This article explains how to set up an event calendar in CrocoClick to manage group events (breakfasts, after-work gatherings, workshops, etc.) with:

• a maximum number of participants per event,

• fixed dates and times,

• variable locations depending on the event,

• a member/guest logic (guest once, guest twice),

• and automations via workflows (tags, confirmations, reminders, follow-ups).

When to use an event calendar

An event calendar is designed for group events.
Unlike a 1:1 calendar, a single slot can accommodate multiple participants, with a maximum capacity defined in advance.

It is suitable when:

• the event has a fixed date and time,

• several people need to be able to register for the same slot,

• availability does not depend on an individual calendar but on a planned event.

Examples of use:

• Monthly business breakfast

• After-work networking event

• In-person workshop or training

• Webinar or group session

For individual calls (sales, coaching, support), a traditional calendar remains more appropriate.

Recommended structure

The calendar structure should reflect business logic, not just the agenda. The goal is to:

• separate event types,

• simplify automations,

• avoid complex rules in workflows.

Recommended option (simple and scalable)

• 1 Calendar Group(ex: Événements Réseau)

• Several "Class" calendars (one per event type):

  • ex: Petits-déjeuners Réseau

  • ex: Afterworks Réseau

This structure facilitates:

• segmentation,

• workflows,

• paid/free management,

• email customization.

In fact, the "Calendar Group" allows you to obtain a page with ALL types of events. And each calendar manages reservations for specific types of events.

Of course, you can decide to create a web page instead of using "calendar groups" if you want complete customization.

Prerequisites

Before creating an event calendar, it is important to define the rules for participation in order to avoid manual corrections later on.

These rules must be translated into tags and workflows, not managed manually.

Items to prepare

Recommended tags

• Adhérent

• Invité 1 fois

• Invité 2 fois

Information to clarify

• types of events offered,

• average duration of an event,

• maximum capacity per event,

• conditions of access (free, paid, number of participations allowed).

Create an event calendar (Class)

Overall logic

A "Class" calendar works with:

• a fixed duration per slot,

• a maximum capacity,

• and slots representing complete events.

Creation steps

1. Go to Settings → Calendars

2. Click on New Calendar

3. Select Class Booking Calendar

4. Name the calendar according to the type of event

5. Add an internal description for the team

Essential settings

• Maximum attendees per slot: maximum number of participants

• Slot duration: actual duration of the event

• Minimum and maximum booking deadlines

• Cancellation or rescheduling rules

Schedule events (slots)

Overall logic

In an event calendar:

• one slot = one event,

• the duration of the slot corresponds to the actual duration of the event,

• availability is not continuous but defined by date.

Examples of slots

• Breakfast:

  • February 12, 8:00–10:00 a.m.

• After-work:

  • 02/28, 6:30–9:00 p.m.

One-off or recurring slots

You can:

• create one-off events (date by date),

• or set up recurring events (e.g., every first Tuesday of the month).

Allow multiple participants in the same slot (capacity)

Overall logic

The gauge automatically limits the number of registrations:

• as long as capacity has not been reached, the slot can be reserved,

• once full, it becomes unavailable.

No manual management is required.

Example

• Set gauge: 40 participants

• 40 registrations reached → the slot can no longer be reserved

Manage venues (different depending on the event)

Overall logic

An event calendar can manage multiple venues without creating a calendar for each address.
The venue is usually specific to each event, not to the calendar itself.

Recommended approach for a "multi-location" calendar

• Define a generic location in the calendar (e.g., "Address provided after registration").

• Enter the actual location for each event via:

  • the event description,

  • or a custom field Lieu de l’événement.

Examples

• Breakfast on 02/12 – Café X, 12 Example Street, Paris

• After-work event on 02/28 – Hotel Y, Renoir Room

Set up paid events with a "trial" system (using the distinction between Members and Guests)

Members and guests generally do not have the same rights:

• unlimited access vs. limited access,

• free vs. paid,

• different messages and reminders.

It is therefore preferable to separate the paths.

Recommended method

• a calendar or link reserved for members,

• a calendar or link dedicated to guests.

Example: Breakfasts

• Petits-déjeuners – Adhérents (free, private link - or paid, with a 100% discount coupon for members)

• Petits-déjeuners – Invités (free, limited to 2 via tags - see below)

How can you limit free event trials?

The number of times a guest participates must be tracked automatically, without manual intervention.
This is done via incremental tags and a workflow triggered with each reservation.

Workflow logic

1. First participation → Invité 1 fois

2. Second participation → Invité 2 fois

3. Beyond that:

   • either inform and offer membership,

   • or automatically block the reservation.

Workflow 1: "New guest event registration" (tags 1x / 2x)

Trigger

• Appointment → Booked

• Calendar = Invités (e.g., guest breakfast)

Logic

1. If the contact has neither Invité 1 fois nor Invité 2 fois

   • Add tag Invité 1 fois

2. Otherwise, if the contact has Invité 1 fois

   • Remove Invité 1 fois

   • Add Invité 2 fois

3. Otherwise, if the contact has Invité 2 fois

   • Soft option

     • Leave the reservation

     • Send email: "You have used your 2 invitations, become a member..."

   • Hard option

     • Send email "Reservation pending/declined"

     • Update Appointment Status = Canceled

Recommendation: soft at first (smoother conversion), hard if you are overwhelmed.

Notifications and emails

Notifications have three purposes:

• confirm registration,

• reduce no-shows,

• create continuity after the event.

Workflow 2: confirmations + reminders (anti-no-show)

For each calendar (members/guests/paying attendees):

• Immediate confirmation email

• Reminder 24 hours before (email)

• Reminder 2-3 hours before (email and/or text message)

Workflow 3: post-event (guest conversion)

Trigger: after the event end time (or via a time window)

• Thank you email + feedback link

• For guests:

  • if tagged as "Invité 2 fois": membership offer (clear CTA)

  • otherwise: suggest the next date

FAQ

“Several people at the same time?”

Yes. A class slot can accommodate several registrants up to the defined capacity (e.g., 40). When it is full, it can no longer be booked.

"Do I need to configure the schedule for the duration of the event?"

Yes. One slot = the entire event. Duration = actual duration (e.g., 8:00 a.m.–10:00 a.m.).

“Different location each time?”

Yes. You put the location in the description/notifications, ideally via a custom field Lieu de l’événement reused in your emails.

"Tag guest once/twice?"

Yes. This is managed via a workflow triggered with each booking, which automatically increments the tags and can block or redirect beyond 2.

Launch checklist

• Create the Calendar Group Événements Réseau

• Create 2 calendars Class: Breakfast / Afterwork

• Set max number of seats + duration + booking window

• Add slots (dates/times)

• Create tags: Member, Guest 1 time, Guest 2 times

• Connect workflows:

  • Confirmation + reminders

  • increment guest tags

  • post-event + conversion

• Test with 2-3 test emails (member / guest 1 time / guest 2 times)

• Publish the calendar page + dedicated links

Summary

CrocoClick's "Class" event calendar allows you to:

• manage group events with capacity limits,

• plan fixed or recurring dates,

• manage variable locations,

• distinguish between members and guests,

• automatically limit free invitations,

• integrate payment, reminders, and follow-ups,

• centralize all logic in workflows.