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Creating Schedules

Set up and configure your schedule - from basic details and contact info to sub-schedules, calendar integrations, and auto import.

Schedule Types

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

Type Best For Key Features
Talent Musicians, DJs, performers, speakers Events display venues, focused on "where you'll be"
Venue Bars, clubs, theaters, event spaces Full address support, map integration
Curator Promoters, bloggers, community organizers Aggregate events from multiple sources

Details

Configure your schedule's core identity in Admin Panel → Profile → Edit. Details are organized into three tabs: General, Localization, and Contact Info.

Schedule details settings

General

Schedule Name

Your schedule's display name. This appears at the top of your schedule page and in search results. Use your band name, venue name, or organization name.

English Name

If your schedule name is in a non-English language, you can provide an English translation. This helps with discoverability and accessibility for international visitors.

Short Description

A brief subtitle for your schedule (up to 200 characters). This appears below your schedule name on the schedule page. If your schedule name is in a non-English language, an additional Short Description (English) field appears for providing an English translation.

Description

A bio or description of your schedule. Supports Markdown formatting for links, bold text, lists, and more. Tell visitors what you're about and what kind of events they can expect.

Localization

Language

Choose from 11 supported languages: English, Spanish, German, French, Italian, Portuguese, Hebrew, Dutch, Arabic, Estonian, and Russian. This affects the interface language on your schedule page.

Timezone

Set your schedule's timezone. All event times are displayed in this timezone. Important for audiences in multiple regions.

Time Format

Choose between 12-hour (2:00 PM) or 24-hour (14:00) time format based on your audience's preference.

AI Details Generator Enterprise

Let AI generate a short description and description for your schedule based on its name and type.

How It Works

Click the AI button in the Details section header, select which fields to generate, and the AI will create content based on your schedule's name and type.

Generated Fields

Short description and description. Fields with existing values show a blue dot indicator; generating will replace their content.

Note: Selfhosted installations require a Gemini API key and an OpenAI API key configured in the environment settings for AI features to work.

Address

For Venue schedules, you can add a full physical address. This enables map integration and helps visitors find your location.

Schedule address settings

Street Address

Your venue's street address (e.g., "123 Main Street").

City, State/Province, Postal Code

Fill in your city, state or province, and postal/zip code for complete address information.

Country

Select your country from the dropdown. This is used for address formatting and map display.

Address Validation

When you enter an address, Event Schedule validates it and generates map coordinates. This powers the interactive map on your schedule page.

Contact Info

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

Schedule contact information settings

Email Address

A public contact email for inquiries. Use the "Show email" toggle to control whether this is visible to visitors.

Phone Number

A contact phone number in international format. Use the "Show phone number" toggle to control whether this is visible to visitors. On the hosted platform, the phone number must be verified via SMS before it will be displayed publicly.

Website URL

Link to your main website. Opens in a new tab when visitors click it.

City/Country

For non-Venue schedules, you can specify location details without requiring a full street address. Curator schedules have both City and Country fields. Talent schedules have a Country field only. This appears on your profile to give visitors a sense of your location.

Style

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

Customize

Customize your schedule with sub-schedules, custom fields, and sponsors. Access these settings from Admin Panel → Profile → Edit → Customize.

Sub-schedules

Organize your events into sub-schedules (categories). This helps visitors filter and find events that interest them.

Sub-schedules settings

Creating Sub-schedules

To create a sub-schedule, go to Admin Panel → Profile → Edit → Customize and select the Sub-schedules tab.

Use Cases

Create sub-schedules like "Live Music", "DJ Nights", "Comedy Shows", or "Workshops". Each sub-schedule gets its own URL and can be filtered.

Sub-schedule Name & English Name

Like schedules, sub-schedules can have localized names with English translations for multilingual support.

URL Slugs

Each sub-schedule gets a URL slug (e.g., /live-music) so visitors can bookmark and share filtered views.

Color

Assign a color to each sub-schedule. Choose from 14 preset colors. The color is used to visually distinguish sub-schedules in calendar views and filter buttons.

Assigning Events to Sub-schedules

When creating or editing an event, select a sub-schedule from the dropdown. Events can belong to one sub-schedule at a time.

Custom Fields Pro

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:

Field Name & English Name

The display name for the field. For non-English schedules, an English name field also appears for translation.

