This step-by-step guide will help you get it up and running, in the most efficient way possible. Before we start, set app interface language. Choose between English and French:
Navigate to
Settings → GeneralSwitch the language using the dropdown below
#1 - Calendar & Availability
Calendar
As an account owner, you've already connected your Calendar during the sign up process according to the email you've used during the sign up process.
The calendar set will be your primary calendar for all iClosed Events, used for sending out emails to leads, and from which Google Meet link will be created for the events that you'll be hosting.
Pro tips
Kindly note that Calendar connection is also important for connection since email notifications will be sent out from hosts according to the Gmail account connected with iClosed in this menu.
In addition to that, Confirmation email will use your Gmail to send RSVP event confirmation (Yes/No/Maybe) automatically to your leads, so it's advisable to have it turned on. This option will help you keeping your show up rate high, or giving you more information in advance about potential no-shows (e.g. if replied with Maybe).
Learn more about Calendar connections here.
It's going to be very helpful for you to understanding how it works, so you could manage your team easier.
Availability
This is the menu where you can set time zone and times available for taking calls in your iClosed scheduler. Basically, availability hours are you work hours.
Also, as a team lead or account administrator, you'll have ability to access team members availability, set their shifts, and even troubleshoot their availability if needed.
Therefore, even if you're not taking calls (if you're not going to be included as a host of any ), understanding Availability will help for properly setting up team members availability.
Learn more about Availability.
#2 - Invite team members
Even if you have only one team member to invite, you should do that first so you could continue with setting up the scheduler, while you wait for team member to join iClosed.
Pro tips
If you're a customer transferring to 
iClosed from Calendly, feel free to skip this step and head directly to step #3. You will be able to send invites to all users after you finish importing events to iClosed.
Simply navigate to 
Settings → User Management
Click on "Add User"
Enter user email and hit invite
Learn more about User management and permissions in the article here.
#3 - Import events from Calendly
Pro tip
If you're a new customer, who is not transferring from Calendly, please skip this step and head directly to step #4 below.
Connect Calendly account directly from iClosed, transfer events and invite users:
Navigate to
Settings → IntegrationsHit "Connect" button next to Calendly and login to Calendly account
Select Events you would like to import
Choose Users you would like to migrate, select their roles and they will receive invite link immediately via email.
And it's done! You will be able to assign newly invited users to the events, and all you need to do now is to:
ensure your team members logged in
and to make sure they've set their availability properly
so they can start getting calls. Here's a quick how-to video.
Learn more about Calendly integration here.
In addition to that, check out all Integrations available, or how to connect Zapier and set up automations that will save you hours of juggling between the tools.
#4 - Create Event
Your team members should've logged in to your iClosed account by now, and even if they haven't yet, you will be able to create event and add them as hosts of the event.
Let's get to the final setup step you'd need to take before you can get your scheduler in action. Watch a short video first and go through the step by step guide below.
Go to
AI Scheduler → EventsClick on the "Create New Event" Button
Choose between Event Types, Discovery Event or Strategy Event
Business and Enterprise subscription plan users have an additional option to select between Strategy and Discovery call event (learn more here).
Event Name
Event Tag Color → for internal purposes only
Appointment Location → Choose between Phone Call, Google Meet or Zoom
Description/Instructions → place for adding more details about the event in your scheduler for your invitees to see
Event URL → Event Name will be added automatically but you can edit it if you want to
Internal description → Place for adding internal notes, visible to you and your team members only
Learn more about Event Details in the article here.
In case your users haven't accepted invite yet, feel free to add them as event hosts.
They will not be able to start getting calls until they are logged in, and until they set up their availability.
Once you add users to be host of the event, you can select Hosts Priority between High, Medium, Low.
Setting the correct priority levels helps you align lead distribution between users, according to your business strategy. For instance, top-performing closers can be given higher priority to maximize conversion rates, while newer team members can be assigned lower priority as they ramp up.
