Managing Users & Subscribers

Start sharing your calendar by adding users and subscribers.  BOTH users and subscribers can receive event Reminders, Announcements & Email to List Newsletters as well as RSVP to events.

Here’s how Users and Subscribers are different…



  • Have a password to calendar
  • Add & edit events in all or part of calendar
  • Login to view private events
  • Login to view event private notes
  • Belong to your email list
  • Signup for email list by website form
  • View public events on calendar
  • Receive event emails for public events by default*
Note: each calendar includes an unlimited number of visitors to your public calendar.



Users & Subscribers

Add users or subscribers by clicking the [Invite User] or [Add Subscriber] buttons.  You can convert a subscriber to a user or user to a subscriber, if you ever need to.



Levels of user permission:

Owner – the calendar administrator who created the calendar.  Owners can add/edit events in all categories and edit all calendar options located in the Admin Menu.  The owner  cannot be deleted but can be edited.

Administrator – User that can add / edit events in all categories plus edit all calendar options located in the Admin Menu.  Administrators may add users and categories to the calendar.

Category Manager – User that can add and edit events for one or more assigned categories.  Managers cannot access the admin menu.

Self-Book  – Special user that may add & edit only their own events and not another user’s events.  Must turn on “D. Self Booking” setting in specified categories.

Subscriber – May view public events only and cannot login  to the calendar.  Subscribers may receive event emails, newsletters, as well as RSVP to events.*

Quick Tips:

  • Subscribers may receive event emails for public events only, by default.  A calendar administrator can override this with setting:
    Admin Menu > options > advanced tab > check “Allow private event emails to any user or subscriber.”
  • Subscriber & User “status” indicates the following
    OK – subscriber or user is in good standing and will receive your calendar emails, reminders, and invites.
    Pending – subscriber signed up via subscriber form and needs to click “Yes” in the “Confirm Subscription” email we sent.  Pending user still needs to create their password.
    Opt-out – subscriber has unsubscribed from your calendar emails.
    Locked – you’ve exceeded your purchased # of subscribers and those above your limit are locked and will not receive emails.  Upgrade to unlock subscribers.
    Bounced – double check this email to make sure it’s correct. An email you sent to this person bounced.  Edit user or subscriber to get more info.

Email Groups

Create email groups to quickly select users or subscribers when sending event emails or email to list newsletters.

Examples of Email Groups you might create include:

Community: creates a “Newsletter” email group so can community members can “sign up” to receive newsletters.
Business: creates groups for each department such as sales, marketing, finance.
Education: creates groups for teachers, administrators, parents or PTA.
Sports: creates groups for each team, coaches, officials. booster club.
Church: creates groups for committee members, parishioners, and clergy.


Tip:   Subscribers that  sign up via your calendar “Signup Form” can be automatically assigned to an email group.  People may belong to more than one group.



Import a list of Email Subscribers or Users via .csv file.   Import users and subscribers separately.  Click for instructions on importing subscribers or users.

Your import file must contain column headings in the first row.  First Name, Last Name, and Email are required fields for import.

Allowed Column Headings
First Name
Middle Name
Last Name
Street 2
State or Province
Zip or Postal Code
Home Phone
Work Phone
Cell Phone
Fax Phone
Group  (One email group per user allowed on import)

Tip: After importing, you can edit a user or subscribers record at any time.  Go to Admin Menu > Users & Subscribers tab



Signup Form

Use the Signup Form to build your email list.  No coding required.  You can add this form to your calendar in seconds.  Or, add the form to your website with snippet of code.



Tip: Display the Signup Button on your calendar’s menu bar in a couple seconds.  Simply check  “Show Signup Button In Calendar Menu Bar” and Save. Customize colors and styles to match your brand by using the color picker tool.


Signup Button

Add a [Join Our Email List] button to any website.  Customize button styles and colors, then copy and paste code.   Bring your calendar and your email list together!




If you have any questions at all, email us at

Import Subscribers or Users

It’s easy to import subscribers, contacts, or users into CalendarWiz. Import your email list from another application in minutes.  Learn the difference between CalendarWiz Users and Subscribers.

Step 1:  If you have your subscribers or contacts in another application, export  your list as a CSV file.  You can open the .csv file with MS Excel or another spreadsheet application.

Step 2:  Go to your CalendarWiz  Admin Menu > Users & Subscribers > Import tab >  click  “Download Sample Import file” for either subscribers or user.





Step 3:   Here are the accepted column heading names in CalendarWiz.   Email, First Name, and Last Name are the only required fields for import.

Allowed Column Headings
First Name
Middle Name
Last Name
Street 1
Street 2
State or Province
Zip or Postal Code
Home Phone
Work Phone
Cell Phone
Fax Phone
Group (One email group per subscriber on import)




Step 4:   Prepare your import file in MS Excel or other spreadsheet application.  Insert the above column heading names into your  file.  For example, if your file’s column heading was “surname” you’ll replace it with the column heading “Last Name.”




Step 5:   After you’ve edited your column headings, be sure to save changes with the Save As option and keep the file type as CSV (Comma delimited).   Save as a NEW file name to maintain a copy of your original file.




Step 6:   Return to the CalendarWiz import screen.  Select if you are importing “Users” or “Subscribers.”  Click the [Choose File] button and then locate the .csv file you just prepared.  Next, click the green [Import] button.





Step 7:  Confirm the Import.  Here you’ll be able to review your list as well as any import issues.





Step 8: Pertains to User Imports only.  Choose to invite users to create a  password NOW or LATER.  If you have not yet completed your calendar setup, we’d suggest sending the invite later when your setup is complete.



You can invite imported users to create their password at any time via:  Users & Subscribers > Pending Users tab > click [Invite All Users]


If you encounter any issues at all, email us at – we’re here to help.  Feel free to attach your import file so we can take a look.


Send Email Newsletters

EmailCast offers an easy way to email your users & subscribers.  Compose, test, and email a newsletter in minutes.  You’ll find EmailCast in the Admin Menu under the “Apps” section.

How EmailCast works…


1. Compose Your Email

Start composing your email and format as you like.  Upload and insert images into the email using the File Manager feature.

If you like, use the <> source button to add your own HTML to the email or choose from one of our templates.   Click [Save As…] button to Save as a Template  or Save as Draft.



2.  Send a Test Email

Send a test email to proofread prior to emailing your recipients.  Go to “Options” tab to set your default “From:  Address”  for emails you send.  Next, input  your Test “To: Address.”  Click [Save Options]   When you’re ready, click [Send Test] to send a test email to yourself for review.

 Tip:  Use the [Save As…] button to save your email as a Draft or Template.  Go to the “Mailboxes” tab to open a draft and “Templates” tab to open a template.


3. Select Recipients

Select the recipients of your email in the “Recipients” tab.  Use the filter to select groups, users, subscribers or specific individuals.  Click the arrow to add people to the recipients list.


4. Send

When you are ready, click  [Send Emails] to send email to your selected recipients.


If you have any questions at all, email us at