Field Type

Choose from six types: String (single-line text), Multiline String (multi-line text), Switch (on/off toggle), Date (date picker), Dropdown (single select from predefined options), or Multiselect (multiple selections from predefined options).

AI Prompt

An optional prompt that helps AI fill in this field automatically when using AI Import or the AI Details Generator.

Required

Mark a field as required so that events cannot be saved without providing a value.

Reordering

Drag and drop fields to change the order they appear on event forms.

Variable Description Example
{custom_1} Value of the 1st custom field john-smith
{custom_2} Value of the 2nd custom field room-101
{custom_3} Value of the 3rd custom field workshop
...up to {custom_10}
URL-Safe Formatting

All variable values are automatically converted to URL-safe slugs: lowercase letters, numbers, and dashes only. For example, "Summer Concert" becomes "summer-concert" and "New York" becomes "new-york".

Sponsors

Showcase your sponsors on your schedule page. Add sponsor logos, names, URLs, and assign tiers (Gold, Silver, Bronze). Sponsors are displayed in a dedicated section on your public schedule page.

Adding Sponsors

Enter a sponsor name, optional URL, tier level, and upload a logo. You can add up to 12 sponsors per schedule.

Reordering

Drag and drop sponsors to change their display order on the public schedule page.

Custom Labels Pro

Override any of the default labels displayed on your public schedule page. For example, change "Events" to "Shows", "Follow" to "Subscribe", or "Free entry" to "No cover charge".

Adding a Custom Label

Select a label from the dropdown and click Add. Enter your custom text in the "Custom Value" field. For non-English schedules, you can also provide an English translation or let it be auto-translated.

Available Labels

You can customize labels for buttons (Request to Book, Submit Event, Follow), navigation (Events, Filters, Past Events), event details (Free entry, Schedule, Category, Venue), and more.

Settings

Configure how your schedule works in Admin Panel → Profile → Edit. Settings are organized into four tabs.

Schedule settings

General

Schedule URL / Subdomain

Your unique URL identifier. On the hosted version, this becomes yourname.eventschedule.com. Choose something memorable and easy to type.

Custom Domain Enterprise

Use your own domain (e.g., events.yourbrand.com) instead of a subdomain. A custom domain gives your shared schedule URL a more professional look.

There are two modes: Direct mode and Redirect mode. See setup instructions below.

Event URL Pattern

Customize how event URLs are generated. Use variables like {event_name}, {date_dmy}, {venue}, etc.

Example: {event_name}-{date_dmy} creates URLs like my-event-27-1

URL Pattern Variables

Use these variables in your Event URL Pattern. All values are automatically converted to URL-safe format (lowercase, spaces become dashes).

Date & Time
Variable Description Example
{day_name} Full day name (translated) wednesday
{day_short} Short day name (translated) wed
{date_dmy} Day-month format 15-3
{date_mdy} Month-day format 3-15
{date_full_dmy} Full date (day-month-year) 15-03-2025
{date_full_mdy} Full date (month-day-year) 03-15-2025
{month} Month number 3
{month_name} Full month name (translated) march
{month_short} Short month name (translated) mar
{day} Day of month 15
{year} Year 2025
{time} Start time 20-00 or 8-00-pm
{end_time} End time 22-00 or 10-00-pm
{duration} Duration in hours 2
Event Information
Variable Description Example
{event_name} Event Name summer-concert
Venue Information
Variable Description Example
{venue} Venue name (translated) central-park
{city} City new-york
{address} Street address 123-main-st
{state} State/Province ny
{country} Country us
Ticket Information
Variable Description Example
{currency} Currency code usd
{price} Lowest ticket price (or price range) 10 or 10-25
{coupon_code} Coupon code SAVE20

Custom Domain Setup Enterprise

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 shark-app-gz929.ondigitalocean.app.
  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

Configure which email notifications you receive for schedule activity.

Notify New Request

Receive an email when someone submits a new event request to your schedule.

Notify New Fan Content

Receive an email when someone submits fan content (photos or videos) to one of your events.

Notify New Sale

Receive an email when a ticket sale is completed for one of your events.

Notify New Feedback

Receive an email when an attendee submits post-event feedback for one of your events.

Notify New Poll Option

Receive an email when a visitor suggests a new option on one of your event polls (requires Allow User Options to be enabled).

