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ClimbCal documentation

Everything you need to run your booking workflow

Set up your schedule, publish booking pages, coordinate your calendar, manage customers, and grow into team scheduling—all from one place.

Set up ClimbCalGo from a new workspace to a live booking page. Create a booking pageConfigure an event, its URL, rules, questions, and payment. Connect a calendarBlock busy times and choose where new bookings are added. Manage a bookingInspect, cancel, reschedule, refund, or resend a notification.

Start here

Get ready for your first booking

A new workspace is ready to accept customers after you set bookable hours and publish at least one event type. Connecting a calendar and testing the public page are strongly recommended.

  1. 1
    Set your availability

    Open Availability, confirm your timezone and add at least one block of weekly hours. Select Save availability.

  2. 2
    Connect your calendar

    Open Calendar, connect Google Calendar or Microsoft Calendar, choose calendars that block times, and select a destination calendar.

  3. 3
    Configure an event type

    Open Event types. Add a customer-facing title, description, location, duration, booking rules, and any guest questions.

  4. 4
    Publish the event

    Change its status to Active and select Save event type. Draft and paused events cannot accept new bookings.

  5. 5
    Test and share

    Open the booking page, choose a time as a customer would, then copy its link or add it to your website.

Start in AvailabilitySee the customer journey

Workspace

Overview and setup checklist

Overview is the home of your workspace. It shows setup progress and points you to the next required action.

What the checklist tracks

  • Your account and personal workspace exist.
  • At least one weekly availability rule has been saved.
  • The current event type is active.
  • At least one guest question has been configured.
  • Your booking page has the workspace, availability, and active event it needs to accept bookings.

The optional plan choice tailors the setup path; it does not charge you. Choose or change a paid subscription from Plan & billing.

Open Overview

Scheduling

Create and manage event types

An event type is an appointment customers can book, such as a consultation, lesson, or site visit. Each event has its own public page and scheduling rules.

Event types screen showing a Strategy Call and the event editor tabs
Select an event at the top, then work through the editor sections below.

Create or select an event

  1. Open Event types.
  2. Select New event type, or choose an existing event from Current event.
  3. Work through the six editor sections.
  4. Select Save event type. Unsaved changes are marked in the editor header.

Basic details

Set the title, status, description, and meeting address shown to customers.

Draft
Keep the event private while configuring it.
Active
Publish it so customers can book.
Paused
Stop new bookings without deleting the event.

Scheduling

Choose one or more duration options, the default duration, and the interval between offered start times. The event uses the timezone configured in Availability.

Booking rules

Control phone-number collection, minimum notice, booking window, daily booking limit, and buffer time before and after meetings.

Guest questions

Collect extra information using short text, long text, dropdown, or confirmation questions. Questions can be required, reordered, previewed, and reused from the question library.

Payment

After connecting Stripe, choose no payment, full payment, or a fixed deposit. Enter the amount and currency the customer will see at checkout.

Policies

Add the cancellation and rescheduling expectations displayed to customers during booking.

Share and customize the booking link

The Basic details section provides actions to open the public page, copy its URL, and add it to a website. Standard and Advanced workspaces can customize both parts of the URL:

  • Business handle applies to every event in the workspace.
  • Event link applies only to the selected event type.
  • Both accept 3–63 lowercase letters, numbers, or hyphens.
  • Previously shared links continue to redirect after a handle or event link changes.

Add a booking page to your website

  1. Select Add to Website.
  2. Preview the embedded booking experience.
  3. Copy the generated iframe HTML and paste it into an HTML/embed block on your site.
Open Event types

Scheduling

Set availability and date overrides

Availability defines when customers may book. Weekly hours create your regular schedule; date overrides change it for individual dates.

Availability screen showing display preferences, weekly hours, and date overrides
Display preferences and regular weekly hours live together; one-off changes are managed with date overrides.

Configure weekly hours

  1. Open Availability.
  2. Choose the timezone in which your schedule is defined.
  3. Choose how dates and times appear across your workspace and booking pages.
  4. Enter a start and end time for every period you normally accept bookings.
  5. Select Save availability.

Multiple periods on the same day let you leave gaps such as a lunch break. The example under Display preferences previews your chosen date and time formats.

