Add a Quick Event

It’s quick and easy to add events using our Quick Event editor, seen below. To add events that repeat or require additional details, check out the Full Event editor.

Here’s how it works….

STEP 1: Select Event Date

Click a calendar day cell or click the + to add an event on that day. You may also click the [+Add Event] button at top of calendar and select a date using the mini calendar date picker.

Quick Tip: You may change your date picker format to Day/Month/Year by going to Admin Menu > Options > Advanced tab > select the “31/12/2017” date format > Save


STEP 2: Choose Your Event Time

Select a standard time from the drop down list or type an event time. To quickly type a time just type ‘9a’ for a 9:00 AM event or ‘955a’ for 9:55 AM.
Other time options include the all day event or no end time event. No end time events only display a start time on the calendar.



Quick Tip: When you select a start time for an event, the end time jumps ahead by some increment of time. You can change the “jump ahead” increment (e.g. 1 hr, 30 mins, etc) by changing the span of time between your calendar’s default start time and default end time. Go to Admin Menu > Options > Advanced tab.

Step 3: Select Category & Saved Location

You must select a category and optionally select a saved location for your event.
Learn more about categories.
Note: Quick event will not include a location drop down if there are no saved locations to your calendar.

Quick Tip: Add saved locations to your calendar by clicking the gear next to the location drop down or learn more about using saved locations for room booking.


STEP 4: Use Quick Links to Full Editor tabs

Click a “quick link” to go to a full event tab. Quick links allow you to quickly add a repeating event, reminder/invite, description or private note.


Please let us know if we can answer any questions at all. Email us at

Adding & Editing Events

The Full Event editor offers an expanded feature set for adding repeating events or events that require additional detail. Explore tabs in Full Editor to add an event description, file attachment, event contact info or select more than one category or more than one location.

Here’s how to add a Full Event…


STEP 1: Choose Event Date

Click a calendar day cell or click a + to add an event on that day. Our Quick Editor appears by default. If you want to add a repeating event or more detail, click [More Event Options…] to open Full Event editor. Type or select a date from the mini calendar.



Single day events will have the same start date and end date. For example, a committee meeting on Dec 5, 7PM to 8 PM.
Multi-day events* are individual events that span more than one day, for example, a retreat, vacation or project. These events will be displayed as a colored banner across multiple day cells.
Repeating events are different from multi-day events in that they recur in a specified pattern with a start date and a repeating end date. More on repeating events.

*Multi-day Banner Events are a new feature. If you’d like this option turned on in your calendar, email



STEP 2: Choose Your Event Time

Next, select your event time. Choose an all day event, no end time or select a start time with end time. When you set a start time, the end time automatically “jumps” ahead for you.

Quick Tip: The “jump ahead” time increment (e.g. 1 hr, 30 min, etc) in your calendar is equal to the span of time between the time default values in the Admin Menu > Options > Advanced tab.

STEP 3: Select Category or Categories

You must select a category for an event. Think of categories as multiple “calendars” inside your calendar… but so much more. You can color-code and filter events by category as well as control “who can view” & “who can edit” each category.


Mirror categories:
add an event to more than one category using our mirror category feature.
Primary category determines viewing permissions if your calendar has private categories.
Add categories to your calendar by clicking the gear next to the select category drop down.

STEP 4: Repeating Events

Add repeating or recurring events to your calendar. Select the repeating pattern and repeating event end date.


Repeating Event Types:

Every day: event that repeats every day for a specified number of days.
Every # days: event that repeats every 2, 3, or more days. Select 2 for every other day.
Every # weeks allows you to set a repeating event every Monday or every Monday through Friday, just pick every 1 week.
Monthly by date allows for an event like “Expense Report Due” on the 1st of each month .
Monthly by weekday allows for an event like “Staff Meeting” on the first Tuesday of each month.
Yearly by date: events that recur on the same date each year, e.g. birthdays, anniversaries. You may also check the “never ending” option.

Quick Tip: Have an irregular repeating pattern? Edit an existing event and use the [Copy] button to create another event to a different date.

STEP 5: Save Your Event

Click [Save] to publish the event to the calendar. [Save Draft] button to save event as a draft so it’s not view-able to public.

Delete Events by clicking (edit) and then the [Delete] button at bottom of screen.


