Documentation

Scheduling & Calendar

The scheduling system powers time-based services across Distancer.ai — consultations, classes, events, and any product that involves scheduled sessions, whether delivered online via video or held in person. Providers define when they’re available, customers pick a slot, and the platform handles booking, notifications, and participant tracking automatically.

Availability Calendar

The Availability Calendar is the central tool for managing your schedule. It’s where you define the time slots customers can book.

Setting Up Your Calendar

When you create a product that requires scheduling (such as an online video meeting or an in-person session), the Online Meeting Scheduling section appears in your product configuration. From there:

  1. Open the Calendar Editor — Click Manage Calendar in the Online Meeting Scheduling panel
  2. Add Time Slots — Click on a day row in the calendar table and set the start and end times for that slot
  3. Repeat for Multiple Days — Add slots on as many days as you need. Each row represents a different day, and you can configure distinct time ranges for each
  4. Save Your Calendar — Click Update to persist your slot configuration

You can configure slots across multiple days to offer customers a range of booking options. Each slot is independent — different days can have different time windows.

Schedule Properties

Before setting up your calendar, configure your schedule properties:

  • Maximum Customers per Slot — How many customers can book the same time slot (e.g., 1 for private one-on-one sessions, 5+ for group meetings or in-person workshops)

These properties apply to all slots on the product’s calendar and control how capacity is managed across bookings — whether the session takes place online or at a physical location.

How Booking Works

Customer Experience

When a customer visits your product page:

  1. They see a list of available time slots based on your calendar configuration
  2. They select a slot that fits their schedule (e.g., a specific morning or afternoon slot)
  3. They set the quantity (number of seats) and place their order
  4. They complete payment through Stripe
  5. They receive a confirmation with session details, including the scheduled time and access instructions (video link for online sessions, or venue details for in-person meetings)

What Happens Behind the Scenes

When a customer completes a booking:

  • The selected calendar slot is marked as booked, reducing available capacity for that slot
  • A meeting participant record is created, linking the customer to the specific session time
  • Scheduling notifications are sent to both the customer and the provider (see Notifications below)
  • The customer is redirected to their order page, where they can view session details and attendees

Multiple Customers, Same Product

If your schedule properties allow more than one customer per slot, multiple customers can book the same time slot up to the configured maximum. Each booking:

  • Creates a separate order and participant record
  • Deducts from the slot’s remaining capacity
  • Appears independently in your booking management dashboard

When different customers book different slots on the same product, each booking is tracked separately with its own meeting ID, participant list, and scheduled time — regardless of whether the session is online or in person.

Managing Your Calendar After Going Live

You can update your Availability Calendar at any time — even after your Business Project is published and live.

Adding New Slots

To add availability after deployment:

  1. Navigate to your product management page in the provider dashboard
  2. Open the Online Meeting Scheduling panel (used for both online and in-person sessions)
  3. Click Manage Calendar
  4. Add new time slots on available day rows
  5. Click Update to save

New slots become available to customers immediately. Existing bookings are not affected.

Modifying Existing Slots

You can adjust your calendar as your availability changes. Slots that have already been booked remain intact — only unbooked slots can be modified or removed.

Session Attendees

After a customer books a scheduled session — online or in person — both parties can view who’s attending:

  • The Attendees page (accessible from the order details) shows all confirmed participants for a session
  • Each participant’s email is displayed in the attendee list
  • The provider can see attendee information across all their scheduled sessions, whether delivered via video or at a physical venue

Notifications

The platform sends automated notifications at key points in the scheduling flow:

Notification Recipient When
Meeting Joined Customer After successfully booking a scheduled meeting
New Order Placed Customer After completing payment for a booking
New Order Received Provider When a customer books one of your time slots

These notifications are sent automatically — no configuration required. They include session details such as the scheduled time, product information, and access or venue instructions as applicable.

Which Business Types Use Scheduling?

The scheduling system is available for any product that involves timed sessions:

Business Type Scheduling Use
Consultations One-on-one or small group sessions — online via video or in person — with individual time slots
Classes & Workshops Group sessions (online or in-person) with enrollment limits and scheduled dates
Events Online or in-person ticketed events with specific dates and capacity tracking

All of these business types share the same underlying Availability Calendar and booking system described on this page.

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