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Global Events Settings

Welcome to Global Events Settings!​

Effortlessly manage all your event-related configurations in one centralized location.

⚙️ Accessing Global Events Settings​

Navigate to your event management dashboard to configure all scheduling options.

Global Events Settings

👣 Steps to Access Settings​

  1. Log into zupcal:
    Visit zupcal.com/login and sign in.

  2. Navigate to Settings:

    • Go to Settings from the main menu.
    • Click on EVENTS tab.
    • Select Global Events Settings.

  3. Choose Configuration Section:

    • GENERAL SETTINGS for basic configurations
    • SCHEDULING for booking policies
    • AVAILABILITY for time management
    • NOTIFICATIONS for reminders

🔧 General Settings​

Configure basic event parameters that apply to all your events.

General Settings

⏱️ Default Duration​

Set the standard length for new events.

  • Default Value: 30 minutes
  • Customizable: Adjust based on your typical meeting length
  • Use Case: Streamlines event creation process

⏰ Buffer Time​

Add gaps between consecutive events.

  • Default Value: 0 minutes
  • Purpose: Prevents back-to-back scheduling conflicts
  • Recommendation: Set 5-15 minutes for transition time

📊 Max Minutes Limit​

Control daily event limits per day.

  • Default Value: 0 (unlimited)
  • Purpose: Prevents over-booking on daily basis
  • Use Case: Maintain work-life balance

👤 Max Minutes Limit Per Person​

Restrict individual booking time per day.

  • Default Value: 400 minutes
  • Purpose: Ensures fair time distribution
  • Benefits: Prevents excessive individual bookings

📝 Waitlist​

Enable overflow booking management.

  • Toggle: On/Off switch
  • Function: Manages bookings when events are full
  • Benefit: Captures demand beyond capacity

📅 Scheduling Settings​

Configure booking policies and invitee requirements.

Scheduling Settings

❓ Invitee Questions​

Collect essential information from event bookers.

Invitee Questions

📋 Default Questions Include:​

  1. Full Name (Text, Required)
  2. Country Code (Number, Required)
  3. Mobile Number (Number, Required)
  4. Email Address (Email, Required)

🛠️ Question Configuration:​

  • Answer Types: Text, Number, Email
  • Required/Optional: Toggle for each question
  • Custom Questions: Add using "ADD NEW QUESTION"
  • Management: Delete questions as needed

Redirection and Guests

🔄 Redirect and Confirmation​

  • Purpose: Manage post-booking user experience
  • Options: Configure redirect destinations
  • Confirmation: Set up booking confirmation flow

👥 Guests Management​

  • Allowed Guests: Enable/disable additional attendees
  • Guest Limit: Default set to 0
  • Purpose: Control meeting size and participation

📋 Policies​

🔄 Reschedule Policy​

  • Configuration: Minimum time before event for changes
  • Default: 0 minutes (no restriction)
  • Terms: Add specific rescheduling conditions

❌ Cancellation Policy​

  • Configuration: Minimum time before event for cancellation
  • Default: 0 minutes (no restriction)
  • Terms: Add specific cancellation conditions

🔧 Additional Settings​

Available configuration options:

  • ✅ Require Approval: Manual booking approval
  • 🚫 Prevent Duplicates: Avoid double-bookings
  • 📧 Send booking Confirmation to Invitees: Automated emails
  • 📧 Send booking Confirmation to Host: Host notifications
  • 📅 Send Calendar Invite to Invitees: Auto calendar invites

🕒 Availability Settings​

Manage your time slots and scheduling availability.

Availability Settings

📅 Default Availability Schedule​

  • Timezone: GMT+5:30 India (customizable)
  • Schedule Name: Default (customizable)
  • Actions: Change Info, Copy Schedule, Save

📆 Weekly Schedule Configuration:​

Configure each day individually:

  • Monday through Sunday: Individual day setup
  • Time Slots: Set start/end times (e.g., 10:00 - 11:00)
  • Multiple Slots: Add multiple time blocks per day
  • Day Toggle: Enable/disable specific weekdays

🚫 Block Dates​

  • Purpose: Mark unavailable dates
  • Function: Prevent bookings on specific days
  • Use Cases: Holidays, personal time, blocked periods
  • Access: Click "DATE OVERRIDES" to manage

⏳ Schedule Limit​

  • Daily Limit: Maximum schedule open time
  • Default: 600 minutes (10 hours)
  • Purpose: Prevent over-booking and maintain balance

🌐 Global Limit​

  • Organization-wide: Overall scheduling restrictions
  • Configuration: Enable/disable as needed
  • Scope: Applies across all scheduling activities

🔔 Notification Settings​

Configure automated reminders and communications.

