How to Create Event Calendars

What Are Event Calendars?

Event Calendars in your CRM allow you to create bookable schedules for events that don’t require a specific host or team member to be assigned. This makes them ideal for conferences, seminars, workshops, expos, or any shared event where the focus is on the event itself rather than an individual’s availability.

Key Benefits

• No Host Required: Bookings are managed at the calendar level, not tied to any user.
• Simple Setup: Get your event calendar up and running quickly without configuring user availability.
• Easy Booking Experience: Share a booking link or embed code so attendees can register through a dedicated scheduling page.
• Flexible Location Options: Add a physical address or paste a static virtual meeting link.
• Focused External Sync: Sync bookings only with the external calendar you select for the Event Calendar.

Important Differences

Event Calendars differ from other calendar types in several key ways:

• Meetings cannot be assigned to a user.
• Dynamic meeting links (like Zoom or Google Meet) are not supported—use a static link instead.
• Bookings sync only to the external calendar selected under External Sync.
• Only one Google Calendar can be connected via External Sync.
• Conflict calendars and user calendar connections are not considered.

When to Use Event Calendars

Use Event Calendars when:

• You’re scheduling public or shared events like conferences or workshops.
• You don’t want to assign bookings to a specific team member.
• You prefer a simple, fast setup that doesn’t depend on staff availability.

Avoid Event Calendars if bookings need to rotate among users or depend on multiple staff calendars.

How to Set Up an Event Calendar

Step 1: Access Calendar Settings

From your sub-account, navigate to Calendars in the left-hand menu. Click Calendar Settings in the top navigation bar.

Step 2: Create a New Calendar

Click + New Calendar in the top-right corner. In the pop-up, open the calendar type drop-down and select Event Calendar.

Step 3: Configure Basic Details

Enter a Calendar Name, add an optional description, and customize the URL if desired.

Step 4: Set Availability and Duration

Choose the Meeting Duration and define Availability by selecting days and times when the event can be booked.

Step 5: Add Meeting Location

Enter a physical address for in-person events, or paste a static conferencing link for virtual events.

Step 6: Review Advanced Settings (Optional)

Click Advanced Settings to configure any additional options.

Step 7: Confirm and Share

Click Confirm to create the calendar. Once created, copy the booking link or embed code to share with attendees.

Frequently Asked Questions

Can Event Calendars use virtual meeting links?

Yes, but only static links. Dynamic meeting tools like Zoom or Google Meet aren’t supported since there’s no assigned user.

Where do Event Calendar bookings sync?

Bookings sync only to the external calendar selected for that Event Calendar.

Can I connect more than one Google Calendar?

No. Only one Google Calendar can be connected via External Sync.