How to Create a Scheduling Calendar to Organize Events: A Step-by-Step Guide

Discover how to create an event schedule with minimal effort. Create events, update them and distribute them with ease.

How to Create a Scheduling Calendar to Organize Events: A Step-by-Step Guide

For any business or organization, having a clear and organized calendar is an important contributor to success. A calendar lets us create meetings with potential customers, organize events to enhance our reach and maintain contact with existing customers. That’s why scheduling events is so important.

Without calendar planning, scheduling events can become tedious and hard. But it doesn’t always have to be that way.

In this post, we’re going to discover how Nylas can help us with a scheduling solution called Scheduler, a ready-made component that contains everything we need to create, update, manage and organize events.

What is our agenda?

Do you have a Nylas account?

If you don’t have a Nylas account, you can easily create one and enjoy the benefits and features of Nylas. No worries, no credit card is required. Start building with Nylas.

Scheduler Setup

The only thing we need to do is to create a file called scheduler-example.html and get your Nylas Access Token (which you can re-generate by going into your Nylas Dashboard and going into Accounts on the left-side menu, selecting our account, and then pressing “Generate New Token”):

Generate new token

Here’s the source code that we need to configure and open our Scheduler page:

<!DOCTYPE html>
<html lang="en-US">
  <head>
    <meta charset="UTF-8">
    <meta name="viewport" content="width=device-width, initial-scale=1">
    <title>Nylas Scheduler Simple Example</title>

    <!-- Import the Nylas Schedule Editor script --> 
    <script src="https://schedule.nylas.com/schedule-editor/v1.0/schedule-editor.js" type="text/javascript"></script>
    
  </head>
  <body>
    <!-- Create a button and give it an ID to reference later --> 
    <button type="button" id="schedule-editor">Open Schedule Editor</button>
    <script>
      var btn = document.getElementById('schedule-editor');
      btn.addEventListener('click', function() {
        // Prompt the Schedule Editor when a user clicks on the button
        nylas.scheduler.show({
          auth: {
            // Account <ACCESS_TOKEN> with active calendar scope
            accessToken: "<your_access_token>", 
          },
          style: {
            // Style the Schedule Editor
            tintColor: '#32325d',
            backgroundColor: 'white',
          },
          defaults: {
            event: {
              title: 'Meeting with Blag from @nylas',
              duration: 30,
            },
          },
        });
      });
    </script>
  </body>
</html>

If you think this is too simple, go ahead and open the Scheduler page on your favourite browser.

Launching the Scheduler

Open the Schedule Editor

If the Access Token is invalid you may see the following:

Update your access token, or the schedule editor will not work

Ok, it doesn’t look like much, right? Wait, why don’t we press the Open Schedule Editor button?

Create a new scheduling page

This page will display all the scheduling pages we have created so far.

A pop-up shows up asking us to create a new Scheduling Page. Let’s do that:

Creating a new Scheduling Page

Scheduling page event info

Here we can name our event, specify its location and also determine how long it will take. Once that’s done, we can press Next:

Define availability for our scheduling page event

Now, for this event, we can specify the available times and days of the week, for how long this is going to be active (how far in the future) and also create a custom address for our Scheduling component. This is important when we create, update or organize events.

Once we click on Create, we can view our event, edit it or even create a new Scheduling Page. The copy link button means that we can copy and distribute our newly created meeting or event:

Event schedule created

If we copy the link and open it on a different browser and use a different user, we will see what our attendees will see.

Scheduler Attendee View

This view will present us with the availability of the host. And we can change it to the week view, change the timezone and even change the language of the scheduled event.

Sign-in for share availability

We need to sign in with either Google or Microsoft, and once we sign up, our calendar will sync with the host’s calendar, so there’s a common availability:

Shared availability for event meeting

We have here some available dates and times, when both the organizer and the attendee are free to meet:

Fill in name and email of attendee

Once we choose a date and time, we need to provide our information for the meeting:

Meeting scheduling confirmation

Having a meeting scheduled with myself seems strange, so let’s not pay much attention to that, an event is an event after all.

Email with booking confirmation

We will receive a confirmation email. Easy enough, right?

But, it doesn’t end there, recall the “Edit” button? Well, that’s not just for the show.

Edit Attendee View

There are a lot of things that we can configure when creating or scheduling our events:

  • How long will it take?
  • How long in advance can I book a meeting?
  • What’s the minimum cancellation notice?
  • What’s the buffer time between events?
  • For how long will this event be available?
Customize Scheduling Page

We might have more than one calendar linked to our account, so we can choose which calendar we want to use for our events:

Choose calendar

We can specify the available days and times, with time zones included:

Define opening hours for our event

Meetings can be accepted automatically or we can give the option to confirm or decline. Also, there’s a default “Thank you” page but a custom one can be specified as well:

How the booking of our scheduling event will be handled

We can specify if confirmation emails need to be sent, and we can also set up event email reminders:

Add event reminder to out event scheduling page

While it’s not likely, we as the hosts can forget about our own event, so getting a reminder is useful:

Notify, guests, host or both about the scheduling page event

By default, the scheduler will ask for the Name and Email address of the attendee, but we can request some extra information as well. For example:

  • Do you have any food allergies?
  • What’s your title?
  • What’s your company name?
  • Are you meeting with us for the first time?
  • And more!
Add custom fields to your scheduling page event

We can change the company, logo, colours and more:

Configure scheduling page styles

When we open the Scheduler again, we will instantly see the changes.

Ready to distribute

Once we have customized our event, we can start distributing the link so that our prospects or customers can book an schedule meeting with us. Having shared availability is a great asset as we don’t need to check if we’re actually free at the given date and time of the event. As our prospects/customers get benefited as well, they can rest assured that once the meeting is scheduled, it’s going to happen for sure.

Distribute your scheduling page event

And just like that, we built a booking system with minimal effort. No code is required, so non-developers can take advantage of a ready-made component.

If you want to learn more about the Scheduler, visit our Nylas Scheduler.

Don’t miss the action and watch our livestream, where you will learn how to use our scheduling solution to create, update, manage and organize events:

You might be interested in reading How to Manage Calendar Events with the Nylas Python SDK.

You May Also Like

Best Salesforce email integrations
Find the best Salesforce email integrations for your business
Nylas v2 EOL
Signing off Nylas API v2: Welcome Nylas API v3
Nylas_Email_Activity_Capture_For_Salesforce_1
Capture all customer email activity in Salesforce to drive GTM alignment

Subscribe for our updates

Please enter your email address and receive the latest updates.