Notification Settings

📧 Email Reminders​

  • Status: Enabled by default
  • Timing: 5 minutes before event (customizable)
  • Purpose: Reduce no-shows and improve attendance
  • Reliability: Most dependable notification method

📱 WhatsApp Reminders​

  • Status: Enabled by default
  • Timing: 5 minutes before event (customizable)
  • Benefits: Instant mobile notifications
  • Use Case: High engagement communication

📲 SMS Reminders​

  • Status: Currently disabled
  • Timing: 0 minutes (when enabled)
  • Purpose: Backup communication method
  • Note: May incur additional charges

📞 Phone Call Reminders​

  • Status: Currently disabled
  • Timing: 0 minutes (when enabled)
  • Use Case: High-priority events
  • Note: Typically for critical meetings only

💡 Best Practices​

🎯 General Settings Optimization​

  • Set realistic default durations based on typical meetings
  • Use buffer time to prevent scheduling conflicts
  • Configure daily limits to maintain work-life balance
  • Enable waitlist for popular time slots

📋 Scheduling Configuration​

  • Keep invitee questions relevant and minimal
  • Set appropriate reschedule/cancellation policies
  • Enable approval for sensitive or limited events
  • Test booking flow before going live

⏰ Availability Management​

  • Regularly update availability schedule
  • Block dates well in advance for planned absences
  • Set reasonable daily limits to prevent burnout
  • Use multiple schedules for different event types

📢 Notification Strategy​

  • Enable multiple reminder channels for important events
  • Set reminder times that work for your audience
  • Test notification settings to ensure delivery
  • Consider timezone differences for global attendees

🛠️ Troubleshooting​

Common Issues and Solutions​

🚫 Events not showing available times

  • Check availability schedule configuration
  • Verify timezone settings
  • Review blocked dates
  • Ensure days are enabled in weekly schedule

📈 Too many booking requests

  • Adjust daily/person limits
  • Enable approval requirements
  • Review and reduce availability hours
  • Increase buffer time between meetings

📵 Notifications not being sent

  • Verify notification settings are enabled
  • Check reminder time configurations
  • Confirm contact information accuracy
  • Test with sample bookings

❓ Invitee questions not appearing

  • Ensure questions are marked as required
  • Check if template is properly configured
  • Verify question types are set correctly
  • Test booking flow end-to-end

🧠 Frequently Asked Questions (FAQ)​

1. How do I change the default meeting duration?
Go to General Settings > Default Duration and adjust the value. - Choose from common options like 15, 30, 45, or 60 minutes - Set it to match your most frequent meeting type
2. What is buffer time and why should I use it?
Buffer time creates a gap between meetings. - Helps with travel, prep, or mental reset - Recommended: 5–15 minutes, depending on your schedule load
3. How do daily limits work?
Daily limits cap total booked time per day. - Example: Set to 400 minutes = ~6.67 hours - Prevents over-scheduling or burnout
4. Can I have different availability for different days?
Yes. - Each day of the week can have unique time slots - Simply check/uncheck days and customize their availability
5. How do I block specific dates?
Go to Availability Settings > Block Dates. - Add days when you're not available - Prevents bookings on holidays, vacations, or one-off closures
6. Can I make some invitee questions optional?
Yes. - Uncheck the "required" box next to any question - Required fields must be completed before booking
7. Which notification method is most reliable?
- Email is the most reliable - WhatsApp works well too - SMS/phone calls may have charges and should be used selectively
8. How do reschedule and cancellation policies work?
Set minimum notice periods for changes. - Example: 24-hour policy = No changes within 24 hours of the event - Helps you avoid last-minute disruptions
9. What does "Require Approval" do?
When enabled: - Every booking must be manually approved - Gives you full control over your calendar
10. How does the waitlist feature work?
When enabled: - If slots are full, invitees can join a waitlist - If someone cancels, the system auto-notifies the next person
11. Can I have multiple availability schedules?
Yes. - Use "+ Add Schedule" to create multiple schedules - Useful for different event types or seasonal hours
12. Why isn't my calendar integration working?
- Confirm calendar invites are enabled in Additional Settings - Check that your calendar account is properly connected
13. Invitees say they can't see available times
Check the following: - Availability is enabled - Your timezone is correct - No conflicting blocked dates exist
14. I'm getting too many booking requests
Try these options: - Reduce available hours - Enable manual approval - Set daily limits - Add buffer time
15. My timezone appears incorrect to invitees
Go to your Availability Settings and: - Ensure your timezone matches your actual location - Correct any misalignment for consistent scheduling

🚀 Getting Started with Global Events Settings​

Once configured, you can manage:

  • ⚙️ Event Configurations - Default settings and policies
  • 📅 Scheduling Rules - Booking policies and requirements
  • 🕒 Availability Management - Time slots and blocked dates
  • 🔔 Communication - Automated reminders and notifications

🛠 Additional Notes​

  • Use the SAVE CHANGES button to apply configurations
  • Test all settings with sample bookings before going live
  • Regularly review and update policies based on usage patterns
  • Consider timezone differences for global scheduling

💡 Tip: Enable the waitlist feature and set appropriate buffer times to optimize your scheduling efficiency and reduce conflicts