How to set up your calendar events

In this article, you will learn how to create and configure calendar events in systeme.io to start accepting bookings.

1. Accessing your calendar

To get started, go to the menu bar, click CRM, and select Calendar (1).

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 (2) in the Events tab. A popup window will appear asking you to choose the event type (3):

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 (4) 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 (5): The name of your event (example: Free consultation).

How your clients will see it on your calendar:

b. Host name (6): The name of the host of the event will also appear on your calendar.

How your clients will see it on your calendar:

c. Event duration (7): The duration of your event, which will also appear on your calendar.

How your clients will see it on your calendar:

d. Host photo (8): By default, your profile picture is used, but it can be customized. This photo will appear on your calendar.

How your clients will see it on your calendar:

e. Custom logo (9): The custom logo you upload when creating a calendar event will appear in all emails sent from that calendar, instead of the default systeme.io logo. This includes:

• Event registration confirmation
• Appointment reminders
• Other calendar notification emails

How it will look in the emails sent to your clients after booking:

f. Location settings (10)

You can choose from three location types: online meeting, phone, and in person.

• Online meeting: Choose a supported integration (currently Zoom or Google Meet) (11) or enter a custom meeting link (12). Click Save to apply the changes.

• Phone: Enter your phone number (14). The meeting will take place over the phone.

• In person: Enter a physical address and phone number (15).

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.

How your clients will see it on your calendar:

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. Simply select your preferred calendar from the dropdown menu.

When someone books, the booking will appear on your Google Calendar automatically.

4. Setting your availability

a. Date range options

Invitees can book appointments:

• Indefinitely into the future (16): This option allows invitees to book a slot at any time in the future without a specific end date. This is ideal for ongoing events that don't require repeated date range updates.
• Days into the future (17): Limit how far in advance invitees can book (e.g., 30, 60, or 90 days from today). The calendar will automatically show available slots based on the number of days chosen, updating daily without any manual changes.
• Within a date range (18): Manually select a start and end date for when your event is available.

b. Minimum notice period (19)

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 (20)

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 (21)

You can manually set availability or use your global availability settings by toggling the Use global availability option.

e. Weekly availability (22)

You can configure your availability for this specific event.

• Weekly availability: Set default time slots for each day of the week (22). You can also define multiple time slots on the same day if needed (23).

• 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 (24) and then click the calendar icon (25) to select specific dates and times when you want to be available for bookings.

5. Advanced settings

The advanced settings section allows you to set specific constraints for your event:

a. Start time increments (26): Set how often time slots appear (e.g., every 15 minutes).

b. Daily limit (27): Maximum number of bookings per day.

c. Buffer time (28): Time added before or after each booking to avoid back-to-back appointments.

d. Time zone display (29): Choose whether the appointment time is shown in the host’s or the guest’s time zone.

Next step: 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. You can learn how to do that for Free bookings or Paid bookings.