frame Events Section Overview:

• Purpose: "This event type allows you to create a timeframe event with multiple hosts. You can add events in the timeslot range."
• Event Selection: Choose from existing events to include in your timeframe

Time Frame Events Preview: Shows "Selected Timeframe Events (2)" with currently selected events:

• () ( to )
• collective-round-robin (abc) ( to )

Step 3: Event Selection and Configuration

The interface provides a comprehensive event management table with the following columns:

Column	Description	Purpose
Checkbox	Selection toggle	Choose events to include
Host	Event host username	Identify who will conduct the event
Event Name	Descriptive event title	Clear identification of service type
Event Slug	URL-friendly identifier	Technical reference and URL generation
Event Type	Category classification	Understand the scheduling method
Time Slots	Available time configurations	Set when events are available
Start Offset	Beginning time adjustment	Fine-tune start times
End Offset	Ending time adjustment	Fine-tune end times

Available Events in the System:

1. Discussion Session - 30 Mins

   • Host: manikantansrinivaasan
   • Slug: discussion-session---30-mins
   • Type: one-on-one
   • Configurable time slots and offsets

2. Collective Round Robin ✓ (Selected)

   • Host: abc
   • Slug: collective-round-robin
   • Type: collective-round-robin
   • Currently selected for inclusion

3. Chemistry Demo Session - 60 Mins

   • Host: krishningrja
   • Slug: chemistry-demo-session---60-mins
   • Type: one-on-one
   • Configurable time slots and offsets

Event Type Filter Options:

• one-on-one: Direct individual appointments
• group: Multiple participants per session
• round-robin: Rotating host assignments
• timeframe: Flexible time-based scheduling
• collective: Team-based appointment distribution
• collective round robin: Advanced team rotation

Step 4: Advanced Configuration

Time Slot Configuration:

• Custom Time Ranges: Set specific hours for each event type
• Offset Management: Fine-tune start and end times
• Availability Windows: Define when each service is bookable

Host Assignment:

• Multiple Hosts: Assign different hosts to different time slots
• Host Specialization: Match hosts to their expertise areas
• Backup Hosts: Configure alternative hosts for coverage

Step 5: Link Shareable Completion

After configuring your timeframe event:

1. Confirmation: Checkmark indicates successful setup
2. Share Your Appointment Link: Generated unique URL
3. Multiple Sharing Options:
   • Copy URL: Direct link copying
   • Share Button: Quick sharing functionality
   • WhatsApp: Instant messaging integration
   • Email: Email sharing capability
   • QR Code: Mobile-friendly access
   • Embed Code: Website integration code

Best Practices

1. Event Organization

• Clear naming conventions: Use descriptive, consistent event names
• Logical grouping: Group related services together
• Duration consistency: Maintain reasonable time slots across events

2. Host Management

• Expertise matching: Assign hosts based on their specializations
• Availability coordination: Ensure adequate coverage across time slots
• Backup planning: Have contingency hosts for popular time slots

3. Time Slot Optimization

• Peak hour coverage: Ensure popular times have multiple options
• Buffer time: Include preparation time between different event types
• Time zone consideration: Account for client and host time zones

Advanced Features

1. Offset Management

• Start Offset: Adjust when events actually begin relative to booking time
• End Offset: Modify when events conclude for buffer time
• Preparation Time: Built-in time for host preparation

2. Dynamic Scheduling

• Real-time availability: Live updates across all integrated events
• Conflict resolution: Automatic prevention of scheduling conflicts
• Capacity management: Handle multiple concurrent bookings

🧠 Frequently Asked Questions (FAQ)

1. How many events can I include in a Time Frame Event?

There’s no strict limit. - For best performance, keep it under 10–15 event types per timeframe - This ensures smoother scheduling and a better user experience

2. Can I mix different event types in the same timeframe?

Yes. - You can mix one-on-one, group, round-robin, and collective events - Time Frame Events are designed to support mixed formats

3. How do I manage different appointment durations?

Each event type can have its own duration. - The system ensures that durations don’t conflict within the timeframe - Scheduling is adjusted automatically

4. Can hosts have different availability in the same timeframe?

Yes. - Each host can have a custom schedule - The system only shows time slots when the host is actually available

5. What happens if a host becomes unavailable after bookings?

The system will: - Notify affected clients - Suggest alternative time slots with other available hosts

6. Can I assign backup hosts for events?

Yes. - You can add multiple hosts to any event type - The system automatically manages availability and assignments

7. How are hosts notified of new bookings?

Hosts receive: - Email notifications - Calendar invitations Notifications can be customized per host

8. How do clients choose between different event types?

Clients will see: - All available event types in the selected timeframe - Descriptions and corresponding available slots

9. Can clients book more than one event type?

Yes. - As long as time slots don’t overlap, multiple bookings are allowed - This is configurable based on your booking policy

10. What if a client needs to reschedule?

Clients can use their confirmation link to: - Reschedule to a different time - View available options within the same timeframe

11. How are time zones handled?

- Hosts see availability in their time zone - Clients see appointment times in their own local time zone The system auto-converts time slots for both sides

12. Can I embed the scheduler on my website?

Yes. - Use the "Embed Code" option - Insert the HTML into your website to allow direct bookings

13. How do I track bookings across different event types?

The dashboard includes analytics like: - Bookings by event type - Host activity - Time slot usage and more

Troubleshooting

Common Issues

1. Events Not Showing in Selection

• Cause: Events may not be properly configured or published
• Solution: Verify that individual events are set up correctly and marked as active

2. Time Slot Conflicts

• Cause: Overlapping time slots between different event types
• Solution: Review and adjust time slots and offset settings to prevent conflicts

3. Host Availability Issues

• Cause: Host calendar conflicts or incorrect availability settings
• Solution: Check host calendar integrations and availability configurations

4. Booking Errors

• Cause: System conflicts or insufficient availability
• Solution: Review event configurations and ensure adequate time slot coverage

Performance Optimization

1. Slow Loading Times

• Reduce the number of events in a single timeframe
• Optimize event descriptions and images
• Review host availability frequency

2. Booking Conflicts

• Implement adequate buffer times between appointments
• Regular calendar sync verification
• Monitor peak booking periods

Integration Issues

1. Calendar Sync Problems

• Verify calendar permissions and authentication
• Check time zone settings across all systems
• Review recurring event configurations