Create a date override

Blocked day
Removes all availability for that date—for example, a holiday.
Extra hours
Adds a bookable period outside the regular schedule.
Replace hours
Ignores the normal hours for that date and uses only the replacement period.

Choose the date and override type, enter times when applicable, and select Save override. Existing overrides appear below the form and can be deleted.

Open Availability

Scheduling

Review and manage bookings

The Bookings screen is the operational record for appointments. Use the calendar for schedule context or the list for a compact chronological view.

Navigate the booking calendar

  • Switch between Day, Week, and Month.
  • Use the arrows to move through time, or select Today to return to the current period.
  • The workspace timezone is shown beside the calendar controls.
  • Select a booking to open its details.

Booking detail

Details include the customer, scheduled time, answers, lifecycle history, payments, notification delivery, and destination-calendar write status when available.

Cancel

Enter a reason and select Cancel booking. The cancellation becomes part of the booking history.

Reschedule

Choose one of the currently available replacement times, add an optional reason, and select Reschedule.

Resend

Use Resend beside a notification to send it again. This is available on Standard and Advanced.

Refund

Workspace owners can refund the remaining Stripe amount. A refund does not cancel the booking; perform both actions when both are required.

Calendar retry

If a destination calendar write failed, use the retry action after resolving the connection problem.

Refresh

Select Refresh if a recently created or updated booking has not appeared yet.

Open Bookings

Scheduling

Connect Google or Microsoft Calendar

Calendar connections protect your schedule from conflicts and add confirmed ClimbCal bookings to the calendar you choose.

Calendar screen showing a connected Google account, conflict calendars, and a destination calendar
Conflict calendars block availability; the destination calendar receives new bookings.

Connect and configure an account

  1. Open Calendar and select Connect for Google Calendar or Microsoft Calendar.
  2. Complete the provider’s consent flow and return to ClimbCal.
  3. Select every Conflict calendar whose busy events should remove bookable times.
  4. Choose one Destination calendar for confirmed bookings.
  5. Select Save calendars.

A calendar may be used for conflict checking, as the booking destination, or both. Additional connections and multiple conflict calendars depend on your plan.

Connection and health states

Healthy
The account is connected and synchronization is operating normally.
Degraded
A recent sync or provider operation failed. Review the message and refresh or reconnect if it persists.
Repair required
The authorization can no longer be used. Select Repair or reconnect the account.
Failed calendar write
A booking could not be added to the destination calendar. Resolve the connection issue, then retry from Calendar health or Booking detail.
Open Calendar

Workspace

Collect payments with Stripe

ClimbCal uses a connected Stripe account for customer booking payments. This is separate from the subscription that pays for ClimbCal itself.

Set up payments

  1. Open Payments and select Connect Stripe.
  2. Complete Stripe’s onboarding requirements.
  3. Return to Payments and confirm that account status, charges, and payouts are ready.
  4. Open an event type, go to Payment, and choose full payment or fixed deposit.
  5. Enter an amount and supported currency, then save the event.

Customers who choose a time for a paid event complete Stripe Checkout before the booking is confirmed. Payment activity and account diagnostics appear on the Payments screen.

Refund a customer

  1. Open Bookings and select the booking.
  2. Find the refundable payment in Booking detail.
  3. Select the refund action and confirm it.
Open Payments

Workspace

Manage teammates and routing

Advanced workspaces can invite multiple people, control workspace access, and route new bookings across active hosts.

Invite a teammate

  1. Open Team.
  2. Enter the person’s email and choose Admin or Member.
  3. Select Create invite and share the generated invitation token securely.
  4. The recipient opens Team, expands Have an invitation to another workspace?, pastes the token, and accepts it.

Pending invitations expire after 14 days and reserve a paid seat. Cancel an unused invitation to release that seat.

Member status and seats

  • Every active owner, admin, or member consumes one purchased seat.
  • Disabling a member stops their active participation and routing without removing their record.
  • Removing a member releases their seat but does not automatically reduce the purchased seat quantity or bill.
  • Owners cannot be disabled or removed. You also cannot disable or remove your own current membership.

