Learn how to create events in AddCal and share them with your audience using multiple distribution methods including direct links, add-to-calendar buttons, and QR codes.
What is an Event?
Events are the core building blocks of your AddCal calendar. Each event includes:
Title and description - What your event is about
Date and time - When it takes place (with timezone support)
Location - Physical address or virtual meeting link
RSVP collection - Track who's attending
Add-to-calendar links - One-click calendar integration
Events are perfect for conferences, webinars, workshops, meetings, social gatherings, and any occasion you want people to save to their calendars.
Creating Your First Event
Step 1: Access Event Creation
From your dashboard, click the Create button
Select Event from the dropdown menu
Choose which calendar the event belongs to
Step 2: Add Event Information
Required Fields:
Title - A clear, descriptive name for your event
Start Date/Time - When the event begins
End Date/Time - When the event concludes
Timezone - The timezone for your event times
Optional Fields:
Internal Name - A private name only you and your team see (useful for organizing similar events)
Description - Rich text details about your event (supports formatting)
Location - Physical address or virtual meeting URL (URLs are automatically hyperlinked)
Tags - Categorize events for filtering on your calendar page
Pin Event - Keep important events at the top of your calendar and admin panel
Step 3: Configure Time Settings
Timed Events:
Set specific start and end times
Choose the appropriate timezone
Times display in the viewer's timezone when they visit
All-Day Events:
Toggle "All day" for events without specific times
Perfect for holidays, deadlines, or multi-day occasions
Step 4: Save Your Event
Choose how to publish:
Create Event - Publishes immediately and is visible to your audience
Create Draft Event - Saves privately for later editing before publishing
Sharing Your Event
Once created, navigate to the Share tab on your event page to access all sharing options.
1. Event Landing Page
Every event gets a dedicated public page featuring:
Full event details with rich formatting
Add-to-calendar buttons for all major platforms
Timezone display (auto-detects visitor's timezone)
RSVP form (if enabled)
Custom branding from your appearance settings
How to share: Copy the public URL from the Share tab and distribute via email, social media, or your website.
2. Add-to-Calendar Links
Provide direct links for each calendar platform:
Google Calendar - Opens Google Calendar with event pre-filled
Apple Calendar - Downloads .ics file for Apple devices
Outlook - Opens Outlook.com with event details
Office 365 - Integrates with Microsoft 365 calendars
Yahoo Calendar - Opens Yahoo Calendar
ICS Download - Universal calendar file format
3. Embeddable Button
Add a styled "Add to Calendar" button to your website:
Go to the Share tab on your event
Find the "Embed Button" section
Copy the HTML code
Paste into your website, email template, or landing page
The button automatically displays all calendar options when clicked.
4. QR Code
Generate a QR code for easy mobile access:
Click Download QR Code on the Share tab
Use in printed materials, presentations, or signage
Scanning opens the event landing page on mobile devices
Collecting RSVPs
Track attendance by enabling RSVPs:
Go to the RSVPs tab on your event
Click Enable RSVPs
Configure settings (optional): attendee limits, custom forms, email confirmations
Attendees can respond with:
Yes - Confirmed attending
Maybe - Tentative
No - Not attending
View all responses in your dashboard and export attendee lists as CSV files.
Customizing Event Appearance
Make your events match your brand:
Event Image
Upload a custom banner image for your event page
Images display at the top of your event landing page
Recommended for conferences, workshops, and promotional events
Appearance Template
Apply custom colors, fonts, and branding
Create templates in your team settings
Consistent branding across all your events
Note: Custom images and appearance templates are available with premium subscriptions.
Advanced Settings
Busy/Free Status
Control how the event appears on subscribers' calendars:
Busy - Shows as unavailable during event time
Free - Shows as available (useful for optional events)
Calendar Default - Uses your calendar's default setting
Default Reminder
Set a default reminder for people who add your event:
Options range from "At time of event" to "1 week before"
Reminder appears in their calendar app
Short Link
Create a custom short URL for easier sharing:
Example: addcal.co/e/my-event-name
Easier to share verbally or in print
Recurring Events
For events that repeat on a schedule:
When creating your event, enable the recurring option
Set the pattern (daily, weekly, monthly, etc.)
Define when the series ends
AddCal creates an Event Series with individual instances that can be customized independently. Each instance has its own RSVP list and can be edited without affecting other events in the series.
For more details, see our guide on Understanding Event Series.
Managing Your Events
Editing Events
Navigate to your event page
Click the Edit tab
Make your changes
Click Update Event
Changes are reflected immediately on your public event page.
Draft Mode
Toggle draft mode to hide an event from public view:
Draft events show an orange "Draft" badge
Only visible to your team
RSVPs are disabled while in draft mode
Duplicating Events
Quickly create similar events:
Open an existing event
Click the Duplicate option
Modify the copied details as needed
Save as a new event
Deleting Events
Open the event you want to remove
Go to the Edit tab
Click Delete
Confirm the deletion
Warning: Deleted events cannot be recovered. People who added the event to their calendars will still see it, but it will no longer sync with updates.
Tracking Event Performance
View analytics on the Analytics tab:
Clicks - How many people viewed your event page
Adds - How many people added the event to their calendar
RSVP counts - Breakdown of Yes/Maybe/No responses
Traffic sources - Where your visitors are coming from
Device breakdown - Mobile vs desktop visitors
Use this data to understand which events resonate with your audience and optimize your promotion strategy.
Troubleshooting
Wrong Time Showing
Verify the timezone is set correctly on your event
Times display in the viewer's local timezone by default
Check that daylight saving time is accounted for
Event Not Appearing on Subscriber Calendars
Ensure the event is published (not in draft mode)
Calendar subscriptions may take up to 24 hours to sync
Ask subscribers to refresh their calendar app
RSVPs Not Working
Confirm RSVPs are enabled on the RSVPs tab
Check if you've hit your RSVP limit (if set)
Verify the event is not in draft mode
Best Practices
Event Content
Use clear titles - Make it obvious what the event is about
Include all details - Time, location, and what to expect
Add location links - Use URLs for virtual events, addresses for in-person
Set accurate times - Double-check timezone settings
Sharing Strategy
Share early - Give people time to plan
Use multiple channels - Email, social media, website
Include add-to-calendar buttons - Make it easy to save
Enable RSVPs - Track attendance and collect contact info
Next Steps
Now that you've created your first event:
Share your event link - Send it to your audience via email or social media
Enable RSVPs - Start collecting attendee information
Monitor analytics - Track who's viewing and adding your event
Create more events - Build out your calendar with upcoming occasions
Explore recurring events - Set up event series for regular occurrences
You're now ready to create and share professional events that integrate seamlessly with your audience's calendars!
Need Help?
If you have questions or encounter issues:
Browse our other help articles for specific features
Contact us at [email protected]
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