Creating Schedules

The Schedule Form

A new schedule is created with a name and nothing else (see Getting Started). Everything else about it is set on one page, the schedule form, and this guide follows that form from top to bottom.

To open it, choose the schedule in the sidebar and click Edit Schedule at the top of its page. On a phone the same entry is in the Actions menu. The schedule's owner and its admins can open the form; a team member with view access cannot.

The form's sections are listed down the left, and on a phone they are stacked, each opening when you tap it. Under a section's name is one line saying what it holds now, and a dot appears beside the name once you have changed something in it. Inside a section, what everyone fills in is on the page as it opens. The rest sits in rows: a row shows its name and its current setting, opens in place when you click it, and one row of a section is open at a time.

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Not every section is offered to every schedule. In the form's own order:

Saving

There is one Save for the whole form, in the bar at the bottom of the page. It saves every section at once, whichever one you are looking at. The same bar says where things stand:

• Unsaved, followed by the sections you have changed. Each name is a link back to that section.
• Saving removes, followed by what you took off a list, by name: a sub-schedule, a custom field, a category, a custom label, a sponsor, a source schedule. It is said before the save that removes it.
• Check, followed by the sections to look at, when a save was refused. The form opens the section and the row holding the first message, and keeps what you typed.

Cancel, beside Save, leaves the form. If anything is unsaved it asks first: Keep editing or Discard.

Schedule Types

Every schedule is one of three types. The type is chosen when the schedule is created and cannot be changed afterwards:

The type also decides which tabs a schedule's own page has (Availability for a Talent, Seating plans for a Venue, Videos for a Curator): see choosing a type and Managing Schedules.

Details

The Details section says who the schedule is. The name, the descriptions and the announcement bar are on the page as it opens. Language and time and Contact Info are two rows under them, each saying its current setting on the row.

General

AI Details Generator Enterprise - Requires the Enterprise plan

Let AI write your schedule's short description and description from its name and type. Those two fields are all it generates.

1. Click AI Generator, at the end of the Details section's title row.
2. Tick the fields you want. A field that already has content is left unticked and marked with a blue dot; tick it anyway and a warning tells you its content will be replaced.
3. Optionally add Additional instructions (up to 500 characters) to steer the tone, and tick Save as default for this schedule to reuse them next time.
4. Optionally open View/edit AI prompt to see the prompt that will be sent and adjust it for this run.
5. Click Generate and review the preview. Regenerate redoes one item, Accept writes the results into the form, and Discard drops them. Nothing is saved until you save the schedule.

Language and time

Contact Info

The second row of Details holds how to reach you. Closed, the row shows the schedule's email address. These details appear on your public schedule page, the email address and the phone number only when you switch them on.

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Event Sources Curator

On a Curator schedule, Event Sources is the second section of the form. List the talent and venue schedules you want to follow and everything they publish shows up on your calendar on its own. It covers what they have already run as well as what is coming, and each new event appears within a few minutes of going live. This is the fastest way to stand up a city guide or a festival hub: pick your rooms and your acts once, and stop copying listings by hand. It is free on every plan.

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Setting up event sources

1. Open Edit Schedule on a curator schedule and choose Event Sources.
2. Click + Add a source schedule and search for the talent or venue you want to follow, or click one of the names under Suggested.
3. Optionally choose a sub-schedule to file that source's events under. The choice is offered once the schedule has sub-schedules.
4. Save. Their events, past and upcoming, appear on your calendar right away.

To stop following a schedule, click the × beside it. The bar at the bottom names it after Saving removes, and saving takes its events off your calendar.

Address

The Address section appears on Venue schedules only. The address is public. Your schedule page shows it as a link that opens Google Maps, your event pages show it on the venue card, with a map where the site has a Google Maps key, and it is what the nearby accommodation map centres on. Talent and Curator schedules say where they are in the Contact Info row instead.

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Merging duplicates

Importing events tends to create the same venue twice, once as "The Anchor" and again as "Anchor Bar". Rather than leave your calendar pointing at two half-empty pages, merge them. Every event moves to the schedule you keep and the duplicate goes away.

