Calendar Magic

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Your calendar is the heartbeat of your business, yet it's probably the most underappreciated tool in your arsenal. Every missed appointment, forgotten follow-up, and endless back-and-forth scheduling message is quietly eating away at both your profits and peace of mind.

We're recording from beautiful Hafer Park today to break down exactly how calendar automations can save you literally hours every week while transforming your business operations. Forget juggling sticky notes or wondering who's showing up when—you can automate nearly every aspect of your scheduling system to create a business that feels calm, organized, and professional to both you and your clients.

From self-serve booking links that eliminate scheduling headaches to strategic reminders that cut no-shows by half, we walk through the complete calendar automation workflow piece by piece. You'll discover how to build a system where clients can book through branded links, receive instant confirmations, get timely reminders, reschedule without stress if needed, and even leave reviews afterward—all without you having to manage any of it manually. One financial advisor implemented this exact system and freed up nearly eight hours weekly—an entire workday now available for growing their business instead of chasing down appointments.

Automating your calendar doesn't make you less personal; it makes you more consistent and professional. Take our challenge: identify your biggest calendar pain point today and set up at least one automation this week. Whether you use Dollar Eflow or another system, start reclaiming your time and building a business that can scale without the chaos. Ready to transform how you manage your schedule and free up hours every week? Listen now!

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Episode Transcript

Speaker 1 (00:00):
Welcome back to Stacked, and today we are
recording from Hafer Park, oneof our local parks that we love
visiting on a beautiful,beautiful day.
Today we're going to talk abouthow calendar automations save
you literally hours every week,and let's talk about one of the
most underappreciated parts ofyour business.
Right, let's call it what it isit's your calendar.

(00:21):
It might sound super boring,but your calendar is actually
the heartbeat of your work.
Every appointment, everydiscovery, call, every follow-up
, they're all going to live here, or they should, and if your
calendar is a mess, then yourbusiness is going to feel like a
mess too.
Because the truth is, a brokencalendar is going to cost you
money.
There's no way around it.
Missed appointments, no shows,people ghosting, reschedules

(00:44):
that slip through the cracks allof that eats away at your
profit and your peace of mind.
And let's just talk about theannoyance of going back and
forth and back and forth untilyou find a time that works right
.
So here's some of the good newsyou can automate almost every
single piece of your schedulingsystem so that you don't have to
juggle sticky notes, chaseconfirmations or wonder who's

(01:04):
showing up and when.
Let's break down how thisactually works piece by piece so
you can reclaim your time andbuild a business that feels calm
, organized and profitable.
First, let's start withscheduling.
Forget the back and forthmessages trying to find a time
that works.
You can connect your calendarto a booking link.
Let your clients choose a timethat fits and have that blocked

(01:27):
off your availabilityautomatically.
Whether you're a coach, aservice provider or you run a
group session, giving people aself-serve way to book will free
you up instantly Inside DollarEflow.
You can build these bookinglinks in minutes and you can
even brand them so they stillfeel like they're interacting
with the business.
We just experienced booking ameeting with somebody that took

(01:49):
five messages back and forth andthen, when it came time to send
the invitation, somehow theinvite to us got left in their
drafts.
If this was an automated system, that could have been totally
avoided.
When someone books, you move tonotifications.
Nobody likes getting stood upand a lot of times standing up

(02:12):
somebody happens because theyjust forgot about the meeting,
because there wasn't anotification reminding them.
So you can automate an instantconfirmation email or text that
includes the date, time and alink to reschedule if needed,
and that way, the moment theypick a time, they see everything
in writing and feel confidentthat you're organized and that
you also received their request.
Then you're going to stack inreminders, because life happens,

(02:34):
people forget and your clientsmight have the best intentions
but still space out on yourmeeting.
You can set up reminders 24hours before, one hour before or
, like we recommend, anytime.
There's a virtual meeting 10minutes before, a friendly text
like hey, just making sure we'restill on for tomorrow, and that
can cut your no-shows by halfor more.

(02:55):
And next is rescheduling.
Sometimes life throws acurveball and a client can't
make it.
If you don't have an easy wayto let them reschedule, you're
going to be stuck doing itmanually and often you might
lose the meeting altogether.
So instead include a reschedulelink in every single reminder.
It takes the pressure off andmakes things very simple for

(03:15):
them to pick a new time withoutbothering you.
And of course there'scancellations.
It hurts to have someone cancel, but even worse when you don't
know about it.
A cancellation workflow canautomatically open that time
slot back up for someone elseand even send a follow-up
message to see if they'd like tobook again later.
You can keep your calendarfluid instead of losing out on

(03:36):
potential opportunities.
Another powerful piece iscalendar status updates.
So maybe your week gets full oryou need to block time off to
work on a big project.
Automations can sync youravailability across platforms so
you never get double booked orsurprised by a last minute
overlap.
And that means no moreaccidentally selling the same

(03:57):
hour to two different people,which can save you headaches,
refunds and stress.
And after the meetings wrap up,you can even automate one final
step, which is reviews Rightafter the appointment.
A trigger you could trigger athank you email with a simple
request that would say would youmind sharing how we did today?
This is the moment that yourcustomer is most connected to

(04:18):
you, right after speaking, andasking for a review feels
natural and friendly.
That one click can build up amountain of social proof over
time.
So let me paint you a picture.
Imagine running your entirecalendar this way Someone books
a call through your branded link.
They get an instant confirmation.

(04:39):
They get a reminder the daybefore.
If they can't make it, theyreschedule with no stress.
If they cancel, your systemopens the slot for someone else
and tries to rebook the personwho canceled.
Your calendar updates in realtime so you're not double booked
.
And after the call.
If they showed, they get areview request and if they no
showed, it follows up and triesto rebook them again.

(05:01):
That is a calm, confident,repeatable system.
You stay in control, you lookprofessional and protect your
energy, all without hoveringover your phone or chasing down
times like you're herding catsall without hovering over your
phone or chasing down times likeyou're herding cats.
One of our clients was afinancial advisor and she was
wasting hours every weekrescheduling appointments

(05:22):
manually, and she even hadCalendly.
But Calendly is only a portionof what you need for a fully
automated calendar.
So we helped him build out thisexact calendar system inside
Dollary Flow and now he booksclients through his branded link
, gets all the reminders andeven leaves the customers even
leave reviews afterward.
He freed up nearly eight hoursa week of back and forth and

(05:46):
back and forth.
That is giving him back anentire workday to grow his
business, and that's just byautomating his calendar.
So that's what I mean bybuilding a business with freedom
in mind.
Automating your calendar doesn'tmake you less personal.
It makes you more consistent.
It takes away the stress oftrying to remember who's coming,
what they need or if they evenshowed up.

(06:08):
When you build a smart calendarworkflow, you buy back your
focus.
You have more time to deliverexcellent service, build new
offers or simply rest and enjoyyour life.
You can grow with confidence,knowing the system has your back
.
So here's your challenge Lookat your calendar today.
Where do you keep getting stuck?
Where are you repeating thesame scheduling conversations?

(06:29):
Take just one of those painpoints maybe it's reminders,
maybe it's reschedules and setup an automation for it.
This week.
There's tons of templatesinside Dollary Flow If you want
help designing the wholeworkflow from booking to reviews
.
That's what we're here for.
Inside Dollary Flow, we canbuild these systems every day,
helping you automate the detailsso that you can scale without

(06:51):
chaos.
This is Stacked where weautomate, elevate and repeat.