Prerequisites
- The Calendar Screen Explained — The grid you create from
Add and Edit an Event
Times and title are the easy part. The location type, the meeting link and the guest permissions are where the decisions are.
Before You Begin
Events are how time gets occupied on a calendar. Some arrive on their own — someone books you through a booking page or a form, or a commitment is imported from a calendar you have connected elsewhere. The rest you add yourself.
An event blocks your availability. That is the quiet but important part: anything on the calendar is time Zyntro will not offer to someone else, which is what keeps a booking page honest.
Steps
Open a new event
Click an empty slot on the calendar for an event starting there, or drag across a range to set the start and end in one gesture. Either way the event panel opens with those times already filled in.
To edit something that already exists, click it.
Set the title, description and times
The title is what shows on the grid and in any invitation sent out, so write it as the guest will read it.
The description is the place for an agenda, a dial-in note or anything the guest needs beforehand.
All day removes the times entirely and marks the whole day. Use it for things that occupy a day rather than a slot — travel, leave, a conference.
Say where it happens, and how
There is a location field for the where — an address, a room, a number to call — and it travels with any invitation, so fill it in even when the meeting is obvious to you.
Alongside it, the meeting type decides how the event is treated:
- No video meeting — the event is treated as happening in person. Use the location field for the address.
- Zyntro Meeting — Zyntro creates the meeting room and puts the link on the event. Nothing to set up and nothing to paste.
- Other (Google Meet, Zoom, etc.) — you provide a link you created elsewhere. Use this when the other side expects a particular platform.
Zyntro Meeting is the one to reach for by default, because the link exists the moment the event does and is included in anything sent to guests.
Know which categories can appear on the calendar
Four categories exist, each with its own colour, but only three of them come from the event panel:
- Video — you chose Zyntro Meeting.
- Custom — you supplied your own meeting link.
- In person — you chose No video meeting. This is also what you get by default, so an event you never set a meeting type on counts as in person.
- Phone — a phone appointment. These arrive from bookings rather than from the event panel, when a booking page or form offers a phone call as the way to meet.
The colours for all four are set per calendar in its settings, so if your month view is hard to read at a glance, that is where to change it.
Invite guests, and set what each may do
Add the people who should attend. Alongside the guest list sit four permissions, and they are worth reading rather than accepting:
- Modify event — the guest can change the event itself, including its time. Grant sparingly.
- Invite others — the guest can add further attendees. Useful for a client bringing a colleague; awkward if the meeting is meant to stay small.
- See guest list — whether guests can see who else is attending. Turn it off for anything where attendees should not see each other.
- Send Email Invite — whether Zyntro emails this guest an invitation at all. Leave it off for an internal placeholder you do not want to announce.
Save, and edit later as needed
Save and the event appears on the grid in its category colour.
Afterwards you can click it to change anything, drag it to move it, or drag its edge to change its length. Moving it on the grid saves at once.
To take it off the calendar, open it and delete it. It stops occupying your time immediately, so availability frees up for anyone booking.
Result
The event sits on the calendar in the colour of its type, blocking that time against anyone trying to book you.
Any guest you chose to notify has an invitation with the title, description, time and — for a Zyntro Meeting — a working link. Guests can do exactly as much as the four permissions allow and no more.
Tip: Use events to protect time, not only to record meetings. Focus blocks, travel and admin time all behave the same way: once they are on the calendar, nothing books over them. It is the simplest way to stop a booking page filling a day you needed for something else.
Common questions
Yes. Events block availability by default, which is the whole point of keeping your commitments on the calendar rather than in your head.
Yes. A guest is just a person to notify — they do not need to be a contact or a Zyntro user.
Deleting removes the event from the calendar and frees the time. A booking someone made through a booking page can instead be cancelled or rescheduled through the links in their confirmation, which keeps both sides informed. Prefer that route for anything a customer booked.
Commitments brought in from a Google or Outlook calendar you have connected are there to make your availability accurate. They occupy time like any other event. Editing them in Zyntro is not how you change them — change them where they were created.
Events block time by default, and that default is what keeps booking pages trustworthy. For something that should not consume a slot, consider whether it belongs on the calendar at all, or use an all-day entry for visibility without occupying a specific slot.