Merge Venue

A Merge Venue section appears on the schedule form of an unclaimed Venue schedule when you manage at least one other venue. It sits after Address in the list. The Merge into dropdown lists the other venues you manage; pick one and click the red Merge Venue button, which asks you to confirm and says how many events will move. All of this schedule's events move to the target and this one is removed. The merge happens when you confirm: it does not wait for the form's Save. If Event Schedule spots a likely match by name, city and country, it names it for you above the dropdown, so usually you only have to confirm.

If some events already exist on the target, you are told how many before you commit. Those are not duplicated: where the same event sits on both schedules, the two entries are combined and any detail the target is missing is filled in from the schedule you are merging away.

Merge Duplicate Venues

There is also a bulk version that groups look-alike venues together and merges a whole group at once. Each group shows how many events sit on each venue, with the most-used one preselected as the one to keep.

• Merge - fold the rest of the group into the selected target.
• Not duplicates - for venues that only look alike. The group is dismissed for good and stops being suggested.

Work through the groups in any order, and skip any you are unsure about. Nothing is merged until you press the button on that group.

You can reach it two ways:

• From Following - covers every venue you are connected to, however you got there. This is the one that finds venues an import or a calendar sync invented and never attached to anything, including ones already deleted.
• From a Curator schedule - a banner on the Schedule tab, scoped to the venues in that schedule's upcoming events.

Duplicates are also collapsed in the venue picker when you add an event, so you only see one option per place. That is only done where it is safe: two venues that share a name but each carry their own contact details or address both stay on the list.

Style

The Style section decides how your public pages look, with a preview beside the form. It has a guide of its own, Schedule Styling. In the section's order:

• On the page as it opens - Square Profile Image, Accent Color and Font Family
• Event animation - how event cards arrive as visitors scroll
• Background - a gradient, a solid color or an image
• Header and layout - Header Style, Header Image, Default Layout and Custom CSS Pro - Requires the Pro plan

Gallery Pro - Requires the Pro plan

The Gallery section puts up to 50 photos on your schedule page: the venue, past events, your team. They appear below your events, and a photos link in the header opens them all at once. In the list of sections, Gallery shows how many photos it holds.

Adding, arranging and captioning photos works exactly as it does for an event's gallery, and nothing is published until you click Save. See the event gallery for the details. Each event can have a gallery of its own as well.

If a schedule drops below Pro, its photos are kept and hidden from guests until the plan is back. They can still be removed in the meantime.

Videos & Links

Two lists, one under the other: YouTube Videos and Social Links. Both are shown on your public schedule page.

Customize

The Customize section is four rows: Sub-schedules, Custom Fields, Categories, and Custom Labels. Closed, each row lists what it holds, so you can read your sub-schedules or see that the categories are still the defaults without opening anything.

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Sub-schedules

Sub-schedules split one schedule into parts, such as "Live Music", "DJ Nights", "Comedy" or "Workshops", or a venue's stages and rooms. Each one gets an address of its own and a color, so visitors can filter your calendar down to the part they care about. Each is one line in the list: its name, its color, and its own address underneath with Edit beside it.

Creating a sub-schedule

1. Open the Customize section and open the Sub-schedules row.
2. Click + Add Sub-schedule and type its name. If your schedule is not written in English, a second box beside the name takes it in the language your schedule is translated into, and is labelled with that language, for example Name (English). Leave it blank and the translation fills it in.
3. Pick a Color from the 14-color palette, or use Clear to leave it uncolored. The color is what distinguishes sub-schedules in calendar views and on the filter buttons.
4. Save. The sub-schedule now has an address such as yourname.eventschedule.com/live-music, shown with a copy button. Edit changes that last part.

The × at the end of a line takes a sub-schedule off the list. It is only removed when you save, and the bar at the bottom names it after Saving removes until you do.

Assigning events to sub-schedules

When you create or edit an event, pick a sub-schedule from the dropdown. An event sits in one sub-schedule per schedule, so an event you also share to a Curator schedule can be filed under one of your strands and one of theirs.

Custom Fields Pro - Requires the Pro plan

Define Event Custom Fields to add extra data to your events. You can add up to 10 custom fields per schedule, with + Add Field. A saved field shows its number beside it, as → {custom_1}: that is how you refer to its value in an Event URL Pattern, a calendar description and event graphics.

