How to Create an Event Calendar

Effective calendar management is crucial for streamlining appointments and maintaining organization. The Event Calendar is ideal for users who require a stand-alone calendar to manage their in-person appointments efficiently. In this guide, we'll walk you through setting up an Event Calendar and configuring its essential settings to optimize your scheduling process.

Begin by navigating to the Calendar Settings section.

Select the Create Calendar button located in the upper right-hand corner.

Next, choose the "Event Calendar" option.

Alternatively, you can navigate to the Advanced Settings of the calendar for more detailed customization options.

The Advanced Settings involve six key steps:

1. Calendar Logo: Upload the image to be displayed in the Calendar List Page.
2. Calendar Name: Adjust the name of the calendar if required.
3. Description: Provide additional details about the calendar's subject, which will be visible to those scheduling appointments.

1. Group: Add the Calendar to a Calendar Group by selecting the respective group from the dropdown.
2. Custom URL: Adjust the calendar's slug if required.
3. Meeting Invite Title: The title will appear in your calendar and confirmation emails.
4. Meeting Location: Manually input the meeting location or use the pre-configured option.
5. Event Color: Select a color for your calendar's events to help organize meetings.

This section manages your calendar's time settings, including the general days and times available for appointments. Here, you can configure the schedule for recurring meetings and adjust settings for when appointment slots are open for booking.

Select the boxes beside the dates to indicate that the days are available for booking. Then, set the corresponding time slots.

Add the specific hours for dates with an irregular schedule.

Enable this option for recurring meetings. Set the desired frequency for the appointment and the total number of consecutive occurrences. For unavailable time slots, you can choose to skip those slots, reschedule the appointment in the next available slot, or continue booking regardless of availability.

This setting determines the interval for available time slots. For instance, if you set a 30-minute interval, available time slots will be displayed every 30 minutes (e.g., 10:00 am, 10:30 am, 11:00 am).

This setting determines the minimum lead time required for booking appointments in your calendar, helping you avoid unexpected meetings. For instance, if you select a 2-day lead time, no one will be able to book a time slot less than 48 hours in advance.

This defines how far in advance an appointment can be scheduled. For example, if you set this to a month, customers can't select a date two months away from the time of booking.

This setting allows you to specify the maximum number of appointments of this type that can be accommodated in a single day.

Also known as sticky contact, this will grab the information of any forms previously filled in that IP address.

This option enables you to secure consent from clients to be contacted again when they provide their contact information during the appointment booking process.

When enabled, this option allows the individual who booked the appointment to send invitations to multiple attendees, enabling them to join the meeting.

By enabling this option, you can take payment for the appointment at the moment of booking. To learn more about this section in particular please refer to the article “Add Payments to Appointments”.

If accepting payments, you can let the customer pay a fraction of the total (1) to secure their appointment, charge each attendee (2), including guests, or enable coupon codes (3) for the calendar's checkout.

Within this section, you can set your notification preferences and configure additional options.

These pre-written notifications ensure everyone involved is informed about important updates, you can enable, disable or change these notifications by clicking the pencil icon.

By enabling this option, an email notification will be sent whenever you make changes to the appointment if the appointment was scheduled on a Google Calendar.

When enabled, a rescheduling link will be included in the additional notes section of the calendar invite. This link will also be added to the calendar invite itself. It will expire according to the configured time before the meeting starts, preventing the booker from rescheduling the meeting after this period.

When enabled, a cancellation link will be added to both the additional notes section and the calendar invite. This link will expire based on the configured time before the meeting starts, preventing the booker from canceling the meeting after this period.

Modify the notes added to the calendar invite within this field.

Sync your appointments with external calendars like Google or Outlook. Choose between one-way, two-way, or smart sync based on your needs.

Customize your calendar by adding a cover image, adjusting the style and colors, modifying the button text, and tailoring the displayed information. This level of personalization allows you to align the calendar with your brand and preferences.

The uploaded image will be displayed in the Group View for the Neo template, but will not appear on the individual calendar link.

Select between our classic widget and the modern Neo widget.

The options below allow you to customize the calendar to suit your brand image.

📌Note: These options are only compatible with the Neo widget.

Insert custom code for advanced functionality.

Whenever you make changes inside the Advanced Settings, click the save button in the top right corner, and you're done.

Optionally, click the Share (1) or Troubleshoot (2) buttons to quickly copy and share your calendar booking link or to diagnose availability issues, without needing to navigate away from the current screen.

By following these steps, you can efficiently set up an Event Calendar and customize its settings to suit your needs. With proper configuration, you can streamline your scheduling process and enhance the overall efficiency of your operations.