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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.
Notes:
If using Zoom or Google Meet, make sure the integration is configured beforehand. For step-by-step guidance, refer to:
When creating a group event, you'll be asked to define the maximum number of participants (13). This number should not exceed the limit supported by the external tool you're using for the meeting.
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.
To help you easily manage and distinguish your schedule at a glance, the event title on your Google calendar will automatically include specific booking details:
For individual events: the title will display the event name followed by the invitee's full name (e.g., Free Consultation – John Doe). If the event takes place on Zoom, the Zoom link will also be included in the Google calendar event details.
For group events: The title will display the event name followed by the current number of enrolled participants (e.g., Marketing class – 2 participants). If the event takes place on Zoom, the Zoom link will also be included in the Google calendar event details.
Notes:
The Google Calendar option will only appear once you've successfully connected it to your systeme.io account. To learn how to do this, check out this page: How to integrate Google Calendar with systeme.io.
The email address shown to invitees as the meeting host is taken from the Google Calendar you select; if no Google integration is connected, the systeme.io account email is used.
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.
Note: To use global availability, you must first configure your settings in the availability tab.
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.
6. Email reminder
You can adjust exactly when automated reminder emails are sent to your attendees. By default, every new event includes two standard reminders: one sent 24 hours before and another sent 1 hour before the event starts.
Customize this schedule to fit your specific needs by adding, editing, or removing the timings:
Set your reminder timings in days, hours, or minutes before the event using the dropdown menu (30).
Click + Add a new reminder (31) to create an additional reminder.
Click Remove (32) next to a timing to delete it. If you do not want to send any reminders to your attendees, simply remove all of them from this list.
Notes:
You can configure up to 3 reminder emails per event.
Reminder emails cannot be scheduled for less than 10 minutes before the event begins.
This feature allows you to customize when the emails are sent. The actual content of the reminder emails is generated automatically by the system and cannot be edited.
Your customized reminder settings are automatically copied over if you duplicate the event.
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.