Choose a routing method

One-to-one
Bookings are assigned to a single host.
Round-robin
ClimbCal rotates eligible bookings through the enabled members while respecting each person’s availability and conflicts.

Before enabling round-robin, make sure every selected member is active, has an available paid seat, and has configured availability. Select the members who should receive bookings, order them if required, and save the routing settings.

Open Team

Workspace

Brand customer booking pages

Branding applies a shared company identity to every event type in the workspace.

Upload a company logo

  • Use a PNG, JPEG, or WebP image up to 2 MB.
  • Choose a clear, compact logo that remains legible on the booking page.
  • Select Save Changes to publish it across event types.
  • Select Remove logo to return to the default ClimbCal mark.

Choose company colours

The primary colour is used for buttons, selected times, links, and focus highlights. The page-background colour surrounds the booking experience. Enter a hex colour or use the picker; the live preview shows the result before saving.

ClimbCal checks the primary colour against white text for readable contrast. Adjust the colour if the form reports that it does not meet the required contrast.

Eligible plans can also hide “Powered by ClimbCal.” Select Reset to defaults to restore the original colours and attribution.

Brand email notifications

Booking confirmed, booking rescheduled, and booking cancelled emails automatically use the company logo, primary colour, page-background colour, and ClimbCal attribution setting saved above. Visual branding is shared across all three email types, while the message copy is customised separately for each type.

Customise email copy

Choose an Email type, then configure the fields for that message:

Subject
The email subject customers see. It is required, must stay on one line, and can contain up to 160 characters.
Introductory message
The opening message shown above the booking details. It can contain up to 1,200 characters.
Sign-off
The closing message at the bottom of the email. It can contain up to 500 characters.
Replies go to
An optional reply-to email address. It directs customer replies to your business without changing the address ClimbCal sends from.

Booking details, payment information, policy copy, and secure action links remain controlled by ClimbCal so they stay accurate.

Use booking details in your copy

Insert any of the variables shown below in the subject, introduction, or sign-off. ClimbCal replaces each variable with the booking’s value when it sends the email.

VariableValue
{{guest_name}}Customer name
{{event_title}}Event type title
{{business_name}}Workspace name
{{start_time}}Full booking date and time
{{start_date_short}}Booking date
{{start_time_short}}Booking time

Preview, test, or reset an email

  • The live preview updates as you edit. Select Save email when the preview is ready.
  • Select Send test to deliver the saved version to the email address on your ClimbCal account. Save first if you want the test to include your latest edits.
  • Select Reset this email to restore the ClimbCal default without changing previously delivered messages.
Open Branding

Workspace

Build a reusable question library

The question library keeps commonly used customer questions ready to add to any event type.

  1. Open Settings and select Add library question.
  2. Enter the question and choose short text, long text, dropdown, or confirmation.
  3. Add dropdown options when required and use the preview to check the customer experience.
  4. Reorder questions and select Save library.
  5. To use one, open an event’s Guest questions section, select it under Add from question library, and choose Add to event.

Adding a library question copies it into the event. You can then adjust the event-specific version without changing the reusable source.

Guest questions editor showing the reusable question picker and configurable questions
Library questions can be combined with questions created directly inside an event.
Open Settings

Workspace

Choose a plan and manage billing

Plan & billing shows the workspace’s current license, renewal or cancellation state, seat usage, and the plans available to purchase.

Free

Essential scheduling

One active event, one host, limited monthly bookings and event questions, and one calendar connection.

Standard

Professional scheduling

Unlimited bookings and active events, advanced event rules, payments, branding, custom email notifications, embeds, custom links, reusable questions, and notification resend for one host.

Advanced

Team scheduling

Everything in Standard, plus multiple paid seats and round-robin routing.

The live plan cards are the source of truth for current pricing, currencies, intervals, and limits. Prices are per purchased user seat. Choose the seat quantity before checkout; pending invitations and active members both consume or reserve seats.

Change or cancel a subscription

  • Workspace owners can start a new subscription from a plan card.
  • Use Manage billing to update an existing paid subscription in the secure billing portal.
  • Upgrades take effect immediately. A scheduled downgrade or cancellation remains visible with its effective date.
  • Removing a teammate does not automatically reduce the quantity purchased from Stripe.
Open Plan & billing

Reference

Understand the customer booking journey

Customers do not need a ClimbCal account. They move from choosing an available time to providing their details and receiving confirmation.

