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How to Create Event Calendars

Learn how to create Event Calendars in GHL Customer Care, understand sync behavior, and manage bookings for seminars, expos, and shared events.

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  1. Key Benefits of Event Calendars
  2. Important Differences for Event Calendars
  3. When to Use Event Calendars
  4. How To Setup Event Calendars
  5. Frequently Asked Questions
  6. Related Articles

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Create bookable event schedules without assigning bookings to a specific user. Event Calendars are ideal for shared event experiences such as conferences, seminars, expos, and other scheduled events where a host does not need to be tied to the booking. 

TABLE OF CONTENTS

What are Event Calendars?

Event Calendars in GHL Customer Care are a calendar type designed for scheduling events that do not require a host or user association. Instead of assigning meetings to a specific team member, this calendar type allows bookings to be managed at the calendar level, which makes it a strong fit for public or shared event scheduling. This is especially helpful when availability is based on the event itself rather than an individual user's connected calendar, and it also makes Event Calendars one of the most straightforward calendar types to set up in GHL Customer Care.

Key Benefits of Event Calendars

  • No Host Required: Create bookable schedules without assigning meetings to a specific user.

  • Simple to launch: Set up an event-based booking calendar without needing to assign a user or build the calendar around a staff member's availability.

  • Simple Booking Experience: Share a booking link or embed code so attendees can register through a dedicated scheduling page.

  • Flexible Meeting Location Options: Add a physical location or paste a static virtual meeting link into the meeting location field.

  • Focused External Sync: Sync bookings only with the external calendar selected for that Event Calendar.

Important Differences for Event Calendars

Event Calendars behave differently from personal, team, and other calendar types in GHL Customer Care. Understanding these differences before setup helps prevent sync issues, unsupported meeting-link expectations, and confusion around calendar conflicts.

  • Event Calendars do not have users, so meetings cannot be assigned to a user.

  • Because no user is assigned, dynamic meeting link tools are not supported (such as Zoom, Google Meet, and Microsoft Teams)

  • To use online meetings, copy a static conferencing link from your meeting platform and paste it into the meeting location.

  • Because no user is assigned, meetings do not sync to a user's calendar from Calendar Settings > Connections.

  • Conflict calendars added under Calendar Settings > Connections are not considered for Event Calendars.

  • Meetings sync only to the calendar selected under External Sync for that Event Calendar.

  • Events are fetched from and pushed only to the selected external calendar.

  • Only one Google Calendar can be connected using External Sync.

When to Use Event Calendars

Choosing the right calendar type helps ensure your booking flow matches the experience you want to offer. Event Calendars are best when the event itself is the focus and bookings do not need to be tied to a specific staff member.

  • Use Event Calendars for conferences, expos, seminars, workshops, public sessions, and other shared event bookings.

  • Use Event Calendars when you do not want to assign meetings to a user.

  • Use Event Calendars when you want a faster, simpler setup that does not depend on a team member's availability settings.

  • Do not use Event Calendars when bookings need to rotate between users, depends on multiple staff calendars or depends on staff calendar availability.