A field shows its name, its type and its checkboxes. What is rarely touched (the name in your schedule's second language, the pattern an answer must match and the note for the AI import) is behind More options on each field.

Categories

Tailor the event categories shown on your event form and your schedule's filter. The 12 system defaults (Art & Culture, Business Networking, Community, Concerts, Education, Food & Drink, Health & Fitness, Parties & Festivals, Personal Growth, Sports, Spirituality, Tech) are pre-loaded as editable rows. Rename or remove any of them, and add categories that match how you organise events, up to 32 rows in total. A category name can be up to 80 characters. Free on every plan.

Custom Labels Pro - Requires the Pro plan

Override the wording Event Schedule uses on your public schedule page. For example, change "Events" to "Shows", "Follow" to "Subscribe", or "Free entry" to "No cover charge".

Settings

The Settings section controls how your schedule behaves. The schedule's address is on the page as it opens. Notifications and Advanced are two rows under it: closed, Notifications lists the emails that are switched on and Advanced lists its three headings.

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Schedule URL

Custom Domain Setup Enterprise - Requires the Enterprise plan

There are two ways to connect a custom domain to your schedule. Choose the mode that best fits your needs.

Direct Mode (CNAME)

Your schedule is served directly on your custom domain with automatic SSL. This is the recommended option for most users.

1. In the Settings section, click Edit beside the Schedule URL, select Direct, and enter your domain (e.g., events.yourbrand.com) under Custom Domain. The form shows the CNAME target with a copy button.
2. Go to your domain registrar (e.g., GoDaddy, Namecheap, Cloudflare) and create a CNAME record pointing your domain to .
3. Wait for DNS propagation (usually a few minutes, but can take up to 48 hours).
4. SSL is provisioned automatically. Once DNS has propagated, your schedule will be accessible at your custom domain over HTTPS.

While a Direct domain is being set up, a status sits beside the Schedule URL: Setting up..., then nothing once it is live, or Setup failed. Until the domain is live, the address shown at the top of the form and of the schedule's pages stays the eventschedule.com one, because that is the one that answers.

Redirect Mode (Cloudflare)

Your custom domain redirects visitors to your eventschedule.com URL. Use this if your domain's DNS is managed by Cloudflare. Cloudflare's free plan is sufficient.

1. In the Settings section, click Edit beside the Schedule URL, select Redirect, and enter your domain under Custom Domain.
2. Add your domain to Cloudflare (if not already). After adding the domain, Cloudflare will provide two nameservers. Go to your domain registrar and update your domain's nameservers to the ones Cloudflare provides. Wait for Cloudflare to confirm the domain is active.
3. Set up DNS records. In your Cloudflare dashboard, go to DNS > Records:
   • Delete any existing A or AAAA records for the domain.
   • Add an A record with the name @ (root domain) pointing to 192.0.2.1.
   • Add another A record with the name * (wildcard) pointing to 192.0.2.1.
   • The IP address doesn't matter since traffic will be redirected. Make sure both records are set to Proxied (orange cloud icon) so Cloudflare can intercept and redirect the requests.
4. Create a Page Rule. In your Cloudflare dashboard, go to Rules > Page Rules and create a new page rule:
   • URL pattern: *yourdomain.com/*
   • Setting: Forwarding URL
   • Status code: 301 - Permanent Redirect
   • Destination URL: https://yourname.eventschedule.com/$2

   The $2 wildcard preserves the URL path, so yourdomain.com/some-event correctly redirects to yourname.eventschedule.com/some-event.

5. Changes may take a few minutes to several hours to propagate. Once active, visitors who go to your custom domain will be seamlessly redirected to your schedule.

Notifications

The row is in three groups, by who the email goes to: Emails to you, Emails to followers and Shared inbox. Where the site has push notifications set up, a Push notifications panel sits above the three.

Push notifications Pro - Requires the Pro plan

The same notifications can also reach you as browser and mobile push, on top of email rather than instead of it. Choose Enable push on this device, allow notifications when your browser asks, then use Send test push to confirm it works. Push is per device, so repeat it on your phone and your laptop. Enabling it sends notification data to OneSignal, a third-party service.

