What it is?

Events block is a convenient feature inside upcoach that you can add to your Programs so your clients and your team members see all upcoming events inside the programs they are members of.

Why would you use it?

You should use this Events block because while scheduling your events you are also attaching an Agenda to the program. So if you want to use the Agendas during the meetings with your program members, you should consider adding the Events V2 block to your Programs.

How to use it?

Events V2 is a new and improved block that is super easy to use.

Follow these steps to schedule a Meeting in upcoach.

Scheduling and Editing the Events

1. Drag & drop the Events Block into your Program

Select the Events V2 Block from the left sidebar and drag it into your Program. You can also change or remove the Heading and add a Description.

Edit the block Heading and Description and if you want to make it pretty with your custom brand colors

2. Schedule an Event

Go back to your Program and Click “New”

You will see a pop-up box where you add information about the event you want to schedule:

This is where you add the required information so you can schedule an event:

  • Title

  • Description

  • Start and end date and time

  • And the option to make any event a recurring one (this is optional, and depends on your preferences)

You will see that there is another tab on the pop-up box with some additional data that you can add to the event:

Here is where you have some optional settings like:

  • Choosing the agenda template that you want to use for the meetings

  • Adding a link to the meeting (Zoom, GoogleMeet…)

  • Attaching a thumbnail picture for the event

Note: If you want to add an image to your event make sure you use a square image not smaller than 280pxX280px and no bigger than 2MB.

In case you need some help with the thumbnails for the events, we created a template in Canva that you can easily edit and use. Here’s the template link

3. Scheduling a recurring event

We have a bunch of options for scheduling repeated events! We just love it!

To see these different options, toggle the button on for the “Repeat event” and you will see this:

You can set the event to repeat:

  • Daily

  • Every Week Day

  • Weekly

  • Biweekly

  • Monthly

  • Every 2 months*

  • Every 3 months*

  • Every 6 months*

  • Annually

  • And Custom

*Depending on when you are scheduling the event that day shows up. This article was written on a Friday so we see this day in the options.

If you pick Custom for the recurring schedule you can set your occurrences and even pick the date for the event to stop repeating:

4. Sending the Events Notification

Perfect, your event has been created. 📅
Now you can send an email notification to everyone in the program by clicking the Send button.

All program members will get an event invite in their email, as shown below.

If your clients emails are gmail.com the event will automatically be added to the Google Calendar.

However if they want to use another calendar, let’s say iCal, they can download the event attachment and open it in a preferred calendar.

From this email, you can go directly to the program or open the agenda for the event created.

The created events will be automatically added to the calendar, along with all program members as guests. 🤩

When you add or remove people from the Program that already has an Event scheduled, those changes will also reflect on the calendar event invite.

Your event has been created and all program members have already added it to their agenda!

Click here for all email notification scenarios.

5. What do clients see

This is what your clients (Program members) will see when you schedule the event

From here they can view the agenda, and click on the link to join the call.

Aside from seeing the scheduled meetings in the Program, all your Program members will be notified via email that the new event was scheduled for their group.

6. Editing the event

Oops, you made a mistake? No problem.

You will see a little edit button if you hover over the top right corner of the scheduled event:

And you can pick which instance you want to edit:

From here the editing experience is the same as when you are creating an event.

Once you hit save the edits will be saved and your clients will get a notification about the event update:

7. Other Event options

In the same top right corner of the scheduled event you will see:

  • Duplicate or copy event option

  • And delete the event option

Syncing events with your calendar

We have made this part of the scheduling process so easy. All you have to do is copy the link to the event calendar and subscribe to it within your preferred calendar app (Google Calendar, iCal, Outlook Calendar)

Here are the steps:

  1. Click on the link that says “Sync to my calendar”

  2. Pick the calendar app that you want to sync the calendar with

Connecting with different calendars

Google Calendar

Just click on the Google Calendar button and you will be taken to the new tab where the calendar will open and you will see a box with the calendar link.

All you have to do is click Add and you’re all set

Apple calendar

We outlined all steps for you here so it’s super easy to follow and set up:

  1. Copy the link from the box

  2. Open your iCal on your computer; File > New Calendar subscription

  3. Paste the link to the Calendar URL field and hit Subscribe

Outlook calendar

Very similar to setting up the iCal, here are steps to sync upcoach events with Outlook calendar:

  1. Copy the link

  2. In Outlook, right-click on the My Calendars drop-down in the calendar view. Select Add Calendar > From Internet.

  3. Paste the link above into the Calendar URL field and select OK.

Note: when there are updates or changes made to Events, the updates will automatically sync to your preferred calendar (Google, iCal, or Outlook). This includes deleted/removed events.

Automatic sync may take up to a few days to update. You can manually sync your calendar at any time by repeating the calendar sync instructions above so that your synced calendar reflects your up-to-date changes.

Updating Your Calendar When You Edit Your Event

If any Event on upcoach that has already been synced to your calendar is edited, it might take some time for the update to be reflected on your calendar as well. It’s important to note the following:

  • Google Calendar takes anywhere from a few hours to a few days to sync between Events.

  • Apple Calendar defaults to syncing every 1 week, however, we recommend selecting the option to sync every hour.

  • Outlook Calendar takes anywhere from a few hours to a few days to sync between Events.

If you need any further support, please contact us at support@upcoach.com or inside the platform by clicking on the chat messaging bubble in the lower right corner.

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