How To Setup Event Calendars

  1. In your sub-account, go to Calendars from the left-hand navigation menu. In the top navigation bar, click Calendar Settings.
    Step 1 of 8: In your sub-account, go to Calendars from the left-hand navigation… What this shows Step 1 of 8: In your sub-account, go to Calendars from the left-hand navigation menu. What this shows Shows what to click for step 1 of 8 in the "How To Setup Event Calendars" section of "How to Create Event Calendars". This screenshot accompanies step 1 of 8 in the "How To Setup Event Calendars" section of "How to Create Event Calendars". At this point in the walkthrough you in your sub-account, go to Calendars from the left-hand navigation menu. In the top navigation bar, click Calendar Settings. The next step is to on the Calendar Settings page, click + New Calendar in the top-right corner. Step 1 of 8Image 1 of 8 What to clickIn your sub-account, go to Calendars from the left-hand navigation menu. In the top navigation bar, click Calendar Settings.
    Buttons and menus referenced CalendarsCalendar Settings+ New CalendarEvent Calendar.Calendar NameDescriptionCustom URLMeeting DurationAvailabilityMeeting LocationAdvanced SettingsConfirm
    Next stepOn the Calendar Settings page, click + New Calendar in the top-right corner.
    All 8 steps in this procedure
    1. In your sub-account, go to Calendars from the left-hand navigation menu. In the top navigation bar, click Calendar Settings. this image
    2. On the Calendar Settings page, click + New Calendar in the top-right corner.
    3. In the calendar type pop-up, open the drop-down for more calendar types and select Event Calendar.
    4. Enter a Calendar Name, optionally add a Description for the calendar and Customize the Custom URL if you want to change the booking widget link.
    5. Set the Meeting Duration and configure Availability by selecting the days and times the event can be booked.
    6. Add the Meeting Location. For in-person events, enter the physical location. For virtual events, paste a static conferencing link.
    7. Click Advanced Settings if you need to configure additional options.
    8. Click Confirm to create the Event Calendar. After the success message appears, copy the booking link or embed code as needed.
  2. On the Calendar Settings page, click + New Calendar in the top-right corner.
    Step 2 of 8: On the Calendar Settings page, click + New Calendar in the top-right… What this shows Step 2 of 8: On the Calendar Settings page, click + New Calendar in the top-right corner. What this shows Shows what to click for step 2 of 8 in the "How To Setup Event Calendars" section of "How to Create Event Calendars". This screenshot accompanies step 2 of 8 in the "How To Setup Event Calendars" section of "How to Create Event Calendars". At this point in the walkthrough you on the Calendar Settings page, click + New Calendar in the top-right corner. The next step is to in the calendar type pop-up, open the drop-down for more calendar types and select Event Calendar. Step 2 of 8Image 2 of 8 What to clickOn the Calendar Settings page, click + New Calendar in the top-right corner.
    Buttons and menus referenced + New CalendarCalendarsCalendar SettingsEvent Calendar.Calendar NameDescriptionCustom URLMeeting DurationAvailabilityMeeting LocationAdvanced SettingsConfirm
    Next stepIn the calendar type pop-up, open the drop-down for more calendar types and select Event Calendar.
    All 8 steps in this procedure
    1. In your sub-account, go to Calendars from the left-hand navigation menu. In the top navigation bar, click Calendar Settings.
    2. On the Calendar Settings page, click + New Calendar in the top-right corner. this image
    3. In the calendar type pop-up, open the drop-down for more calendar types and select Event Calendar.
    4. Enter a Calendar Name, optionally add a Description for the calendar and Customize the Custom URL if you want to change the booking widget link.
    5. Set the Meeting Duration and configure Availability by selecting the days and times the event can be booked.
    6. Add the Meeting Location. For in-person events, enter the physical location. For virtual events, paste a static conferencing link.
    7. Click Advanced Settings if you need to configure additional options.
    8. Click Confirm to create the Event Calendar. After the success message appears, copy the booking link or embed code as needed.
  3. In the calendar type pop-up, open the drop-down for more calendar types and select Event Calendar.
    Step 3 of 8: In the calendar type pop-up, open the drop-down for more calendar… What this shows Step 3 of 8: In the calendar type pop-up, open the drop-down for more calendar types and select Event Calendar. What this shows Shows what to fill in for step 3 of 8 in the "How To Setup Event Calendars" section of "How to Create Event Calendars". This screenshot accompanies step 3 of 8 in the "How To Setup Event Calendars" section of "How to Create Event Calendars". At this point in the walkthrough you in the calendar type pop-up, open the drop-down for more calendar types and select Event Calendar. The next step is to enter a Calendar Name, optionally add a Description for the calendar and Customize the Custom URL if you want to change the booking widget link. Step 3 of 8Image 3 of 8 What to fill inIn the calendar type pop-up, open the drop-down for more calendar types and select Event Calendar.
    Buttons and menus referenced Event Calendar.CalendarsCalendar Settings+ New CalendarCalendar NameDescriptionCustom URLMeeting DurationAvailabilityMeeting LocationAdvanced SettingsConfirm
    Next stepEnter a Calendar Name, optionally add a Description for the calendar and Customize the Custom URL if you want to change the booking widget link.
    All 8 steps in this procedure
    1. In your sub-account, go to Calendars from the left-hand navigation menu. In the top navigation bar, click Calendar Settings.
    2. On the Calendar Settings page, click + New Calendar in the top-right corner.
    3. In the calendar type pop-up, open the drop-down for more calendar types and select Event Calendar. this image
    4. Enter a Calendar Name, optionally add a Description for the calendar and Customize the Custom URL if you want to change the booking widget link.
    5. Set the Meeting Duration and configure Availability by selecting the days and times the event can be booked.
    6. Add the Meeting Location. For in-person events, enter the physical location. For virtual events, paste a static conferencing link.
    7. Click Advanced Settings if you need to configure additional options.
    8. Click Confirm to create the Event Calendar. After the success message appears, copy the booking link or embed code as needed.
  4. Enter a Calendar Name, optionally add a Description for the calendar and Customize the Custom URL if you want to change the booking widget link.
    Step 4 of 8: Enter a Calendar Name, optionally add a Description for the calendar… What this shows Step 4 of 8: Enter a Calendar Name, optionally add a Description for the calendar and Customize the Custom URL if you want to change the booking widget link. What this shows Shows what to fill in for step 4 of 8 in the "How To Setup Event Calendars" section of "How to Create Event Calendars". This screenshot accompanies step 4 of 8 in the "How To Setup Event Calendars" section of "How to Create Event Calendars". At this point in the walkthrough you enter a Calendar Name, optionally add a Description for the calendar and Customize the Custom URL if you want to change the booking widget link. The next step is to set the Meeting Duration and configure Availability by selecting the days and times the event can be booked. Step 4 of 8Image 4 of 8 What to fill inEnter a Calendar Name, optionally add a Description for the calendar and Customize the Custom URL if you want to change the booking widget link.
