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Events are customizable booking pages that allow you to automate your appointment scheduling. By setting up the details of your WooEvent such as the name, description, location, and timezone, you create a specific meeting type (e.g., a "30-minute Phone Call") that contacts can book directly. This feature combines your availability with a lead-capture form, ensuring every appointment is scheduled according to your specific duration, branding, and meeting rules.
How to create an Event
Go to the Settings--> WooCalendar
Click Events
Click Add Event
Click Add
Event Details Section
Setup the details of your WooEvent such as the name, description, location, and timezone.
Event Name: The primary title of the meeting (e.g., "Discovery Call") that appears at the top of the form.
Description: A text box to explain the agenda or purpose of the meeting to the invitee.
Duration: Sets the time block length for the appointment (e.g., 15 min, 30 min, 1 hour).
Meeting Type: Defines the location or format (e.g., Phone, Zoom, In-Person).
Event Slug: Customizes the end of the URL (e.g.,
/meeting-name) to make the link clean and readable.
Confirmation Page Section
After Booking: Select whether to display a standard success message or automatically redirect the user to a specific external URL (like a thank you page).
Confirmation Message: Customize the headline (e.g., "You are scheduled") and body text used to confirm the appointment was successful.
Additional Links: Add buttons that allow users to immediately Schedule another event or visit a Custom link (like a resource page) without leaving the screen.
Scheduling Section
Team Members: Assign which staff members are available for this specific event.
Availability: Set your Timezone, Schedule Type (working hours), and Time Increments (frequency of slots).
Booking Rules: Limit how far in advance a contact can book (e.g., only next 3 days).
Notifications Section
Calendar Invite: Toggles sending an automatic calendar event to the contact
Reminders: Configure Confirmation emails and Reminder alerts to reduce no-shows.
Custom Values: Use short code like
{{FirstName}}) to personalize the event titles and messages.
Share & Embed
Once your Event is ready, use the Share button in the top right corner to distribute it.
Share Via Link: Generates a direct URL to copy and paste into emails or SMS.
Add to Website: Provides the specific embed code to place the form directly onto your own website.
Preview: Before sharing, you can click the Preview Form Page link (or the Preview Page button in the header) to see exactly what your contacts will see.
Turning On and Off
You can control the visibility of your Event using the toggle switch located in the top right corner of the header.
Turn On: Ensure the toggle is blue/checked. This means the link is live, and contacts can successfully access the page to book appointments or submit information.
Turn Off: If you toggle this off, the Event becomes inactive. Anyone who tries to visit the link while it is off will not be able to view the form or make a submission until you re-enable it.
Smart forms are digital forms that enhance the user experience by dynamically changing based on user inputs. Smart forms are particularly beneficial in scenarios requiring complex data collection, such as customer intake, it also helps directs leads to the right events.
Example Use Cases
1. Directing Leads to the Right Event
Scenario: You’re hosting multiple events (e.g., Beginner Training, Advanced Workshop, VIP Strategy Call).
How Smart Forms Help:
The form asks:
• “What is your experience level?”
👉 Based on their answers:
• Beginners → Directed to the Beginner Event booking page
• Advanced users → Sent to the Advanced Workshop page
• High-value leads → Routed to a VIP strategy call
This ensures users don’t land on the wrong booking page and improves show-up rates.
2. Smart Forms as a Lead Vetting Tool
Smart Forms can qualify leads before they ever reach your calendar.
Example:
The form asks:
• Budget range
• Business size
• Timeline
👉 Based on answers:
• Qualified leads → Sent to a booking page
• Unqualified leads → Redirected to a resource page or sent a custom “not a fit” message
• High-priority leads → Shown a premium offer or fast-track booking
This saves time and keeps your calendar clean.
How to create a Smart form
Go to the Settings--> WooCalendar
Click Smart Forms
Click Add Form
Click Add
Form Details Section:
Greeting Page / Privacy Policy: Tabs to switch between editing the welcome message and the privacy policy text.
Form Name: A text field to enter the internal name of the Smart Form.
Upload Logo: A button to upload an image file for the form's logo.
Colors: A dropdown menu to select a color theme for the form (e.g., "Use Default WooSender Colors").
Headline and Description: A toggle switch to show or hide a headline and description text on the form.
Questions Section:
How to Show Questions: Radio buttons to choose between displaying "One question per screen" or "All questions on one screen."
Question Progression Display: Radio buttons to choose how progress is shown to the user: "Don't Show Any," "Show Bar Only," or "Show Bar and Question Number."
+ Add Question: A button to create a new custom question for the form.
Logic Section:
+ Add Route: This button allows you to create a new routing rule. Clicking it opens a configuration window to create a new rule.
These rules determine where a contact is directed based on their specific answers (e.g., if they answer "Yes," send them to the booking calendar; if "No," send them to a disqualification page).
IMPORTANT NOTE: "Routes higher on the list are given higher priority," meaning the system checks the top rule first.+ Add Route: This button allows you to create a new routing rule.
Share & Embed
Once your Smart Form is ready, use the Share button in the top right corner to distribute it.
Share Via Link: Generates a direct URL to copy and paste into emails or SMS.
Add to Website: Provides the specific embed code to place the form directly onto your own website.
Preview: Before sharing, you can click the Preview Form Page link (or the Preview Page button in the header) to see exactly what your contacts will see.
Turning On and Off
You can control the visibility of your Smart Form using the toggle switch located in the top right corner of the header.
Turn On: Ensure the toggle is blue/checked. This means the link is live, and contacts can successfully access the page to book appointments or submit information.
Turn Off: If you toggle this off, the Smart Form becomes inactive. Anyone who tries to visit the link while it is off will not be able to view the form or make a submission until you re-enable it.
Account Link Section
Edit your account's slug used for Event links.
Account Slug: Customizes the unique identifier (e.g.,
woosender-team) that serves as the base for all your booking URLs.Link Structure: This defines your root path, so your final event links will appear as
.../your-slug/event-name.
Important note: Changing this slug will immediately break any existing links you have already shared or posted online, so proceed with caution.
Tracking& Analytics Section
Integrate tracking pixels to measure performance.
Meta Pixel Events: Enable this to integrate your Meta (Facebook & Instagram) Pixel, allowing you to retarget audiences and optimize your ad campaigns based on booking activity.
Google Analytics: Toggle this on to connect Google Analytics to your booking widget, giving you insight into visitor traffic and behavior.
Google Tag Manager: Allows you to use specific events within the booking form as triggers to fire advanced marketing tags via Google Tag Manager.