Email Settings Required

On the hosted platform, notification emails require Email settings to be configured. Without SMTP settings, notifications will be disabled.

Advanced

First Day of Week

Choose which day your calendar week starts on. All seven days are available (Sunday, Monday, Tuesday, etc.).

Import Form Fields

Customize which fields are shown on the event request form. This lets you control what information submitters provide when requesting events.

Link Directly to Registration

When enabled, clicking events on the calendar or scanning QR codes in event graphics will link directly to the event's registration URL instead of showing the event detail page first. Only affects events that have a registration URL configured.

Default Curator Schedules

For non-Curator schedules, if you also manage Curator-type schedules, you can select which curator schedules new events are automatically shared to. This saves you from manually selecting curators on each event. Only shown when you have available curator schedules.

Engagement

Configure how visitors interact with your schedule through event requests, fan content, and feedback.

Schedule engagement settings

Requests

Accept Event Requests

Allow others to submit events to your schedule. Submitted events can be reviewed in the pending queue. Perfect for:

  • Talent: Allow others to request to book you for events
  • Venues: Accept booking requests from bands and performers
  • Curators: Let the community submit local events
  • Organizations: Collect event submissions from members

Require Account

Require submitters to have an account before they can submit event requests. This helps identify who is submitting events and prevents anonymous submissions.

Require Approval

When enabled, submitted events go to a pending queue for your approval before appearing publicly. Review requests in Admin Panel → Schedule → Pending.

Approved Schedules

When Require Approval is enabled, you can restrict submissions to only pre-approved schedules. Add specific schedules to the approved list, and only those schedules will be able to submit event requests.

Request Terms

Add custom terms or guidelines that submitters must agree to when requesting events. Use this to set expectations about your booking policies, technical requirements, or submission guidelines.

Event Request Form

Choose the type of request form shown to visitors: AI Import (paste event text or upload a flyer and let AI extract the details) or Booking Form (a structured form with predefined fields). Available for Venue and Curator schedules.

Fan Content

Control which types of fan content visitors can submit to your events. Each type has its own toggle and all submissions require your approval before appearing publicly.

Fan Comments

Allow visitors to submit text comments on your events.

Fan Photos

Allow visitors to upload photos to your events.

Fan Videos

Allow visitors to submit YouTube or Vimeo video links on your events.

Feedback

Enable Feedback

Automatically send feedback requests to attendees after events end. Attendees receive an email asking them to rate the event and leave comments.

Feedback Delay

Set how long after an event ends before feedback requests are sent. Choose from 1 hour to 48 hours depending on your preference.

Email Settings Required

On the hosted platform, feedback emails require Email settings to be configured.

Carpool

Enable Carpool

Turn on carpool matching to let attendees coordinate rides to and from your events. When enabled, a carpool link appears on the event page where attendees can offer rides or request a spot.

How It Works

Drivers create ride offers specifying their city, direction (to event, from event, or round trip), available spots, and optional departure time and meeting point. Attendees browse available offers and request a spot. Drivers then approve or decline requests, and approved riders receive the driver's contact information.

Pro Feature

Carpool matching is available on the Pro plan and above.

Auto Import Selfhost

Automatically import events from external sources to keep your schedule up-to-date without manual entry.

Auto import settings

Import from URLs

Add URLs of event pages, venue calendars, or artist websites. Event Schedule's AI will automatically parse and import events from these sources on a regular schedule.

Works great with: Venue event pages, artist tour pages, Facebook event listings, Eventbrite organizer pages, Bandsintown profiles, and most websites that list events.

Import by City Search

Search for events by city name to automatically discover and import local events. Great for curators building comprehensive local calendars.

Setting Up Auto Import

  1. Go to Admin Panel → Profile → Edit
  2. Scroll to the Auto Import section
  3. Add URLs or city names you want to import from
  4. Click Test Import to verify your sources are working correctly before saving
  5. Events will be automatically checked and imported on a regular schedule
Tip

Auto-imported events go to your pending queue if you have Require Approval enabled, so you can review them before they appear publicly.

Integrations

Sync your schedule with external calendar systems for smooth event management.

Calendar integration settings

Sync Direction Options

Choose one-way sync (import only or export only) or two-way sync to keep both calendars in perfect harmony.

Email

Configure email delivery for your schedule's notifications and communications.