    Buttons and menus referenced Calendar NameDescriptionCustom URLCalendarsCalendar Settings+ New CalendarEvent Calendar.Meeting DurationAvailabilityMeeting LocationAdvanced SettingsConfirm
    Next stepSet the Meeting Duration and configure Availability by selecting the days and times the event can be booked.
    All 8 steps in this procedure
    1. In your sub-account, go to Calendars from the left-hand navigation menu. In the top navigation bar, click Calendar Settings.
    2. On the Calendar Settings page, click + New Calendar in the top-right corner.
    3. In the calendar type pop-up, open the drop-down for more calendar types and select Event Calendar.
    4. Enter a Calendar Name, optionally add a Description for the calendar and Customize the Custom URL if you want to change the booking widget link. this image
    5. Set the Meeting Duration and configure Availability by selecting the days and times the event can be booked.
    6. Add the Meeting Location. For in-person events, enter the physical location. For virtual events, paste a static conferencing link.
    7. Click Advanced Settings if you need to configure additional options.
    8. Click Confirm to create the Event Calendar. After the success message appears, copy the booking link or embed code as needed.
  5. Set the Meeting Duration and configure Availability by selecting the days and times the event can be booked.
    Step 5 of 8: Set the Meeting Duration and configure Availability by selecting the… What this shows Step 5 of 8: Set the Meeting Duration and configure Availability by selecting the days and times the event can be booked. What this shows Shows what this covers for step 5 of 8 in the "How To Setup Event Calendars" section of "How to Create Event Calendars". This screenshot accompanies step 5 of 8 in the "How To Setup Event Calendars" section of "How to Create Event Calendars". At this point in the walkthrough you set the Meeting Duration and configure Availability by selecting the days and times the event can be booked. The next step is to add the Meeting Location. For in-person events, enter the physical location. For virtual events, paste a static conferencing link. Step 5 of 8Image 5 of 8 What this coversSet the Meeting Duration and configure Availability by selecting the days and times the event can be booked.
    Buttons and menus referenced Meeting DurationAvailabilityCalendarsCalendar Settings+ New CalendarEvent Calendar.Calendar NameDescriptionCustom URLMeeting LocationAdvanced SettingsConfirm
    Next stepAdd the Meeting Location. For in-person events, enter the physical location. For virtual events, paste a static conferencing link.
    All 8 steps in this procedure
    1. In your sub-account, go to Calendars from the left-hand navigation menu. In the top navigation bar, click Calendar Settings.
    2. On the Calendar Settings page, click + New Calendar in the top-right corner.
    3. In the calendar type pop-up, open the drop-down for more calendar types and select Event Calendar.
    4. Enter a Calendar Name, optionally add a Description for the calendar and Customize the Custom URL if you want to change the booking widget link.
    5. Set the Meeting Duration and configure Availability by selecting the days and times the event can be booked. this image
    6. Add the Meeting Location. For in-person events, enter the physical location. For virtual events, paste a static conferencing link.
    7. Click Advanced Settings if you need to configure additional options.
    8. Click Confirm to create the Event Calendar. After the success message appears, copy the booking link or embed code as needed.
  6. Add the Meeting Location. For in-person events, enter the physical location. For virtual events, paste a static conferencing link.
    Step 6 of 8: Add the Meeting Location. For in-person events, enter the physical… What this shows Step 6 of 8: Add the Meeting Location. What this shows Shows what to fill in for step 6 of 8 in the "How To Setup Event Calendars" section of "How to Create Event Calendars". This screenshot accompanies step 6 of 8 in the "How To Setup Event Calendars" section of "How to Create Event Calendars". At this point in the walkthrough you add the Meeting Location. For in-person events, enter the physical location. For virtual events, paste a static conferencing link. The next step is to click Advanced Settings if you need to configure additional options. Step 6 of 8Image 6 of 8 What to fill inAdd the Meeting Location. For in-person events, enter the physical location. For virtual events, paste a static conferencing link.
    Buttons and menus referenced Meeting LocationCalendarsCalendar Settings+ New CalendarEvent Calendar.Calendar NameDescriptionCustom URLMeeting DurationAvailabilityAdvanced SettingsConfirm
    Next stepClick Advanced Settings if you need to configure additional options.
    All 8 steps in this procedure
    1. In your sub-account, go to Calendars from the left-hand navigation menu. In the top navigation bar, click Calendar Settings.
    2. On the Calendar Settings page, click + New Calendar in the top-right corner.
    3. In the calendar type pop-up, open the drop-down for more calendar types and select Event Calendar.
    4. Enter a Calendar Name, optionally add a Description for the calendar and Customize the Custom URL if you want to change the booking widget link.
    5. Set the Meeting Duration and configure Availability by selecting the days and times the event can be booked.
    6. Add the Meeting Location. For in-person events, enter the physical location. For virtual events, paste a static conferencing link. this image
    7. Click Advanced Settings if you need to configure additional options.
    8. Click Confirm to create the Event Calendar. After the success message appears, copy the booking link or embed code as needed.
  7. Click Advanced Settings if you need to configure additional options.
    Step 7 of 8: Click Advanced Settings if you need to configure additional options What this shows Step 7 of 8: Click Advanced Settings if you need to configure additional options. What this shows Shows what to click for step 7 of 8 in the "How To Setup Event Calendars" section of "How to Create Event Calendars". This screenshot accompanies step 7 of 8 in the "How To Setup Event Calendars" section of "How to Create Event Calendars". At this point in the walkthrough you click Advanced Settings if you need to configure additional options. The next step is to click Confirm to create the Event Calendar. After the success message appears, copy the booking link or embed code as needed. Step 7 of 8Image 7 of 8 What to clickClick Advanced Settings if you need to configure additional options.
    Buttons and menus referenced Advanced SettingsCalendarsCalendar Settings+ New CalendarEvent Calendar.Calendar NameDescriptionCustom URLMeeting DurationAvailabilityMeeting LocationConfirm
    Next stepClick Confirm to create the Event Calendar. After the success message appears, copy the booking link or embed code as needed.
    All 8 steps in this procedure
    1. In your sub-account, go to Calendars from the left-hand navigation menu. In the top navigation bar, click Calendar Settings.
    2. On the Calendar Settings page, click + New Calendar in the top-right corner.
    3. In the calendar type pop-up, open the drop-down for more calendar types and select Event Calendar.
    4. Enter a Calendar Name, optionally add a Description for the calendar and Customize the Custom URL if you want to change the booking widget link.
    5. Set the Meeting Duration and configure Availability by selecting the days and times the event can be booked.
    6. Add the Meeting Location. For in-person events, enter the physical location. For virtual events, paste a static conferencing link.
    7. Click Advanced Settings if you need to configure additional options. this image
    8. Click Confirm to create the Event Calendar. After the success message appears, copy the booking link or embed code as needed.

