Set up calendar availability and advance booking

Brief overview

The agent can only offer time slots that fit within the rules of the chosen calendar. Those rules are in Calendar settings in app.ldgns.be.

Availability determines the regular weekly hours during which the calendar is bookable.
Date-specific hours override the regular weekly hours for a specific date.
Booking window determines how far in advance someone can book. In the screen, this field is called Date Scopes.
Min, buffers, max bookings and Seem busy can also hide time slots.

If someone wants to book outside the configured booking window, the agent may not offer times. That does not mean the calendar is empty later; that period has simply not been released for booking yet.

Step-by-step plan

Step 1 - Open Calendar Settings

Open Calendar settings and select the calendar you want to update.

If you use both lead generation and database reactivation, check both calendars when both flows are active. Each agent follows the rules of the calendar linked to that flow.

Step 2 - Open Availability

Click the Availability tab in the calendar. Set the hours per weekday during which appointments can be booked.

Availability tab with weekly available hours in calendar settings — Open the **Availability** tab and check the weekly available hours.

Use Date-specific hours for exceptions such as holidays, leave, extra opening hours, or temporary closures.

Date-specific hours with the Add Date specific hour button — Date-specific hours replace the regular weekly hours for the selected date.

If you want to temporarily extend a day, enter the full desired availability for that day under date-specific hours. Not just the extra bit.

Step 3 - Check Booking Rules

Open Booking rules. The Date Scopes field is the booking window: the number of days ahead for which the calendar may show time slots. If this is too low, the agent will not see times outside that period.

Booking rules with meeting interval highlighted — Set **Meeting interval** to at least 30 minutes.

Booking rules with Date Scopes highlighted — The booking window is called **Date Scopes** in this screen.

Meeting interval: set this to at least 30 minutes. Less than 30 minutes can cause problems for the agent when booking appointments correctly.
Min: determines how close to the appointment someone may still book. A high minimum hides near-term time slots.
Date Scopes: determines how many days ahead the calendar may show time slots.
Buffers: block time before or after an appointment so appointments are not too close together.
Max. bookings per day / per slot: limit how many appointments can be booked on one day or at the same time.
Seem busy: deliberately hides a percentage of available time slots.

Step 4 - Save the change

Click at the top right Save changes. Then test the booking flow or ask the agent again for times in the period that previously seemed unavailable.

Increase the booking window deliberately. Booking further ahead gives more choice, but also means agendas, leave, and staff planning must be maintained correctly further ahead.

Common problems

The agent says there are no available slots for a later date. How is that possible?

Check Booking rules first and look at the Date Scopes field. That field determines the booking window. If the requested date or period falls outside that window, the agent may not offer times there.

Weekly hours have been set, but a specific date remains unbookable.

Check Date-specific hours. Once a date-specific setting exists, it overrides the regular weekly hours for that date.

Why do some time slots disappear while the day is open?

Possible causes are Google Calendar conflicts, blocked-off time, buffers, minimum pre-booking, max. bookings per day, max. bookings per slot or Seem busy.

Should I fill in the booking window?

Use a deliberate value that fits your planning. If customers or agents need to book more than a month in advance, set Date Scopes high enough and make sure the calendar is managed correctly that far ahead.

Do changes immediately apply to existing agreements?

New availability rules mainly determine which new time slots can be booked. Existing agreements will remain in place as normal. Check scheduled appointments separately if your opening hours change drastically.

Related help docs

Pairing Google Calendar with Leadgains Check whether external calendars correctly factor into availability. Block all day in Google Calendar Prevent leave or closing days from remaining bookable. Make an appointment from the calendar tab Manually book an appointment when you deliberately work outside the standard flow.