Create an Event in the Calendar

What this covers#

An event in AI Engage is a booking link. You set it up once — how long the meeting runs, when you are free, where it happens — and then share the link. Anyone who opens it sees only your open slots, picks one, and fills in a short form. The booking lands on your calendar and their answers create a contact.

Creating one takes four steps: Details, Availability, Platform and Review. Nothing goes live until you click Publish calendar on the last step.

Before you start#

You need one thing ready: a contact form for invitees to fill in when they book. Step 1 will not let you continue without it, because the form is what turns a booking into a contact record. If the dropdown is empty, create a form first and come back.

Step 1 — Open the Calendar and start a new event#

In the left sidebar, open the Meetings section. It has two entries: Meetings, the records list, and Calendar. Click Calendar.

This opens the Events screen, described on the page as “Booking links people can use to schedule time with you.”

The Events screen. This account has no booking links yet, so the table shows its empty state — “No events yet”. Once you publish one, it appears here as a row.

Reading the screen from the top:

• List and Calendar, top right — two ways to look at the same events. List is the table you land on.
• New event — the orange button that starts the wizard.
• A Search events box, then three filters: Created by, Host and Status, each set to show everything by default. The circular button at the end refreshes the list.
• The table columns: EVENT, HOST, CREATED BY, CREATED, STATUS and ACTIONS. A count and the sort order — newest first — sit beneath it.

Click New event.

Step 2 — Details: name it, size it, pick the form#

Step 1 of 4 is headed Details, with the subtitle “name it, size it, and pick the form invitees fill in.” A progress bar across the top tracks all four steps. Fields marked with a red asterisk (*) are required.

The Details step, filled in. The panel on the right is a live preview headed WHAT INVITEES READ — it updates as you type, so you can see the booking page taking shape.

• Calendar name (required) — what invitees see at the top of the booking page. As you type, the line underneath shows the link it produces: “Link becomes …/schedule-meeting/30-minute-demo”. Your name is turned into the URL, so keep it short and plain.
• Host (required) — “Whose calendar gets booked. Defaults to you.” Change it if you are setting a link up on a colleague’s behalf.
• Duration (required) — four chips, 15 min, 30 min, 45 min and 60 min, plus Custom for anything else. This is how long each booking lasts, and it decides how your free time is sliced into slots.
• Booking form (required) — “Select a contact form”. The helper line explains why it matters: “Invitees fill this — answers create a contact.”
• Meeting type — One-to-One (the default, “Just you and the person who books”) or Group Meeting.
• Description — optional, up to 1,000 characters, shown on the booking page above the time picker.

The Booking form dropdown, open. It lists the contact forms already built in your account — the names shown here belong to this demo account, so yours will differ.

When the required fields are filled, the bar at the bottom summarises what you have so far — name, duration and form — and Continue to availability → becomes usable.

Step 3 — Availability: when people can book#

Step 2 of 4 sets “the booking window, the notice you need, and your weekly hours.” This is the step that decides which slots invitees actually see.

The Availability step. The dial on the right totals your bookable hours for the week and, below it, spells out roughly how many slots that comes to — here 80 slots of 30 min across 5 days.

Booking window — “How far ahead people can book, and how much notice you need.”

• Bookable range — 7 days, 14 days, 30 days, 60 days or Custom. It “rolls forward daily, so the link never goes stale” — a 30-day range always means the next 30 days, not a fixed end date.
• Minimum notice — None, 1 hour, 2 hours or 1 day. This “blocks last-minute bookings inside this buffer”, so nobody can drop a call into your next ten minutes.

Weekly hours — your recurring working pattern. The note above it is the important one: “Times are in your timezone; invitees see their own.” The timezone selector sits on the right, with the current local time beside it so you can check it is correct at a glance.

• Quick set — four shortcuts: Weekdays 9–5, Mornings only, Lunch break and Clear week. Start from one of these rather than filling seven rows by hand.
• Each day has a checkbox, a from and to time, and its daily total on the right. Unticked days read Closed — not bookable; Saturday and Sunday start that way.
• + block adds a second window to a day — use it to keep a lunch hour free by splitting the day in two.
• Copy to all applies that day’s hours to every other open day.

The right-hand panel keeps score while you work: a BOOKABLE THIS WEEK total, a HOURS PER DAY bar chart, and a WHAT INVITEES SEE preview showing sample times. That preview is “converted to each invitee’s timezone” — you never do the maths yourself.

Step 4 — Platform: where the meeting happens#

Step 3 of 4 asks you to “choose where the meeting happens.” LOCATION is required, and the instruction allows more than one: “Pick one, or several and the invitee chooses.”

The Platform step with Phone call selected — the tile is outlined and ticked, and the number field has appeared below. The CONFIRMATION PREVIEW on the right immediately shows what the invitee will be sent.

Four tiles:

• Google Meet — until an account is linked it reads Not connected — paste a link.
• Zoom — the same.
• In-person meeting — You give the address.
• Phone call — You give the number.

Selecting a tile opens its own field underneath — a phone number, an address, or a link to paste. Whatever you enter appears in the WHERE IT HAPPENS preview and is “sent in the invite and the calendar event.”