Email settings
Availability

Custom email settings are available for selfhosted installations and Pro plans.

SMTP Configuration

Configure your own SMTP server for sending emails. This gives you full control over deliverability and lets you use your email provider.

Custom Sender Address

Send emails from your own domain (e.g., [email protected]) instead of the default Event Schedule address.

Custom email settings also apply to newsletters sent from your schedule.

Setting Up Custom Email

  1. Go to Admin Panel → Profile → Edit
  2. Navigate to the Integrations section and select the Email tab
  3. Enter your SMTP server details (host, port, username, password)
  4. Set your custom sender name and email address
  5. Send a test email to verify the configuration

Google Calendar

Connect your Google Calendar for bidirectional sync. Events created in either place stay synchronized automatically. Supports webhook-based real-time updates.

First, make sure you've connected your Google account in Account Settings. Then:

  1. Go to Admin Panel → Profile → Edit
  2. Scroll to Integrations
  3. Click Connect Google Calendar
  4. Authorize Event Schedule to access your Google Calendar
  5. Select which calendar to sync and choose sync direction
Selfhost Note

Google Calendar integration requires API credentials configuration. See the selfhost Google Calendar docs for setup instructions.

CalDAV

Connect to any CalDAV-compatible calendar (Apple Calendar, Fastmail, Nextcloud, etc.) for cross-platform synchronization.

  1. Go to Admin Panel → Profile → Edit
  2. Scroll to Integrations
  3. Enter your CalDAV server URL, username, and password
  4. Select which calendar to sync with
  5. Choose your sync direction: to CalDAV, from CalDAV, or bidirectional

Once connected, the integration status shows your server host. You can disconnect at any time to stop syncing.

Advanced

The Advanced tab contains the calendar description template and feed URLs for your schedule.

Calendar Description Template

By default, events synced to Google Calendar or CalDAV use the event description as the calendar entry's description. With the Calendar Description Template, you can customize what information appears using the same variable system as event graphics.

Leave the template empty to use the event description as-is (default behavior). When a template is set, all events synced outbound from Event Schedule to your connected calendar will use the interpolated template.

Example

A template like:

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

{description}

{url}

Would produce a calendar description like:

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

Date & Time
Variable Description Example
{day_name} Full day name (translated) Wednesday
{day_short} Short day name (translated) Wed
{date_dmy} Day/month format 15/3
{date_mdy} Month/day format 3/15
{date_full_dmy} Full date (day/month/year) 15/03/2025
{date_full_mdy} Full date (month/day/year) 03/15/2025
{month} Month number 3
{month_name} Full month name (translated) March
{month_short} Short month name (translated) Mar
{day} Day of month 15
{year} Year 2025
{time} Start time (uses schedule's 24h setting) 20:00 or 8:00 PM
{end_time} End time (uses schedule's 24h setting) 22:00 or 10:00 PM
{duration} Duration in hours 2
Event Information
Variable Description Example
{event_name} Event Name Summer Concert
{short_description} Short Description Live jazz with local artists
{description} Description Join us for a night of music...
{url} Event URL https://...
Venue Information
Variable Description Example
{venue} Venue name (translated) Central Park
{city} City New York
{address} Street address 123 Main St
{state} State/Province NY
{country} Country US
Ticket Information
Variable Description Example
{currency} Currency code USD
{price} Lowest ticket price (or "Free") 10
{coupon_code} Event coupon code SAVE20
Custom Fields Pro

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

Variable Description Example
{custom_1} Value of the 1st custom field John Smith
{custom_2} Value of the 2nd custom field Room 101
{custom_3} Value of the 3rd custom field Workshop
...up to {custom_10}

Feeds

The Advanced tab also provides read-only feed URLs that let others subscribe to your schedule's events from external applications.

  • iCal Feed - Subscribe to your schedule's events from any calendar app (Google Calendar, Apple Calendar, Outlook, etc.). The calendar will automatically stay up to date as you add or change events.
  • RSS Feed - Follow your schedule's events using any RSS reader. Useful for staying notified about new events.

Each feed has a copy button to quickly copy the URL to your clipboard for sharing or pasting into another app.

Note

Feed URLs are only available after the schedule has been saved. Create and save your schedule first, then return to the Advanced tab to find your URLs.

See Also

Previous
Getting Started
Next
Managing Schedules