Help Guide: Setting Up & Using Your Scheduling System in the AI Database

🚀 Step 1: Update Your Calendar Availability

🔧 Where to Go:

1. Log in to your Jim Growth Engine account.

2. On the left-hand menu, scroll down and click Settings.

3. Click "My Staff" to manage your personal availability.

🕒 Set Your Availability:

1. Click the pencil icon next to your name (or team member).

2. Scroll down to User Availability.

3. Select your available days (e.g., Mon, Wed, Fri).

4. Set your time blocks (e.g., 9:00 AM–11:00 AM and 4:00 PM–6:00 PM).

5. Use the Copy button to apply the same time blocks to selected days.

6. Click Save.

✅ Why this matters: This ensures your calendar only offers times you’re truly available.

🔗 Step 2: Connect Availability to a Calendar

🛠 Link Staff to the Calendar:

1. Go back to Settings, then click on Calendars.

2. Find the “General” calendar (used for general sales consults).

3. Click the three dots (⋮) → select Edit.

4. Under Team Members, make sure you (or your staff) are selected.

5. Click Save.

📅 Sync Calendar Availability:

1. Now that the user is assigned, go to the Availability tab.

2. Match the same availability you set in Step 1.

   • Uncheck days you’re unavailable.

   • Set time blocks (e.g., 9–11 AM and 4–6 PM).

3. Use the Copy button again if needed.

4. Set meeting settings:

   • Meeting Duration: 30 mins (typical)

   • Meeting Interval: Match your duration (e.g., 30 mins)

   • Minimum Scheduling Notice: 2 hours (or as needed)

   • Date Range: 7 days is a good default

   • Bookings Per Slot:

     • 1 = safe (1 booking per time slot)

     • 2 or 3 = more aggressive (overbooking in case of no-shows)

5. Click Save again at the top.

📆 Step 3: Scheduling an Appointment

📝 How to Book:

1. Go to Calendar (left-hand side).

2. Click “New” to schedule a new meeting.

🎉 BONUS: Since your lead is already in the system (from the application), their info is pre-filled—no need to re-enter name, email, or phone!

1. Be sure to select the correct calendar:

   • Choose “General” calendar, not the default “Challenge Orientation.”

2. Select the Contact (you can use the search bar).

3. Pick a date and time (you’ll only see times you made available in Step 2).

4. Click Book Appointment.

✅ Once booked, the system will:

• Automatically update the lead pipeline to “Scheduled”

• Show the appointment on your calendar

⚠️ Tip: If you don’t see the appointment show up, check your calendar filters — it may be hidden based on your current view.

❗ Important Best Practices

• Don’t send calendar links to leads. Instead, manually book calls after confirming a time with them via phone or text. This keeps you in control.

• Use calendar overbooking (Bookings Per Slot) carefully. If two people show up for the same time, it may create scheduling conflicts.

✅ Recap