How to Update Calendar Settings

 Every appointment and task in Kicksite can carry a label — a reason for the appointment, a category for the task. You define those labels here.

Getting there

Click your username in the upper-right corner, then Settings, then the Calendar tab. Or click Quick Links in the left panel, then Settings, then Task Categories or Appointment Reasons.

Both lists work identically, so this covers them together.

What to set up

Appointment Reasons are for meetings with a person: Intro Class, Facility Tour, Trial Class, Membership Renewal, Private Lesson, Parent Meeting.

Task Categories are for work you or your staff need to do: Follow Up, Order Equipment, Belt Testing Prep, Billing, Facility.

Start with four or five of each. You can always add more; a list of thirty that nobody scrolls through is more difficult to manage than a short one people actually use.

Adding one

1. Type the name in the field under Add New Task Category or Add New Appointment Reason.
2. Click the check mark, or press Enter.

Maximum 50 characters. The text turns red as you approach the limit.

Editing, archiving, deleting

Action	Icon	What the action allows you to do
Edit	Gold pencil	Rename existing appointments and tasks
Archive	Blue box	Remove it from dropdowns and it will automatically move to the archived tab
Restore	Green circular arrow, Archived tab	Reactivate it and it will automatically move back in the dropdowns
Delete	Red trash can	Permanently delete it

Archive rather than delete anything you’ve used. Archiving takes it out of the dropdown while leaving your history intact. Deleting is permanent and there’s no confirmation beyond the dialog pop up.

Seasonal labels are a good case for archiving: keep “Summer Camp Inquiry” out of the way for nine months of the year and restore it when you need it.

Using them

Once there’s at least one Active entry in each list, the dropdown appears whenever you add or edit an appointment or task, whether you’re on the Calendar, a profile, or the Prospect List.

Troubleshooting

The dropdown is empty when I create an appointment. Nothing Active in the list. Check the Archived tab — someone may have archived everything.

A name won’t save. Over 50 characters, or a duplicate of an existing entry.

I deleted one that was in use. Existing appointments keep the label as text, but you can’t apply it to anything new. Recreate it with the same name if you need it back.

Limitations

• Admin and employees can both edit these lists; there’s no separate permission.
• Labels can’t be colour-coded on the calendar.
• No default label — someone has to pick one each time.