Customize the details in your calendar event

When a new booking is made, we create an event on your linked calendar containing important information about the booking. The way this event appears on your calendar and what information it contains is completely customizable.

In this article:

Edit calendar event title
Customize calendar event description
Add event location
Invite participants to event
Customize booker calendar event

In your booking page, navigate to Notifications > Calendar Events.

Your calendar event title

The title is how the event will appear in your linked calendar. This helps you quickly see what type of appointment you have coming up as you plan your day. You can customize this with shorthand codes to reference booker information name like name, email, phone number, or you can reference the appointment type they booked or which team member received the booking.

The title is also what we display on your Bookings dashboard that lists all your bookings on YouCanBook.me. You might want to include extra shorthand codes in the title so that your booking list makes more sense when scanning through.

Calendar event description

The description setting allows you to control what text gets added to the larger text field for your events. There's no space limit here so you are free to add as much information about the booking as you need. By default, it will be set to include the shorthand code {FORMFIELDS}. This adds all the information gathered from your booker on your booking form. You can also add Zoom links, Dial in information, or any other details you want your booker to have.

TIP: Use the { } in the toolbar to access default shorthand codes, as well any any shorthand codes you've assigned to questions on your booking form. These can be included in your calendar event description to provide more details.

If there is some information from the booking form you don't want included on the calendar event, remove the {FORMFIELDS} shorthand code.

If you're integrated with Zoom, you can add the shorthand code {ZOOM-LINK} to display the unique link for your Zoom meeting.

To add cancellation links, use the shorthand code {CANCEL-LINK}.

To add reschedule links, use the shorthand code {RESCHEDULE-LINK}.

Event location

This setting allows you to tell Google what location to use for the new event. If all your events happen in the same place, click Set Location and enter the physical address in this box. Use any format that works well in the search box on maps.google.com. You can then reference this in your confirmation emails with the shorthand code {LOCATION}.

If the location of the meeting depends on information your booker enters on the booking form, you can put the shorthand code of that question in the location box, and that selection will pull through to the calendar event.

If you have Zoom integrated, select Zoom to generate a unique meeting link for each booking.

Invite participants to calendar event

With this feature toggled on, a calendar invite will be sent to the email address your booker entered on the booking form, and they will see the calendar event in their calendar the same way it appears in yours. They will also receive a calendar invite email in addition to any YouCanBook.me confirmation emails you've scheduled to send. You can also invite other people internally to any bookings you receive. More about this feature here.

Booker Calendar event

If you have Invite participants to calendar event turned off, you can control how the calendar event looks for your booker when they add the event to their calendar. It will be a separate event they will have to manually add to their calendar using the Add to calendar links in your confirmation email.