Use this guide to configure your group info session calendars properly—ensuring accurate availability, clean display, and maximum attendance.
🔍 What Are Session Calendars? #
Session calendars are group event calendars used to schedule Info Sessions and optional group events for recruits. These include:
- Info Session – Virtual
- Info Session – In-Person
- Exam Prep (Optional)
⚙️ How to Configure a Session Calendar #
1. Navigate to Calendar Settings #
- Log in at app.profitsharesites.com
- From the left-hand navigation, click Calendars
- At the top, click Calendar Settings
You’ll see a list of all available calendars, including the three session calendars above.
2. Edit the Calendar #
- Click the pencil icon next to the calendar name you want to edit
In the Meeting Details section:
- Update the meeting title (e.g.,
KW Info Session – Virtual) - Set the meeting location
- If virtual, paste a Zoom link in the “Custom Location” field
Click Save to continue to the Availability section.
3. Set Availability Using Date-Specific Hours #
Unlike individual calendars, these are not weekly repeating calendars, even if you have a standing weekly info session. You’ll want to add them all manually.
- On the right-hand side, click “Add Date Specific Hours”
- Select the date of the session (e.g., August 12)
- Enter the start and end time (e.g., 5:00 PM–6:00 PM)
- Click Submit
🔁 Best Practice: Add recurring sessions manually each month
Example: On August 1, set up all September sessions. On September 1, set up October. This prevents auto-bookings on holidays or unavailable dates.
4. Adjust Settings to Match Session Format #
Scroll to the bottom and ensure the following are correct:
- Slot Interval & Meeting Duration: Should match the time range entered above (60 minutes for an hour long session, 90 minutes for an hour and a half)
- Minimum Scheduling Notice: Set to something like 5 hours before the session
- Date Range: Leave this blank to show all upcoming sessions
- Maximum Bookings per Slot:
- For in-person sessions, adjust this based on room capacity (e.g., 20)
- Pre/Post Buffer Time: Leave blank
Click Save when finished. You are essentially done configuring, but please take note of the next item:
IMPORTANT: In the Connections tab, Do NOT connect this to a calendar—doing so can block availability. We do not want to sync individual appointments out to a Google Calendar for this reason.
👥 How to Track Attendees #
You have two main ways to view who has registered:
✅ Option 1: Appointment List View #
- From the left-hand menu, go to Calendars
- Click Appointment List View at the top
- Create a Smart List that filters for session appointments
→ Learn how to build Smart Views ›
✅ Option 2: Dashboard View #
- Go to the main dashboard
- Switch to Recruiting Summary
- Look for the Registered Info Session section
→ You can adjust the date range for future sessions
⚠️ Important Notes #
- Do NOT sync group calendars to your external calendar
→ This can cause scheduling conflicts and prevent people from booking - Avoid weekly recurring setups — always use date-specific hours
- Info Sessions won’t show unless hours are set — keep
