Managing Schedules

Overview

Your schedule's admin panel is the central hub for day-to-day management. It is a row of tabs across the top, each of which is its own page. Not every tab is offered to every schedule: some depend on the schedule type, some on your plan, and one appears only when there is something waiting for you.

The Audit Log is not a tab. It opens from the Actions menu in the top right, which is also where you find importing, embedding, and deleting the schedule.

Schedule

The Schedule tab is the main view of your admin panel. It loads one month at a time, so moving between months fetches that month's events.

• Use the arrow buttons to step a month back or forward, and This month to jump back to today
• Switch between the calendar and list views with the view toggle; your choice is remembered
• Filters narrow the view by sub-schedule, category, venue, any dropdown custom field, and toggles for free entry and online events. Only the filters that apply to the events in view are offered. Because one month is loaded at a time, the button is always there even when this particular month has nothing to filter
• Click any event to open it, then Edit to change it
• Add Event creates a new event by hand. It appears once the schedule's email address is verified, and is hidden from viewers
• Use a Template sits next to it once you have at least one saved template (Pro)
• Events with no date at all appear in an Unscheduled section below the calendar on venue and talent schedules, each with a Schedule button that opens the event so you can give it a date, and a Decline button to drop it

For details on adding and editing events, see Creating Events.

Actions Dropdown

The Actions dropdown sits at the top right of every tab and gathers the operations that act on the schedule as a whole. On narrow screens it also carries Edit Schedule and View Schedule, which are separate buttons on desktop.

Scan Agenda and Sync Events only appear when the site has an AI provider configured, and Scan Agenda is a narrow-screen shortcut: on a wide screen you reach the same tool from Import from Image in the Agenda section of the event form. If the schedule still has gift cards with a balance left on them, the Delete Schedule confirmation says so before you go ahead.

Templates Pro - Requires the Pro plan

Save any event as a reusable template, then create new events from it in seconds. This suits an event you run again and again on a different date each time. The tab is offered to owners and admins; viewers do not see it.

1. Open an event and choose Save as Template from its Actions menu. The template captures the event's details, tickets, agenda and participants.
2. The date is deliberately left blank so you set it fresh each time. A recurring day-of-week pattern is kept.
3. On the Templates tab, use Add Event on a template card to start a new event from it, the pencil icon to rename it, or the bin icon to delete it.
4. On the Schedule tab, Use a Template next to Add Event opens the same list without leaving the calendar.

The new event opens in the normal event form, prefilled, so nothing is committed until you save it. See Creating Events.

Videos

The Videos tab helps you put a video on the profile of every act you have booked. It lists the talent appearing on your upcoming accepted events who do not have a video yet, and searches YouTube for each one by name automatically as the page loads.

• Each act gets up to six suggestions, showing the thumbnail, title, channel, view count and like count, with a Watch link that opens the video on YouTube
• Only videos their owner allows to be played on other websites are suggested, so a saved video will not turn into YouTube's "Video unavailable" panel on your public pages
• Click the play button on a suggestion to watch it right there, in the same player your visitors get
• The closest match is preselected. Click another card to choose it instead, or click the selected card again to clear it
• Save Videos attaches your choice to that act's schedule, where it appears on their public page
• Skip takes the act off the list without attaching anything, so it stops coming back
• Either way the act disappears from the list, and once the list is empty the tab says so

If a video does stop working later, because its owner turned off embedding or deleted it, you do not have to come back here. Remove video appears under the video on your schedule page and on the event page for anyone who can edit the schedule, and takes just that one video away. A nightly check also removes saved videos that YouTube can no longer play.

Availability

The Availability tab lets each team member mark specific dates as unavailable. It answers "can we book them that night" for the people who run the schedule with you, and it is only on Talent schedules.

Setting Availability

1. Click a date in the calendar to mark it unavailable. It gets a red overlay labelled Unavailable.
2. Click the same date again to clear the marker.
3. Click Save to store the month's changes. The button stays disabled until you change something, so nothing is saved by accident.

How Team Members See It

You edit only your own availability, but everyone's shows up together on the Schedule tab:

• Days on which someone is unavailable are highlighted on the Schedule tab calendar
• The info icon on such a day lists which team members are unavailable
• Each team member can only edit their own dates

Appointments Free - Available on the Free plan

The Appointments tab is where you offer bookable time slots, Calendly-style. Create appointment types with their own duration, weekly hours and optional price, and guests book a time on your public booking page.

• The tab has two views: appointment types, where you set up what can be booked, and Bookings, filtered by upcoming, pending, past and cancelled
• A Your booking page panel gives you the link to share once a type is active
• The tab header counts bookings that are still waiting for approval, so you can see at a glance if something needs a decision
• Bookings are private, so they never appear on your public schedule, and paid ones show up on your Sales page

For the full setup, see the Appointments guide.

Requests

The Requests tab holds everything waiting for your decision, and it only appears while something is actually pending. Once you have cleared the list the tab disappears again. The tab label carries the count, so you can see how many are waiting without opening it.

Two different things land here:

• Event requests. Anyone with your public request link can submit an event to your schedule, if you have turned Accept requests on. Each card shows the submitting schedule or venue with its picture, the date, the sub-schedule it was filed under, and the answers to any questions you added to your request form.
• Appointment bookings, when the appointment type has Require approval before confirming turned on. These cards are badged with the appointment type and show the guest's name, email, phone, chosen time, price and payment status, plus any note they left. A booking a guest has moved to a new time is badged as moved, so you can spot it in a long list.