STEP 6: Optional Tabs

Invite & Remind tab

Use this section to send an event invitation, announcement or reminder to users or subscribers. You may also request that email recipients RSVP to your event. Learn more about RSVP and Attendance tracking.



Send emails to: select recipients or everyone in my calendar. Click the [Select Recipients] button to open a list of users and subscribers. Select your recipients and click [Add Recipients].

Remove recipients: you may remove attendees by clicking the ‘X’ next to their name or click [Remove All] to delete the entire attendee list.

Quick Tip: Emails will not be sent for events saved as drafts. Event Emails are sent every 15 minutes on the quarters of the hour.

Location tab

Enter the location where an event takes place. Save a location if you’d like it to appear in the drop down list for next time.
If you selected a primary location in Quick Event, that location will be included when you branch to the Full Event editor. When you create a saved location you can filter events by that location in the main calendar views.


Multiple Locations:
you may select multiple saved locations for event. To enable the option in your calendar go to Admin Menu > Calendar Options > Check “Enable event multiple mirror locations” > Save
More info:
Calendar administrators and managers can click the ‘Manage Locations’ button to turn on conflict prevention, maps, or weather for a saved location.

Description & Images tab

Add description text, upload an images (png, jpg, gif, etc.) or attach files (.pdf, .doc, .xls, etc) to your event. Visitors or users will see this info in the event detail popup. For more on adding images to events. For more on attaching documents to events.

Place the mouse over each button to see an explanation of the button’s function.



Event contact:
enter contact name, phone and email address. This information will appear in the event detail popup.
More info link: enter a web page link (also know as a URL) that will appear in the event detail popup and when clicked will open the linked web page.

Quick Tip: You can also set up your calendar so that your events open directly to your More Info Link. To set this option, go to Admin Menu > Calendar Options > Expert Option> Event More Info Link Options for details.


Private Note tab

This optional screen allows you to enter private notes for the event. Private notes are only visible by logged in user or logged-in editors.

Private notes will appear in the event popup window when a logged-in user clicks on the event title in the calendar. Use private notes to enter information about room setup, equipment, or other info that you don’t want viewed by the public.


Review Tab

Review a summary of the event information to confirm event accuracy then click “Save” or “Save Draft.”


Full Editor Options:

Disable Quick Event: turn off Quick Event editor go to Admin Menu > Options > Advanced tab > Uncheck Enable Quick Events > Save

Date picker format: Go to Admin Menu > Options > Advanced tab > select the “31/12/2017” or “12/31/2017” date format.

Disable event title styling: Admins may turn off event title styling options in the editor.
Admin Menu > Options > advanced > uncheck “allow custom style and colors for event titles.”

Disable mirror categories: Allow events to be added to a single category only.
Admin Menu > Options > Basic Options > uncheck “Enable event mirror categories” > Save

Location editing: Admins may limit updating saved locations to calendar administrators only.
Admin menu > Calendar Options > Options >’Only administrators can add / edit saved locations’
Administrators can also manage the calendar’s saved locations via Admin Menu > Locations.

Day cell click to add events: when you click on a day cell in month or week view, the event editor opens automatically. To disable this option
Admin Menu > Options > Advanced > UNcheck “Enable click on day box to add event”

Have questions or feedback? Please send us an email at


Email to List User Guide

Email to List makes it easy and affordable to send beautiful, engaging emails to your users and subscribers.  What’s a subscriber you ask?  Subscribers are members of your email list who can receive email newsletters, reminders, or event invites – event request an RSVP!

Our new collection of pre-built email templates make this the perfect time to use CalendarWiz for both email marketing and calendaring.   Email to List will help you send email the “right way” so you can focus on crafting an awesome email message for your audience.



Getting Started With Email to List


Step 1:  Click “Email to List” button




Step 2:  Select the type of email you’d like to send.

Simple Text: use the email editor to send a text email or create your own template from scratch.

Basic Templates:  select from basic layouts that look great on any device. Insert images, change colors, add a logo.

Themed Templates: add text to a pre-built template with images for organizations, seasons, holidays, and more.

