Schedule Meetings in ClickUp from Planner

ClickUp makes it easy to turn your Planner availability into scheduled meetings and events so your team and guests can book time without back-and-forth messages. This guide walks you through creating events, managing availability, and sharing booking links to streamline your scheduling workflow.

Understand Planner and Calendar in ClickUp

Planner works together with the Calendar view in ClickUp to manage your time. You first set your availability in Planner, then use that availability to generate bookable time slots.

All events created from Planner appear in the Calendar view as Calendar events, so you always have a clear view of your schedule.

Key components of Planner in ClickUp

• Planner availability: Time slots when you are open for meetings.
• Calendar events: Booked meetings and events that block your time.
• Event sidebar: The panel where you configure and update each event.
• Guest booking links: Links others can use to book meetings with you.

Open the Planner in ClickUp

Before creating events, you need to access the Planner and Calendar view inside ClickUp.

1. Open your Workspace.
2. Navigate to the relevant Space, Folder, or List where your Calendar view is located.
3. Switch to the Calendar view to see your schedule and any existing Planner availability.
4. Locate your Planner section or availability blocks, usually aligned with your working hours.

Once your Planner is open, you are ready to create and configure events based on your available time.

Create a Calendar event from Planner availability in ClickUp

You can quickly turn any Planner availability block into a Calendar event. This is useful when a meeting is confirmed and you want to lock that time in your ClickUp schedule.

Steps to create an event from Planner availability

1. In the Calendar view, find an available Planner time slot.
2. Click the availability block to open its options.
3. Select the option to create or convert it to an event.
4. The event sidebar opens on the right side of ClickUp.
5. Enter the event details, such as title, time, and description.
6. Save the event to block the time on your calendar.

After saving, the slot is no longer just availability; it becomes an event entry in your Calendar view.

Use the event sidebar in ClickUp

The event sidebar is the main place to configure and manage each meeting or event created from Planner. It appears whenever you create or edit an event in the Calendar view.

Details you can manage in the event sidebar

• Event name: A clear title describing the meeting or activity.
• Date and time: Start and end time, including time zone settings.
• Location or link: Meeting room, video link, or conference details.
• Description: Agenda, talking points, or notes.
• Attendees: People invited to the event.
• Notifications: Reminders that help you and attendees show up on time.

You can open the event sidebar at any time by clicking an event in the Calendar view. This allows you to update information, adjust times, or modify attendees directly within ClickUp.

Create a new event directly in ClickUp Planner

You are not limited to existing availability blocks. You can also create new events directly in the Calendar view, and they will still align with your Planner schedule.

Steps to create a new event

1. In the Calendar view, click on a date and time where you want to create an event.
2. Choose the option to add a new event.
3. The event sidebar opens automatically.
4. Fill in all event details, including name, time, and attendees.
5. Save the event to finalize the booking.

If the time you selected overlaps with Planner availability, it will be considered booked, and that time will no longer appear as open for new meetings.

Schedule meetings with guests in ClickUp

You can share your Planner availability with external guests so they can book meetings directly onto your calendar. This keeps your ClickUp schedule and Planner aligned without extra admin work.

Share a booking link from ClickUp Planner

1. Open your Planner view inside the Calendar in ClickUp.
2. Locate the option to copy or share your booking link.
3. Copy the link and send it to guests by email, chat, or another communication tool.
4. Guests open the link and see available time slots from your Planner.
5. When a guest books a time, an event is created and added to your Calendar view.

Each new booking from your link appears as an event, and the event sidebar lets you adjust details or add internal notes as needed.

Manage existing events in ClickUp

Once your schedule contains booked meetings, you may need to edit or reschedule them. You can manage all events created from Planner directly in the Calendar view in ClickUp.

Edit an existing event

1. Click the event in the Calendar view.
2. The event sidebar opens on the right.
3. Adjust the title, description, time, or attendees.
4. Save your changes to update the event for all participants.

Reschedule or delete an event

• Reschedule: Drag and drop the event to a new time in the Calendar view or change the time in the event sidebar.
• Delete: Use the delete option in the event sidebar to remove the event from your calendar.

When you reschedule or delete events, your Planner availability updates accordingly, so your booking links always reflect your current schedule in ClickUp.

Best practices for Planner and Calendar in ClickUp

To get the most out of Planner and Calendar events, follow these best practices.

• Regularly review your Planner availability so guests only book times that work for you.
• Use descriptive event names and clear agendas to make meetings more productive.
• Set reminders in the event sidebar so no one misses an important session.
• Keep personal and team calendars aligned to avoid double booking.
• Test your booking link from a guest perspective to confirm the experience is smooth.

Where to learn more about ClickUp Planner

You can explore more scheduling workflows, automation strategies, and productivity tips for ClickUp using expert implementation resources. For example, you can find consulting and optimization services at Consultevo.

For official feature details, step-by-step visuals, and the latest updates about creating events and scheduling meetings from your Planner, see the original help article on the ClickUp Help Center: Create events and schedule meetings from your Planner.

By combining Planner, the Calendar view, and the event sidebar, you can run all your meeting scheduling from inside ClickUp, keeping tasks, availability, and events in one place.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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