The panel only appears once the operator of your Event Schedule site has configured push, which is off by default. On iPhone and iPad, web push only works for sites added to the home screen (iOS 16.4 and later); Android and desktop browsers need no such step.

Emails to you

Choose which emails you get about this schedule. These choices are personal: each owner and admin sets their own in this row, and the emails go to the address on that person's account, not to the schedule's contact email. To also send them to a team inbox, add a shared notification address. New event requests, Installment payments and Weekly summary start switched on and stay that way until you turn them off; the rest are off until you turn them on.

Emails to followers

The one setting in this group points the other way, and it belongs to the whole schedule rather than to you. Email subscribers about new events decides whether your email subscribers get an automatic digest when you publish, at most one every few days. It covers the events this schedule created itself, so an event another schedule lists on yours, including everything a curator pulls in through its event sources, never appears in it. It is on by default, because the people receiving it asked for it when they signed up.

Shared notification address

If your team works from a shared mailbox, enter it under Shared notification address, in the Shared inbox group at the bottom of the Notifications row. It gets a copy of the schedule's notifications on top of each person's own emails, so it replaces nothing. Unlike the toggles above, it belongs to the whole schedule: there is one per schedule, and any owner or admin can change it.

Nothing is sent to it until it is confirmed. Saving the address emails it a confirmation link, valid for 7 days, and the row shows Waiting for confirmation with a button to send the link again. Anyone who reads that mailbox can confirm it, with or without an account. Changing the address asks for confirmation again.

Under Send to this address the address has its own set of toggles: New event requests (on by default), New ticket sale, New feedback, New poll option suggestions and Installment payments. New fan content is not offered, because that email only ever goes to the person who created the event. Each one follows the same rules as your own copy, including the plan and email settings rules above. If the shared address is also the login of someone who already gets that email, it is not sent twice.

Every email sent to the shared address ends with a Stop sending to this address link, which removes it without signing in. It is also removed when the schedule is transferred to a new owner and the previous owner leaves.

Advanced

The Advanced row collects the settings that change how your schedule behaves rather than how it looks, under three headings: New events, Public page and, on the hosted platform, AI Import. Closed, the row lists the headings.

New events

Public page

AI Import

URL Pattern Variables

Use these in the Event URL Pattern, in the Advanced row above. Every value is converted to something safe for a URL: lowercase, with spaces and punctuation turned into dashes. These are close cousins of the calendar description variables but not identical, because a URL cannot carry a slash or a colon: dates here use dashes and never gain a year, and there is no variable for the description or the event's own link.

Date & Time

Event Information

Venue Information

Ticket Information

Custom Fields Pro - Requires the Pro plan

The value an event holds for one of your custom fields, by the field's number.

Engagement

Everything to do with what visitors can send you, in six rows that each say whether they are on: Requests, Fan Content, Feedback, Carpool, Sponsors, and Accommodation. The last one only appears on sites whose operator has enabled it. Nothing here is on the page until you open a row.

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Requests

Let other people put events on your schedule. The row opens on one switch, Accept requests, and the rest appears once that is on.

A Talent schedule gets a shorter version of this row, with only Accept requests, the Booking Form options, Request Terms and your own questions, because a request to book a performer is always read by hand. The same goes for events other schedules add you to: once your talent schedule has an owner, a venue or curator that lists you sends a request you accept under Admin Panel → Requests, unless it had already listed you before you claimed your page. Requests to a talent always come in through the Booking Form, where creating an account is left to the visitor. Whoever sends a request through the Booking Form gives their name and email, and those are shown with the request under Admin Panel → Requests so you can reply to them.

Fan Content

Let people who were there add to the event afterwards. Each kind has its own switch, all three are off until you turn them on, and nothing a visitor sends appears in public until you approve it.

Feedback Pro - Requires the Pro plan

Ask attendees what they thought once the event is over. Free schedules see the row with its switch greyed out. On the hosted platform, feedback emails also need Email Settings: until they are configured the switch stays greyed out, and a note in the row links you there.