Use the Templates tab to explore and preview the collection of templates.  Template requests are welcomed:)




Step 3:  Customize with the Email Editor

Change template colors using the background, header, message and links drop down color pickers.  For a description of what the editor buttons do, just move your mouse over each button.  Here’s an example of a logo embedded in the Basic Template named Story.  We’ve also adjusted the template colors using the drop down color pickers.  Let us know if we can help you with the customization:)



Quick Tip: get a full screen view of your email by clicking the full screen full-screen-button button. To exit the full screen mode, simply click the button again.


Basic Templates contain “placeholder” images where you can add your own logo or image.  Each placeholder image references a height and width that will work with that specific template.

Add Logo or Image:

  1. Click on a placeholder image to select it and click the insert/edit image  insert-image-button  button.
  2. Click the File Manager file-manager-button button to upload your image or logo to your calendar’s file manager.
  3. Click Upload > Add files  > Locate your logo or image on your computer > Upload
  4. Click to Insert the logo or image into your email. Note that the placeholder url has been overwritten. That’s good.
  5. Adjust your images dimensions as needed.
  6. Click OK.


All Templates include built-in social media links to encourage folks to interact with your website, Facebook, or calendar page.  Feel free to add others if you like.

Add/Update Links:

  1. Scroll to the bottom of your email template.  You’ll notice a “Keep in Touch” section where you can insert your actual website or social media links.
  2. Click on the link text and then click the insert/edit link link-button button.
  3. Replace the # in the Url field with your actual Facebook or Website Urls.   You may also delete these links if you don’t want them:)
  4. Attach a pdf, doc, or other file.  Click here to learn more.


Attach a Document to Your Email:

  1. Add some text to your email like, “Click Here For More Info” or something similar.
  2. Select the text with your mouse and click the insert/edit link link-button button.
  3. Click the File Manager file-manager-button button
  4. Click Upload > Add files > Locate your document on your computer > Upload
  5. Click to Insert document or file into your email. Adjust the “text to display” if you like.
  6. Click OK.  You’re done!



Step 4:   Send a Test Email and Save As…

The “Send a Test Email” button let’s you proofread your email, check email links, etc.   You’ll almost always catch something when you test:)
By default the test email will go the email address that’s associated with your user account but you can also specify a “Test” email address in the Email to List > Options tab.

The “Save As…” button provides an option to save as Draft or as a Template.  Draft emails can be found in the Mailboxes tab.  We  encourage you to save customized emails that you’d like to use again as a Template.  To open a saved template, go to Templates > My Templates tab.





Step 5:  Verify Your From Email Address

This is a one-time step that’s both easy and important.  Verifying your “From” email address, basically confirms that you’re you.

Simply click the “Verify Now” button and we’ll send you an email.  Open the email and click the [Verify Email Address] button and you’re ready to email.




Step 6: Select Recipients

Once you’ve gotten your email crafted and tested, it’s time to send it to your recipients.
Click Recipients Tab > Select Recipients on the Left >  click the recipients-arrow to add them to the Recipients List on the Right.



Need to add more recipients?
Sure, add or import subscribers or users via the Admin Menu > Users & Subscribers screen.  Click “Upgrade Now” if you need to add more subscribers to your account.

Interested in growing your email list?
Start building your email list with the subscriber sign up form.


Step 7:  Send Your Email

Click the green [Send Now] button to send your email to your recipients.  Great work.  You’re done!

Behind the scenes, we’ll remove duplicate and bad email addresses from the send.  You’ll also benefit from our built-in email tools that improve email delivery rates, manage bad email addresses, and allow recipients to unsubscribe, so you stay in compliance with the US CAN-SPAM Act.



If you’d like to check who opened your email, we record the date and time a recipient opened your email.

Go to Email to List > Mailboxes > Sent > View > Recipients




The Email to List feature is included in all plans.  You pay for the number of subscribers that you wish to email.

If you need to add subscribers or import a list, it’s easy and affordable.  Subscribers can also receive event reminders and invites with RSVP.

Add-On Subscriber Pricing:
50 subscribers – $2/mo or $24/year
150 subscribers – $4/mo or $48/year
500 subscribers – $10/mo or $120/year
1000 subscribers – $15/mo or $180/year
2500 subscribers – $20/mo or $240/year


It’s our hope that the Email to List builds upon the communication toolkit already provided by your CalendarWiz calendar.   We welcome your feedback and questions – just email us at