Video meetings: two ways to do it#

Google Meet and Zoom behave differently from the other two tiles, because there are two ways to supply a video meeting — and they are not equivalent.

Option 1 — paste a room link. Selecting the tile opens a room-link field. Paste your standing meeting room and you are done. The field explains the catch:

Your permanent room link — every booking reuses this same room. Connect [Google Meet / Zoom] instead and each booking gets its own.

Everyone who ever books lands in the same room. If two bookings run back to back, the second person can walk in on the first.

Option 2 — connect the account. Connecting lets the CRM create a fresh meeting for every booking, so each invitee gets a private link:

Connect an account and every booking gets its own join link.

Connecting is the better option in almost every case. The two walkthroughs below cover each service in turn.

Connect Google Meet#

Step 1 — Select the Google Meet tile. Under LOCATION, click Google Meet. Until an account is linked the tile reads Not connected — paste a link, and a Google Meet room link field opens below it with a Connect button on its right.

Google Meet selected. You can either paste a permanent room link into the field, or click Connect to link the account.

Step 2 — Click Connect. There are two Connect buttons for Google Meet and they do exactly the same thing: the one beside the room-link field, and the one in the CONNECTED ACCOUNTS panel on the right. Use whichever is nearer.

The CONNECTED ACCOUNTS panel — the second place the same Connect button appears.

Step 3 — Sign in with Google. A pop-up window opens on Google’s own sign-in page, headed “to continue to aiengagecrm.com”. Enter the Google account whose calendar should host these meetings.

Google’s own sign-in window. The CRM never sees your password — you are signing in with Google directly.

Step 4 — Approve the access. Google then shows what it is granting: “Google will allow aiengagecrm.com to access this info about you.” Read it, then click Continue. If you get a second screen listing calendar permissions, click Allow.

Google’s consent screen. The account name and the list of permissions are blurred here — on your own screen you will see the account you picked and exactly what is being granted.

Step 5 — Done. The pop-up closes by itself and Google Meet in the CONNECTED ACCOUNTS panel changes from Connect to a green Connected.

After connecting. Google Meet now reads Connected; Zoom is still on offer.

The Platform step changes too. The tile now reads Connected — a link per booking instead of Not connected — paste a link, the room-link field is gone, and the WHERE IT HAPPENS preview says Link generated per booking.

The connected Platform step. Note the new Use my own Google Meet link toggle, which only appears once an account is linked.

Connect Zoom#

Step 1 — Select the Zoom tile. Under LOCATION, click Zoom. As with Google Meet it reads Not connected — paste a link, and a Zoom room link field opens below with its own Connect button.

Zoom selected. The room-link field takes a personal meeting room such as https://zoom.us/j/1234567890.

Step 2 — Click Connect. Again there are two, and either will do: beside the room-link field, or next to Zoom in the CONNECTED ACCOUNTS panel.

The same panel, this time with Zoom selected.

Step 3 — Sign in to Zoom. A pop-up window opens on Zoom’s sign-in page. Enter your Zoom email and password, or use one of the sign-in options underneath — SSO, Apple, Google, Facebook or Microsoft — if that is how your Zoom account works.

Zoom’s own sign-in window. Note the SSO option — the one to use if your organisation signs in to Zoom that way.

Step 4 — Authorize the app. Zoom asks you to allow the CRM to create meetings on your behalf. Approve it.

Step 5 — Done. The pop-up closes and Zoom in the CONNECTED ACCOUNTS panel shows as connected. From then on every booking on this link gets its own Zoom meeting.

Step 5 — Review, then publish#

Step 4 of 4 is your last look: “check everything before the link goes live.”

The Review step. Each card carries its own Edit link, which jumps straight back to that step — you never have to click backwards through the wizard to fix one field.

Three summary cards restate what you set:

• Details — NAME, HOST, DURATION, BOOKING FORM and DESCRIPTION. Anything left empty shows as a dash.
• Availability — DAYS, WEEKLY HOURS, TIMEZONE, BOOKABLE RANGE and MINIMUM NOTICE.
• Platform — LOCATION, the DETAILS you typed, and confirmation that the location is added to the calendar invite.

Below them, Before you publish is a short checklist — days of availability set, platform ready, booking form chosen, and a reminder if you left the description blank. It flags gaps rather than blocking you.

On the right, the SHARE panel holds Copy link, Embed on a page and Add to email signature. Until you publish, the link box reads “Link appears once you publish.”

When you are happy, click Publish calendar.

What happens after you publish#

• The event appears on the Events list with its host, creator, created date and status.
• The booking link becomes live — copy it from the Share panel and send it, embed it, or drop it in your signature.
• Someone who books picks a slot in their own timezone and fills in your booking form. Their answers create a contact.
• The booking is added to your calendar with the location you chose, and shows up as a meeting record.

A quick checklist#

• Have a contact form ready before you start — step 1 needs one.
• Keep the Calendar name short; it becomes the link.
• Check the timezone before you set your weekly hours.
• Set a minimum notice so nobody books your next ten minutes.
• Pick at least one location, or Review stays out of reach.
• Use each card’s Edit link on Review rather than stepping back.