Creating Schedules

Schedule Types

Event Schedule supports three types of schedules, each designed for different use cases:

The type is chosen when you create the schedule and it changes which sections the edit page offers. Only Venue schedules get the Address section and the Merge Venue tool; only Curator schedules get the per-schedule banner for the bulk Merge Duplicate Venues page, which is otherwise reached from Following; and Talent schedules see a shorter Requests tab, because a booking request to a performer is always reviewed by hand.

Details

Everything on this page lives on one form. To reach it, open Admin Panel → Schedule and click Edit Schedule. The form is divided into sections listed down the left, and a single Save button at the bottom of that list saves the whole form, whichever section you are in. Not every section is offered to every schedule:

Merge Venue is an eleventh section, shown on an unclaimed Venue schedule when you manage at least one other venue it could be folded into.

The Details section holds your schedule's core identity, on three tabs: General, Localization, and Contact Info.

General

Localization

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. On the Details section, click AI Generator in the section header.
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 to reuse them next time.
4. Optionally open View and edit prompt to see the prompt that will be sent and adjust it for this run.
5. Click Generate, review the preview, and apply it. Nothing is written into the form until you accept, and nothing is saved until you save the schedule.

Address

The Address section appears on Venue schedules only. Filling it in puts a map on your schedule page, lets event pages show directions, and is what the nearby accommodation map centres on. Talent and Curator schedules give their location on the Contact Info tab instead.

Contact Info

Add contact details in the Details → Contact Info tab so visitors can reach you. These appear on your public schedule page.

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 edit page when a schedule looks mergeable. The Merge into dropdown lists the other venues you manage; pick one and confirm. All of this schedule's events move to the target and this one is removed. 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

Customize your schedule's visual appearance including colors, fonts, backgrounds, and layout. See the full Schedule Styling guide for all customization options.

Videos & Links

Two tabs, both shown on your public schedule page. The section appears once the schedule has been saved for the first time.

Customize

The Customize section has four tabs: Sub-schedules, Custom Fields, Categories, and Custom Labels.

Sub-schedules

Sub-schedules are named strands within one schedule, such as "Live Music", "DJ Nights", "Comedy" or "Workshops". Each one gets an address of its own and a color, so visitors can filter your calendar down to the strand they care about.

Creating a sub-schedule

1. Open the Customize section and stay on the Sub-schedules tab.
2. Click + Add sub-schedule and give it a Name. If your schedule is not written in English, an English Name field appears beneath it; 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.

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. Custom field values can also be used as URL pattern variables.

Each custom field has the following properties:

Custom 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.

Settings

The Settings section controls how your schedule behaves, on three tabs: General, Notifications, and Advanced.

General

URL Pattern Variables

Use these in the Event URL Pattern 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 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 your schedule settings, enter your domain (e.g., events.yourbrand.com) and select Direct.
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.

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 your schedule settings, enter your domain and select Redirect.
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

Choose which email notifications you want for this schedule. They go to the address on the Contact Info tab, whether or not you publish it. All five are off until you turn them on.

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.

Advanced

The Advanced tab collects the settings that change how your schedule behaves rather than how it looks. They appear in this order.

Engagement

Everything to do with what visitors can send you, on six tabs: Requests, Fan Content, Feedback, Carpool, Sponsors, and Accommodation. The last one only appears on sites whose operator has enabled it.

Requests

Let other people put events on your schedule. A Talent schedule gets a shorter version of this tab, with only the first and last settings below, because a request to book a performer is always read by hand.

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 tab with the settings greyed out.

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.

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.

Event Sources Curator

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.

Setting up event sources

1. Open Admin Panel → Schedule → Edit Schedule on a curator schedule and choose Event Sources.
2. Click + Add Schedule and search for the talent or venue you want to follow.
3. Optionally choose a sub-schedule to file that source's events under.
4. Save. Their events, past and upcoming, appear on your calendar right away.

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.

Setting up auto import

1. Open Admin Panel → Schedule → 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 tabs are Email Settings (hosted platform only), Google Calendar, Outlook Calendar, CalDAV Calendar, and Advanced.

All three calendar integrations are free on every plan and work the same way: choose a calendar, choose a direction, save.

Email Settings

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

Setting up custom email

1. Open Admin Panel → Schedule → Edit Schedule, choose Integrations, and stay on the Email Settings tab.
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 events@yourdomain.com.
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:

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 Admin Panel → Schedule → Edit Schedule and choose Integrations → Google Calendar.
2. Pick the calendar to sync with from the dropdown.
3. Choose a sync direction: to Google Calendar, from Google Calendar, bidirectional, or no sync.
4. If you are pulling events in, set what happens when an event is deleted there.
5. Save. The schedule's owner also gets a Sync events button for forcing a full re-sync if the two ever drift apart.

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 Admin Panel → Schedule → Edit Schedule and choose Integrations → Outlook Calendar.
2. Pick the calendar to sync with.
3. Choose a sync direction: to Outlook, from Outlook, bidirectional, or no sync.
4. If you are pulling events in, set what happens when an event is deleted there.
5. Optionally turn on Teams meetings so an online event with no venue is created as a Microsoft Teams meeting and its join link is saved back onto the event.

CalDAV Calendar

CalDAV is the open standard behind Apple Calendar, Fastmail, Nextcloud and many others, so this tab 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 Admin Panel → Schedule → Edit Schedule and choose Integrations → CalDAV Calendar.
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. Pick the calendar to sync with.
4. Choose a sync direction: to CalDAV, from CalDAV, or bidirectional.
5. Click Connect.

Once connected, the tab shows which server you are attached to, and you can disconnect at any time to stop syncing.

Advanced

The Advanced tab 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.

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

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.

Feeds

The bottom of the Advanced tab gives you two read-only addresses, each with a copy button, that let anyone follow your schedule from an app of their own. They need no login and they update themselves as you add or change events.

• 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.

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