Working through the list

1. View opens the public page for an event request so you can see the whole thing, and Edit opens it in the event form if you want to tidy it up before publishing.
2. Accept publishes the event on your schedule, or confirms the booking. The person who submitted it is emailed, and a guest who booked an appointment gets their confirmation and calendar invite.
3. Decline asks you to confirm, then removes it from your schedule and emails the submitter. Declining a booking also cancels it and frees the slot; if it was already paid you are reminded to refund it yourself.
4. Accept All at the top of the list takes everything in one go, after a confirmation that names the count. There is no bulk decline: declining is one at a time, on purpose.

Being told about them

Event Schedule emails owners and admins when new requests arrive. The setting is New event requests under Settings → Notifications, it is on unless you turn it off, and it is per person rather than per schedule. Viewers are never notified. If the schedule does not require approval there is nothing to notify about, and no email is sent.

To turn requests on, choose your request form, name schedules whose submissions skip approval, and set your request terms, see Creating Schedules: Requests. Talent schedules get a shorter version of those settings, because a request to book a performer is always reviewed by hand.

Followers

The Followers tab lists the people who have followed your schedule from its public page. Followers are the default recipients when you send a newsletter, which is the only thing that emails them: adding an event does not notify anyone by itself.

• The table gives each follower's name, email address, their own schedule if they run one, and the date they followed you
• Sort by name, email or date by clicking the column heading, and page through longer lists at the bottom
• QR Code at the top right downloads a PNG that points at your public schedule page, or at your custom domain if you have one, ready to print on a poster or a flyer
• Before you have any followers, the tab shows your public link instead so you can copy and share it

The QR code and the follow link are free on every plan. For more on growing your audience, see Sharing: Followers.

Team

The Team tab lists everyone who can get into this schedule's admin panel and at what level. Every schedule has exactly one owner: the person who created it.

Access Levels

Following is not an access level. Someone who follows your schedule from its public page is a member of your audience, not of your team, and gets no admin panel access at all.

Managing Members

1. Click Add Member and give their name and email address. A phone number is optional, and the level defaults to Admin.
2. They are emailed an invitation. If they have not accepted yet, the level column shows a Resend Invite button in place of a level, and, on eventschedule.com, a second SMS button when you gave a phone number and text messaging is configured.
3. Once they have signed up, the owner can change their level between Admin and Viewer from the dropdown in that row. It saves as soon as you pick.
4. Remove revokes access. Only the owner can remove someone else; anyone can remove themselves. The owner's own row has no Remove button.
5. Sort the list by name or email by clicking the column heading.

Plan

The Plan tab shows this schedule's subscription and what you have used of it. Plans are per schedule, so each schedule you run has its own.

What it shows

• Current plan (Free, Pro or Enterprise) and the billing term, monthly or yearly
• Status: Trial, Active, Cancelled, Past due or Inactive, with the date your trial ends, your access ends, or the subscription renews
• The payment method on file, with a prompt to add one if there is none
• Three usage meters: ticket sales this month, newsletter emails this month, and photo storage, each showing what is used, what is left, and when it resets

What you can do

• Upgrade to Pro or Enterprise. A free trial is offered alongside the upgrade button if this schedule has not used one
• Manage subscription opens the Stripe billing portal for invoices and card details
• Switch between monthly and yearly billing, with the price for each shown on the button
• Cancel, which leaves your paid features running until the end of the period, and Resume during that grace period
• Change to the free plan outright

These controls are the schedule owner's; other team members see the plan but not the buttons. The tab also links to the referral program, which can offset what you pay.

Ads on free schedules

Some Event Schedule sites cover their costs by showing ads at the bottom of free schedules' public pages. Where that is switched on, upgrading to Pro removes them, in the same way it removes the "Powered by Event Schedule" credit. Paid schedules never carry ads.

Even on a site that does show them, ads stay off your embedded calendars, your shareable event graphics, password-protected pages, custom domains, any event page that is actively selling tickets, and any page you or your team members are viewing while signed in.

You do not have to upgrade to be rid of them. Do not show other schedules' promotions under Settings → Advanced turns off ads as well as promotions, and it is free on every plan.

Audit Log

The Audit Log records the significant actions taken on your schedule so you can trace who did what and when. It is most useful on a shared schedule, and after the fact when something has changed and nobody remembers changing it.

Open it from Actions → Audit Log at the top right of the admin panel. It is available to owners and admins; viewers do not see the menu entry.

What is recorded

Reading and filtering it

• Each row gives the time, the person who did it (or "System" for anything automatic), the action as a coloured label, and a short detail
• Sort by any of those four columns by clicking its heading
• Filter by category, by a from and to date, and by a free-text search across the action and its details
• Clear resets the filters, and longer logs are paged 50 entries at a time

The log is scoped to this schedule: its own settings and subscription changes, its events, sales on those events, and its boost campaigns. Sign-ins and account-level changes are not shown here.

See Also

• Creating Schedules - Set up and configure your schedule
• Creating Events - Add and edit events on your schedule
• Appointments - Offer bookable time slots on a public booking page
• Newsletters - Email your followers about what is coming up
• Sharing Your Schedule - Share your schedule and grow your audience