Public booking page showing duration choices, a date calendar, timezone control, and available times
The booking page uses the event rules, workspace availability, connected-calendar conflicts, and branding you configured.
  1. 1
    Select a time

    The customer chooses a duration, date, timezone, and available start time.

  2. 2
    Complete details

    ClimbCal temporarily holds the time while the customer enters contact information, answers required questions, and acknowledges applicable policies.

  3. 3
    Pay if required

    For a paid event, Stripe Checkout collects the configured full amount or fixed deposit.

  4. 4
    Receive confirmation

    ClimbCal confirms the booking, writes it to the destination calendar, and sends lifecycle notifications when delivery is configured.

Customer cancellation and rescheduling

Confirmation messages contain secure, booking-specific links. A customer can cancel with a reason or choose a new available time. A reschedule rechecks availability before committing the new time.

Reference

Roles and access

Workspace roles determine who may make administrative changes. Plan entitlements still apply regardless of role.

CapabilityOwnerAdminMember
Use the scheduling workspaceYesYesYes
Manage workspace setup and event configurationYesYesLimited
Manage branding and custom booking linksYesYesNo
Customise email notificationsYesYesNo
Invite, disable, or remove team membersYesYesNo
Change the ClimbCal subscriptionYesNoNo
Refund booking paymentsYesNoNo
Close a Free workspaceYesNoNo

Controls you cannot use may be disabled or omitted. If you need additional access, contact the workspace owner.

Reference

Troubleshooting

Start with the symptom below, then refresh the affected screen after making a change.

No times appear on the booking page

Check that the event is Active, weekly availability has been saved, the requested date is inside the booking window, minimum notice has passed, and no date override blocks the day. Connected-calendar events, buffers, daily limits, existing bookings, and another customer’s temporary hold can also remove a time.

The booking page is unavailable

Confirm that the event status is Active and open the current URL from Event types. If you changed the business handle or event link, use the canonical link shown in ClimbCal. Historical links should redirect, but a typo or link belonging to another workspace will not.

A calendar says Repair required

Select Repair or reconnect the provider account, complete consent, reselect conflict and destination calendars, and save. Then review Calendar health and retry any failed destination writes.

A booking is missing from the destination calendar

Open the booking detail and inspect Calendar writes. Resolve any connection error, confirm the destination calendar is still selected, then use Retry. The ClimbCal booking remains the scheduling record even when a provider write needs attention.

Stripe is connected but payment is unavailable

Confirm the workspace is on Standard or Advanced, then check Payments for account, charges, and payouts readiness. Complete any outstanding Stripe requirements and make sure the event’s Payment mode, amount, and currency have been saved.

A teammate cannot accept an invitation

Confirm the token was copied completely, has not expired or already been accepted, and the workspace has a seat available. Pending invitations expire after 14 days and themselves reserve seats.

A change did not save

Read the status message beside the form and look for the event tab marked “needs attention.” Complete required fields, correct invalid times, amounts, colours, URLs, or question options, then save again.

Dates or times look wrong

Review the timezone, date format, and time format in Availability. The host schedule uses the workspace timezone while customers may view available times in their chosen timezone.

A notification failed

Open Booking detail to inspect delivery status. Standard and Advanced workspaces can select Resend. Resending creates another delivery attempt; it does not change the booking itself.

Reference

Account and workspace management

Use the account menu in the top-right corner to review your identity and role or sign out.

Close a Free workspace

  1. Open Plan & billing.
  2. Select Cancel subscription, then confirm Close account.
  3. The workspace and public booking pages are disabled immediately.

ClimbCal retains a closed Free workspace for 30 days. Sign in during that period and choose Reactivate workspace to restore access to its settings, event types, and bookings. After the retention period, its data is permanently deleted.

Cancel a paid workspace subscription

Cancellation continues in the secure billing portal. The paid plan normally remains available until the end of the current billing period, and ClimbCal shows the effective date in Plan & billing.