Learn more about Hosts and Hosts Priority explained in detail.
Once you've set Event Details and added Hosts, you are done with the primary setup, and you can now preview your scheduler by clicking on the "View Booking Page" link, that will open scheduler in a new tab for you to see.
Define Date Range
Limit the Event duration by selecting number of calendar days for the Event to be live or set it up to be indefinite.
Duration
Define the duration of your Event in minutes or hours.
Start Time Increments
These are intervals your scheduling page will use to display meeting start times.
Time format
choose between 12h and 24h time format on your scheduler.
Time Buffers
Gives you option to set buffer time for a host before and after scheduled meeting.
Set limitations for the event
Set a specific time frame for preventing last minute calls, during which invitees cannot schedule a call with the hosts, in minutes or hours or days.
Reschedule Event
Ability to set allow or disallow users/hosts to reschedule event
Learn more about Event Time and Limits here.
In this section, you will be able to define form for the data capturing.
We've set two primary questions to appear by default:
phone number or email and
Name (can be broken down to first and last name as well)
As soon as the lead fills out phone number (or email in case you've set phone to be secondary question), iClosed will grab that information and create a potential lead in
With this approach, you will be able to contact such leads even if they drop off on any step of the form. All other questions are customizable, and you can add more, that will appear as secondary questions:
Name → to be split into First and Last name
Email → ability to allow business emails only
Short text → for brief responses, such as job titles
Long text → For detailed inputs like project descriptions.
Checkbox → Allow multiple selections (e.g., services of interest).
Radio button → Single-choice queries like selecting company size (e.g., “10-50 employees”).
Date and Time → Capture specific dates and times.
Number → For numeric inputs, such as years of experience or team size.
Learn More about Invitee Questions in the article here.
This feature helps you disqualify prospect that are not meeting your requirements, before they are able to schedule a call, which will help you save time on closers end to take a call with qualified prospect.
Business and Enterprise subscription plan users have the ability to Disqualify leads according to the custom (secondary) questions, while Startup users can disqualify per phone number country code only.
Disqualified leads will not be able to book a call, but their data will be captured and tagged as disqualified in the 
Global Data, so your setters can reach out and double check if there's qualified material in them.
Learn more about Disqualification in this article.
Conditional Routing is one of the premium iClosed features that helps you to increase chances for successful conversations and for maximizing ROI by allocating sales calls to the most qualified closers, based on the invitees answers.
This feature is available with Business and Enterprise subscription plans.
Read all about Conditional Routing in the article here.
This is the section where all of your email and SMS notifications are being set.
Pro tips
In case you're using an option to send out emails from Hosts email domain (Google account that is connected for every host in Calendar connections), it is super important for you to understand that:
Confirmation email subject will appear as Google Calendar event title
Confirmation email body will appear as Google Calendar event details
Meaning, you will be able to customize the title and description of the event appearance in your Google Calendar by adding the copy and variables from inside the iClosed account.
iClosed offers following options:
Setting up outbound email domain, choose between:
Host's email address
iClosed "no-reply" email address
Confirmation Email setup and customization
Cancellation Email setup and customization
Email Reminders setup and customization
SMS Reminders setup and customization
Learn more about Event Notifications.
This is the section where you can set the Event confirmation page, that can be either iClosed Confirmation Page or any external web page where you'd like to route your prospects.
Learn more on how to track Google and Meta pixel with "Thank you" page.
The main part of the event builder where cosmetics kick into place.
iClosed provides you all necessary options to make perfect design for your scheduler with ability to preview it quickly while you work on it.
Learn more about Customizing scheduler pages here.
Click on the "Settings" menu on top right of your screen
Click "Event Language"
Select between
English
French
Japanese
German
Dutch
Italian
Portuguese
Spanish
Additional resources
And that's it! You're set and ready! Final step is to embed scheduler to your web page and start collecting more Leads than ever!
Learn more
Please check out following collections to continue with the learning path:
Here's the list of articles explaining more about: