Help Center / Scheduler and calendar /
Creating events
Calendar events are created with a title, date and time, location, description, and participants. Each event can include team members, clients, and external email addresses, and notifications go out to everyone invited the moment the event is saved.
How to create an event
There are two ways to start a new event, and they behave slightly differently:
- Click on a date or time slot in the calendar. The event form opens with the start time set to that slot and the end time set one hour later.
- Click the + button in the top toolbar and choose Event. The form opens with no times pre-filled, so the start and end pickers stay wide open.
Then fill in the event:
- Enter the event title. The title is the name of the meeting or event, shown on the calendar and in all participant notifications.
- Set the start and end time. Pick the date and time for both. The start time picker is capped by the end time and the end time picker is capped by the start, so if you need an end time later than the current end (e.g. picking 20:00 when the end is 19:00), change the end time first and the start picker will open up. For all-day events, toggle All day event, which removes the time fields and blocks the full day on the calendar.
- Choose a location (optional):
- Address: type an address or location name for in-person meetings.
- Phone: enter a phone number for the meeting.
- Manual link: paste a custom URL for any video or meeting platform.
- Video call: select Zoom or Google Meet to auto-generate a unique meeting link. The link appears in the event details and in every participant notification, so the meeting room is ready the moment the event is created.
- Add participants (optional). Participants can be:
- Team members from your workspace
- Clients from your contacts
- External email addresses entered manually (for people not in your workspace)
Each participant receives a notification email with the event details, including the time, location, and any video meeting link. To create the event without sending invitation emails, switch off Send invitations before saving.
- Add a description (optional). The description supports rich text for agendas, notes, or reference material. The description appears in participant notifications and calendar entries.
- Link to a project (optional). Linking an event to a project makes it visible in the project's calendar tab and timeline.
- Set a reminder (optional). Reminders send a notification before the event starts, so participants get a heads-up.
- Set recurring (optional). Recurring events repeat on a schedule: daily, weekly, monthly, yearly, or custom. Each occurrence appears as its own event on the calendar.
- Set Block time (optional). On by default. When on, the event marks the time slot as busy on synced external calendars (e.g. shows as Busy in Google Calendar) so you don't get double-booked. Switch off for events that shouldn't block availability.
- Click Create event (or Schedule event if the start time is in the future) to save. Invitation emails go out to all participants immediately, unless Send invitations is off.
Working hours and the calendar
The greyed-out areas on the day and week views reflect the workspace working hours set at Settings > Business > Working hours (default 08:00 to 17:00, Monday to Friday). The shading is purely visual: it highlights when you're typically off, but it does not block you from creating events outside those hours. Manual events accept any start and end time you pick.
Working hours do affect scheduler booking pages, where they shape what times clients can book, but that's separate from manually creating calendar events.
Calendar shortcuts
The day and week views support direct interactions on the grid:
- Click and drag across slots to create an event of that length in one motion.
- Drag an event to move it to a new time or day.
- Drag the bottom edge of an event to resize it and change its end time.
All three skip the form and update the event directly. Open the event after to add participants, location, or other details.
How to create an event from a project
- Open a project and go to the Calendar tab.
- Click on a date or time slot, or click "Create event". A new event form opens with the project pre-linked.
- Fill in the event details as described above, then save.
RSVP responses
Participants can respond to event invitations with Accept, Decline, or Maybe. RSVP responses are tracked on the event, so the organiser can see who's attending, who declined, and who hasn't responded yet.
Google Calendar sync
Events synced from Google Calendar appear on the calendar alongside manually created events. Changes made in either direction sync automatically. Events from Google Calendar are colour-coded differently, so synced events are visually distinct from events created directly here.
Event field reference
| Field | Required | Description |
|---|---|---|
| Title | Yes | The event name |
| Start time | Yes | When the event starts. Capped by the end time. |
| End time | Yes | When the event ends. Capped by the start time. |
| All day event | No | Toggle to make it an all-day event |
| Location | No | Text address, phone number, manual link, or video call (Zoom/Google Meet) |
| Participants | No | Team members, contacts, or external email addresses |
| Description | No | Rich text for agenda, notes, or reference material |
| Project | No | Links the event to a project's calendar |
| Reminder | No | Notification before the event starts |
| Recurring | No | Repeat schedule (daily, weekly, monthly, yearly, or custom) |
| Block time | No | On by default. Marks the slot as busy on synced external calendars so you don't get double-booked. Switch off for events that shouldn't block availability. |
| Send invitations | No | On by default. Sends an email invitation to every participant when the event is created or updated. Switch off to save the event quietly. |