Carpool Pro - Requires the Pro plan

Sponsors Pro - Requires the Pro plan

Show the people backing you in a band across your public schedule page.

Venue map

Show the venues of your events as pins on a map on your public schedule page, each with the venue's logo on its pin. A visitor presses a venue to see what is coming up there, get directions and find what else is nearby.

Accommodation

Show a map of hotels and rentals near the venue on your public event pages, so attendees travelling in can find somewhere to stay without leaving your schedule. Bookings made through the map earn an affiliate commission.

Gift Cards Pro - Requires the Pro plan

The Gift Cards section sells gift cards that buyers send to someone by email and that are redeemed toward tickets for any event on the schedule. It opens on one switch, Enable gift cards; the amounts, the currency, how long a card stays valid and the payment method appear once that is on. In the list of sections it says whether gift cards are on, and for which amounts.

Gift cards have a guide of their own: see setting up gift cards.

Auto Import Selfhost

Point Event Schedule at a page that lists events and it reads them once a day, so a venue calendar or a tour page keeps your schedule current without you retyping anything. This section only exists on selfhosted installs, and it needs an AI key configured on the server.

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Setting up auto import

1. Open Edit Schedule and choose Auto Import.
2. Under Import URLs, click + Add and paste an address. Repeat for each source.
3. Optionally add cities under Import Cities to narrow what is taken.
4. Click Test Import to see what a source produces before you commit to it.
5. Save. From then on the sources are re-read once a day.

Integrations

Connect your schedule to the outside world: send its email through your own server, keep it in step with a calendar you already use, and hand out feed URLs other apps can subscribe to. The rows are Email Settings (hosted platform only), Google Calendar, Outlook Calendar, CalDAV Calendar, and Calendar text and feeds. A row that is not connected says Not connected; a connected calendar row says which way it syncs.

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Email Settings

Send this schedule's mail (ticket confirmations, notifications, feedback requests and newsletters) through your own SMTP server and from your own address.

Per-schedule email settings are a hosted-platform feature, available on every plan, and the first row of Integrations there. Selfhosted installs configure mail once at the server level instead, so the row is not shown: see the selfhost email docs.

Setting up custom email

1. Open Edit Schedule, choose Integrations, and open the Email Settings row.
2. Fill in SMTP Host, SMTP Port and Encryption (None, TLS or SSL) from your email provider.
3. Enter the SMTP Username and SMTP Password. For Gmail or Google Workspace this must be an App Password, not your account password.
4. Set the From Address and From Name your recipients will see, for example [email protected].
5. Save, then click Send Test Email. If it fails, the exact error from your provider is shown.

Troubleshooting

If a message fails to send, click Send Test Email to see the exact error returned by your email provider. A "permission denied" error almost always comes from the provider rejecting your credentials or sender address, not from Event Schedule. Most problems fall into one of these categories:

Calendar sync

The next three rows each keep the schedule in step with a calendar you already use. All three are free on every plan and work the same way: choose a calendar, choose a direction, save. A connection belongs to the schedule's owner, whose account it runs on, so the owner is the one who sets it.

Google Calendar

Keep your schedule and a Google Calendar in step. Google tells Event Schedule about changes as they happen, so an edit made on either side shows up on the other without waiting for a poll.

Connect your Google account first, in Account Settings. Then:

1. Open Edit Schedule, choose Integrations, and open the Google Calendar row. Until your Google account is connected, the row holds a Connect Google Calendar button in place of the settings.
2. Pick the calendar to sync with under Select Google Calendar.
3. Choose a Sync Direction: To Google Calendar, From Google Calendar, Bidirectional Sync, or No Sync. If you connected Google from the import page, the connection is read-only and the two choices that send events to Google are off until you click Allow at Google.
4. If you are pulling events in, set what happens when an event is deleted there.
5. Save. To run a sync by hand afterwards, the owner has Sync Events in the Actions menu at the top of the schedule's page.

The row also holds a Resync to Google Calendar button, for when you have switched Google account or calendar. Save the form first, because it uses the saved calendar. It sends every event of the schedule to that calendar again and never imports anything from Google, so it needs a direction that sends events there. Copies of the events may be left behind on the calendar you used before.

