Set up scheduling in Backstage

Scheduling in Backstage lets your clients book time with you directly, instead of sending clients to an outside tool. Create a meeting record for your client, set your availability, and if you like, connect your calendar. Then, your clients can schedule a meeting by picking from your open times.

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Before you begin

Before clients can schedule meetings, make sure the following are in place:

• Your plan includes Backstage
• You have set your availability, either at the site level or for a specific Backstage
• You have created a meeting record for your client(s)
• (Optional) You have connected your calendar (Google, Microsoft Outlook, Microsoft Office 365, or Apple) so your availability stays in sync

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Set your availability

Your availability lives in your site-level scheduling settings and applies across all products on your site that use scheduling. You configure your hours once instead of setting them up separately for each product. From the Scheduling settings page you can:

• Set your business hours, the windows when clients can book
• Connect or manage your calendar integration
• Set the booking window, how far in advance clients can book (defaults to 4 weeks)
• Set a minimum booking notice, the least amount of lead time before a booking
• Set buffer time before and after meetings
• Choose your session start-time increments

To update availability at the site level:

1. From the Dashboard, select Settings.
2. Under Site settings, select Scheduling.
3. Under Availability, click + Add availability to set one or more blocks of time you are available for each day (i.e. 8:00 AM to 12:00 PM, 1:00 PM to 2:00 PM, etc.) that do not overlap:

4. Choose a default Start time increment between 5 and 60 minutes. When a client opens your booking calendar, they see a list of selectable start times: This controls the gap between those options. For example:
   • 15 minutes → Clients can book starting at 9:00, 9:15, 9:30, 9:45…
   • 30 minutes → Clients see 9:00, 9:30, 10:00…
   • 60 minutes → Availability is only on the hour: 9:00, 10:00, 11:00…
5. Choose the Open date range in days, weeks, or months. This is the window of time that shows how far out a client can book a session. Clients can book up to 6 months ahead.
6. Under Session limits, update more granular settings for how clients can schedule sessions in a day. Buffer time is time you add before and/or after booked sessions, and Minimum notice is the minimum amount of time you require to accept a booked session.
7. To remove a time block, click the trash can.
8. Click Save to apply your changes.

Optionally, connect your calendar or scheduling tool from the second half of this page to check for conflicts and automatically add scheduled sessions to your personal calendar:

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Customize scheduling for Backstage

Your site-level availability applies everywhere by default. To use different hours or limits for Backstage:

1. From the Dashboard, select Backstage.
2. Click the Settings tab.
3. Under Meetings, toggle on Custom availability.
4. As with site-level availability settings, use the + Add availability button to set time blocks and modify date ranges, time increments, and session limits.
5. Click Save to apply your changes:

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Create a meeting

When you create a meeting in Backstage, you set the details yourself:

1. From the Dashboard, select Backstage.
2. Click the Clients tab and click a Member Name.
3. Click the Meetings tab and click New meeting.
4. Enter a Title and select the Scheduled at time and Timezone.
5. Select a Location, either Kajabi Live Video or enter a custom one.
6. Set the Duration (minutes). Session durations start at 5 minutes and increase in 5-minute increments, with a default of 30 minutes.
7. Click Save:

8. You can also schedule a meeting with a client from the Backstage Overview tab - just click Schedule next to a client name.

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Reschedule or cancel a meeting

You can reschedule or cancel a meeting that is already scheduled.

1. To reschedule, from the client’s Meetings tab, click the more actions (…) menu next to a meeting listing, and select Reschedule.
2. Choose a new date and time. If you do not see times needed, click Update availability.
3. Click Confirm. Then, click Ok. Rescheduling updates the event on your connected calendar automatically:
4. To cancel a meeting, select Cancel from the client’s more actions (…) menu on their Meetings tab.
5. Click Cancel, and then Ok.
6. The meeting listing will now read Not scheduled. Click Schedule to schedule a new meeting with the client.

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What your clients can do

Once you have set up scheduling, clients manage their own meetings from Backstage. They can also click a calendar icon to connect their own third-party calendar.

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As a client, book, reschedule, or cancel a meeting

From the client’s Backstage Home or Meetings tab, they can:

• Book an open time for an unscheduled meeting
  Click Schedule. Clients see your real-time availability, and choose from your open times.
• Reschedule a meeting to another available time
  Click the more actions (…) menu on a meeting listing and select Reschedule.
• Cancel a meeting
  Click the more actions (…) menu on a meeting listing and select Cancel.

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Find meetings by status

The client Meetings list has filter tabs: All (the default), Upcoming, Unscheduled, and Past.

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Add a meeting to a calendar

Clients can add a Backstage meeting to an external calendar by clicking the calendar icon at the top of the meeting Details page. Supported calendars are Apple Calendar, Google Calendar, Office 365, Outlook, Outlook.com, and Yahoo Calendar.

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Meeting reminders

Backstage can send reminder emails before a meeting to both you and your client. To set up reminders:

1. From the Dashboard, click Backstage.
2. Click the Settings tab.
3. Under the Meetings section, toggle on Enable reminders.
4. By default, Backstage sends a single reminder 15 minutes before the meeting. You can adjust the reminder schedule to fit your needs. Add multiple reminders by clicking + Add reminder, and click the trash can to remove one.

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FAQs

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Do my clients need their own calendar tool to book a meeting?

No. Clients book directly in Backstage from your available times. They do not need Calendly, Acuity, or any external tool.

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Can I still schedule meetings for my clients myself?

Yes. You can create and schedule meetings yourself, or create a meeting without a time and let the client book it.

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Does scheduling in Backstage require Kajabi Coaching?

No. Backstage scheduling works on its own and does not require a Coaching product.

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Which calendars can I connect?

You can connect Google, Microsoft Outlook, Microsoft Office 365, and Apple calendars.

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What happens when a client’s Backstage access expires or is revoked?

If a client’s access to Backstage expires or is revoked, they keep read-only access to their Backstage content. They can view their history, but they can no longer send messages.