  8. Click Confirm to create the Event Calendar. After the success message appears, copy the booking link or embed code as needed.

    Step 8 of 8: Click Confirm to create the Event Calendar. After the success message… What this shows Step 8 of 8: Click Confirm to create the Event Calendar. What this shows Shows how to confirm for step 8 of 8 in the "How To Setup Event Calendars" section of "How to Create Event Calendars". This screenshot accompanies step 8 of 8 in the "How To Setup Event Calendars" section of "How to Create Event Calendars". At this point in the walkthrough you click Confirm to create the Event Calendar. After the success message appears, copy the booking link or embed code as needed. Step 8 of 8Image 8 of 8 How to confirmClick Confirm to create the Event Calendar. After the success message appears, copy the booking link or embed code as needed.
    Buttons and menus referenced ConfirmCalendarsCalendar Settings+ New CalendarEvent Calendar.Calendar NameDescriptionCustom URLMeeting DurationAvailabilityMeeting LocationAdvanced Settings
    All 8 steps in this procedure
    1. In your sub-account, go to Calendars from the left-hand navigation menu. In the top navigation bar, click Calendar Settings.
    2. On the Calendar Settings page, click + New Calendar in the top-right corner.
    3. In the calendar type pop-up, open the drop-down for more calendar types and select Event Calendar.
    4. Enter a Calendar Name, optionally add a Description for the calendar and Customize the Custom URL if you want to change the booking widget link.
    5. Set the Meeting Duration and configure Availability by selecting the days and times the event can be booked.
    6. Add the Meeting Location. For in-person events, enter the physical location. For virtual events, paste a static conferencing link.
    7. Click Advanced Settings if you need to configure additional options.
    8. Click Confirm to create the Event Calendar. After the success message appears, copy the booking link or embed code as needed. this image

Frequently Asked Questions

Q: Can Event Calendars use virtual locations such as Zoom, Google Meet, or Microsoft Teams automatically?
Yes. Dynamic meeting links are not supported because Event Calendars do not have an assigned user but a static link can be use.

Q: Where do Event Calendar bookings sync?
Bookings sync only to the external calendar selected for that Event Calendar.

Q: Can Event Calendars sync with more than one Google Calendar?
No. Only one Google Calendar can be connected using External Sync.

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