A team member who is not the owner sees Sync to My Calendar in this row instead, where they can point the schedule's events at a calendar of their own. That choice is theirs alone and is separate from the schedule-wide sync above, so everyone can follow the schedule in their own Google account. The schedule-wide sync itself is set by the schedule's owner, because it runs on the owner's Google account.

Outlook Calendar

The same two-way sync against an Outlook or Microsoft 365 calendar, over the Microsoft Graph API. Changes arrive near-instantly, with regular polling as a safety net.

Connect your Outlook account first, in Account Settings. Then:

1. Open Edit Schedule, choose Integrations, and open the Outlook Calendar row. Until your Outlook account is connected, the row holds a Connect Outlook Calendar button in place of the settings.
2. Pick the calendar to sync with.
3. Choose a Sync Direction: To Outlook Calendar, From Outlook Calendar, Bidirectional Sync, or No Sync.
4. If you are pulling events in, set what happens when an event is deleted there.
5. Optionally turn on Create Teams meetings for online events so an online event with no venue is created as a Microsoft Teams meeting and its join link is saved back onto the event.
6. Save.

CalDAV Calendar

CalDAV is the open standard behind Apple Calendar, Fastmail, Nextcloud and many others, so this row covers everything the two above do not. There is no webhook in the standard, so changes are picked up on a regular sweep rather than the moment they happen.

1. Open Edit Schedule, choose Integrations, and open the CalDAV Calendar row.
2. Enter the Server URL, Username and Password. Providers that use two-factor authentication usually want an app-specific password here rather than your account password.
3. Click Test Connection. Once it succeeds, the calendar list and the sync direction appear.
4. Pick the calendar to sync with.
5. Choose a Sync Direction: To CalDAV, From CalDAV, or Bidirectional Sync.
6. Click Connect. The connection is saved at once and the page reloads, so save any other changes on the form first.

Once connected, the row shows which server you are attached to, the sync direction can be changed there (with No Sync as a fourth choice), and Disconnect asks you to confirm and then stops syncing. The connection belongs to the schedule's owner: other members see how it is set and cannot change it.

Calendar text and feeds

This row holds two things: the wording used for your events inside a connected calendar, and the read-only feed URLs for your schedule.

Calendar Description Template

An event pushed out to Google Calendar, Outlook or CalDAV normally arrives carrying its own description and nothing else. Set a Calendar Description Template and every outbound event uses your wording instead, built from the same variables as event graphics. Leave it empty and the event description is used as-is. Show available variables, above the box, opens the list below.

A line whose variables all come out empty is dropped rather than left as a stray separator, so one template can serve events with a venue and events without.

{event_name}
{date_full_dmy} {time}
{venue} | {city}

{description}

{url}

Summer Concert
15/03/2025 20:00
Central Park | New York

Join us for a night of music...

example.eventschedule.com/summer-concert

Feeds

Under the template, the row gives you two read-only addresses, each with a copy button, that let anyone follow your schedule from an app of their own. They list your public, upcoming events, need no login, and pick up your changes the next time the app checks them.

• iCal Feed: subscribe from any calendar app (Google Calendar, Apple Calendar, Outlook). Unlike a connected calendar, this feed lists a recurring event on every date it falls in the next 90 days, not just the first.
• RSS Feed: follow your schedule from any RSS reader.

Visitors can find the calendar feed without you: Subscribe to all events from your schedule's name appears in the Add to Calendar menu on an event page and in the sign-up panel. See calendar feeds.

Available Variables

The full list, shared by the calendar description template and by event graphics. A variable with nothing behind it, such as {venue} on an online event, simply comes out empty.

Date & Time

Event Information

Venue Information

Ticket Information

Custom Fields Pro - Requires the Pro plan

If you have defined Event Custom Fields in your schedule settings, you can include their values using numbered variables.

See Also

• Schedule Styling - Colors, fonts, backgrounds, and visual customization
• Creating Events - Add events to your schedule
• Sharing Your Schedule - Embed and share your schedule
• Selling Tickets - Set up ticketing for your events
• Managing Schedules - View events, manage team, set availability, and more