How to set up your calendar events
In this article, you will learn how to create and configure calendar events in SystemeScale to start accepting bookings.
1
Accessing your calendar
To get started, go to the menu bar, click CRM, and select Calendar.
The events tab displays all the events you've created. You can view them and create new ones (for example, a free consultation or a technical session).
The events tab displays all the events you've created. You can view them and create new ones (for example, a free consultation or a technical session).
2
Creating an event
To create an event, click Create new event in the Events tab. A popup window will appear asking you to choose the event type:
a. Individual event: Each time slot can be booked by a single person. Perfect for 1-on-1 coaching, consultations, and discovery calls.
b. Group event: Multiple people can book the same time slot. Perfect for live webinars, group workshops, and online classes.
Select the option that fits your needs and click Confirm to proceed.
a. Individual event: Each time slot can be booked by a single person. Perfect for 1-on-1 coaching, consultations, and discovery calls.
b. Group event: Multiple people can book the same time slot. Perfect for live webinars, group workshops, and online classes.
Select the option that fits your needs and click Confirm to proceed.
3
Event details
After confirming your choice, you'll be redirected to the event settings page, where you can configure the details of your event:
a. Event name: The name of your event (example: Free consultation).
b. Host name: The name of the host of the event will also appear on your calendar.
c. Event duration: The duration of your event, which will also appear on your calendar.
d. Host photo: By default, your profile picture is used, but it can be customized. This photo will appear on your calendar.
e. Custom logo: The custom logo you upload when creating a calendar event will appear in all emails sent from that calendar, instead of the default SystemeScale logo. This includes event registration confirmations, appointment reminders, and other calendar notification emails.
f. Location settings: You can choose from three location types: online meeting, phone, and in person.
β’ Online meeting: Choose a supported integration (currently Zoom or Google Meet) or enter a custom meeting link. Click Save to apply the changes.
β’ Phone: Enter your phone number. The meeting will take place over the phone.
β’ In person: Enter a physical address and phone number.
You can offer multiple location options for a single event (e.g., call and in-person). The attendee can choose their preferred method.
g. Event description: Add a short description of the event. It will be displayed on your booking page. You can format and customize your description using the editing menu at the top of the text box.
h. Google Calendar: Enable this option to automatically add booked appointments to your Google Calendar. You can choose which specific Google Calendar you want bookings to be saved to; this allows you to organize your events across different calendars instead of using only your default calendar.
a. Event name: The name of your event (example: Free consultation).
b. Host name: The name of the host of the event will also appear on your calendar.
c. Event duration: The duration of your event, which will also appear on your calendar.
d. Host photo: By default, your profile picture is used, but it can be customized. This photo will appear on your calendar.
e. Custom logo: The custom logo you upload when creating a calendar event will appear in all emails sent from that calendar, instead of the default SystemeScale logo. This includes event registration confirmations, appointment reminders, and other calendar notification emails.
f. Location settings: You can choose from three location types: online meeting, phone, and in person.
β’ Online meeting: Choose a supported integration (currently Zoom or Google Meet) or enter a custom meeting link. Click Save to apply the changes.
β’ Phone: Enter your phone number. The meeting will take place over the phone.
β’ In person: Enter a physical address and phone number.
You can offer multiple location options for a single event (e.g., call and in-person). The attendee can choose their preferred method.
g. Event description: Add a short description of the event. It will be displayed on your booking page. You can format and customize your description using the editing menu at the top of the text box.
h. Google Calendar: Enable this option to automatically add booked appointments to your Google Calendar. You can choose which specific Google Calendar you want bookings to be saved to; this allows you to organize your events across different calendars instead of using only your default calendar.
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Google Calendar Integration Notes:
- The Google Calendar option will only appear once you've successfully connected it to your account. To learn how to do this, check out this page: How to integrate Google Calendar with SystemeScale.
- For individual events: the title will display the event name followed by the invitee's full name (e.g., Free Consultation β Jane Doe).
- For group events: The title will display the event name followed by the current number of enrolled participants (e.g., Marketing class β 2 participants).
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Online Meeting Integrations
If using Zoom or Google Meet, make sure the integration is configured beforehand. When creating a group event, you'll be asked to define the maximum number of participants. This number should not exceed the limit supported by the external tool you're using for the meeting.
4
Setting your availability
a. Date range options:
β’ Indefinitely into the future: This option allows invitees to book a slot at any time in the future without a specific end date.
β’ Days into the future: Limit how far in advance invitees can book (e.g., 30, 60, or 90 days from today).
β’ Within a date range: Manually select a start and end date for when your event is available.
b. Minimum notice period: Determine how far in advance invitees must book. For example, "2 hours" requires bookings at least 2 hours before the meeting starts.
c. Cancellation deadline: Determine how close to the start time invitees are allowed to cancel. "0 hours" allows cancellations until the meeting starts, while "24 hours" prevents last-minute cancellations.
d. Available hours: You can manually set availability or use your global availability settings by toggling the Use global availability option.
e. Weekly availability: You can configure your availability for this specific event. Set default time slots for each day of the week. You can also define multiple time slots on the same day if needed.
f. Date-Specific Availability: Use this feature to add specific dates when you're available, overriding your regular weekly schedule. This is useful for adding extra availability on days you're normally unavailable or for special one-time slots. Click + Add a new date and then click the calendar icon to select specific dates and times.
β’ Indefinitely into the future: This option allows invitees to book a slot at any time in the future without a specific end date.
β’ Days into the future: Limit how far in advance invitees can book (e.g., 30, 60, or 90 days from today).
β’ Within a date range: Manually select a start and end date for when your event is available.
b. Minimum notice period: Determine how far in advance invitees must book. For example, "2 hours" requires bookings at least 2 hours before the meeting starts.
c. Cancellation deadline: Determine how close to the start time invitees are allowed to cancel. "0 hours" allows cancellations until the meeting starts, while "24 hours" prevents last-minute cancellations.
d. Available hours: You can manually set availability or use your global availability settings by toggling the Use global availability option.
e. Weekly availability: You can configure your availability for this specific event. Set default time slots for each day of the week. You can also define multiple time slots on the same day if needed.
f. Date-Specific Availability: Use this feature to add specific dates when you're available, overriding your regular weekly schedule. This is useful for adding extra availability on days you're normally unavailable or for special one-time slots. Click + Add a new date and then click the calendar icon to select specific dates and times.
5
Advanced settings
The advanced settings section allows you to set specific constraints for your event:
a. Start time increments: Set how often time slots appear (e.g., every 15 minutes).
b. Daily limit: Maximum number of bookings per day.
c. Buffer time: Time added before or after each booking to avoid back-to-back appointments.
d. Time zone display: Choose whether the appointment time is shown in the host's or the guest's time zone.
a. Start time increments: Set how often time slots appear (e.g., every 15 minutes).
b. Daily limit: Maximum number of bookings per day.
c. Buffer time: Time added before or after each booking to avoid back-to-back appointments.
d. Time zone display: Choose whether the appointment time is shown in the host's or the guest's time zone.
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Next step: Add your calendar to a page
Now that the basic details and the availability of your event are set, the next step is to add your calendar to a funnel page.
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