RunBeat Calendar User Guide

Docs → RunBeat Calendar

Overview

RunBeat Calendar is a scheduling platform built for radio station teams. It provides shared calendars, resource booking (studios, equipment, meeting rooms), smart scheduling that finds times that work for everyone, and two-way sync with Microsoft 365 and Google Calendar.

Calendar is hosted at runbeatcalendar.com and is multi-tenant, with each organisation operating in its own isolated environment. It's included free with any RunBeat product subscription and is part of the RunBeat All-Access bundle.

Getting Started

Visit runbeatcalendar.com and sign in with your RunBeat account. If your station uses RunBeat CRM or Pulse, you can use the same login credentials.

First steps

1. Create your calendars — Set up shared calendars for your team (e.g. "Studio A", "Sales Meetings", "Outside Broadcasts").
2. Invite your team — Add team members and set their calendar permissions.
3. Connect external calendars — Link Microsoft 365 or Google Calendar for two-way sync.
4. Set up resources — Add bookable resources like studios, equipment, and meeting rooms.
5. Create booking pages — Set up public booking links for external meetings.

Calendars

Calendars are the core organising unit. Each calendar has a name, colour, and permission settings. You can create as many calendars as you need.

• Personal calendars — visible only to you.
• Shared calendars — visible to your team with configurable permissions (view, edit, manage).
• Resource calendars — tied to a physical resource (studio, room, equipment) with conflict-free booking.

Calendar sharing uses a simple link-based system. Share a calendar with specific team members or generate a read-only link for wider distribution.

Events & Scheduling

Events are the building blocks of your schedule. Each event has:

• Title, description, and location.
• Start and end time (or all-day flag).
• Attendees with RSVP tracking.
• Recurrence rules (daily, weekly, monthly, custom).
• Reminders (email and push notification).
• Colour coding and calendar assignment.
• Optional CRM link (contact, account, or opportunity).

The calendar view supports day, week, and month views with drag-and-drop event creation and editing.

Resource Booking

Resources represent physical things that can be booked — studios, outside broadcast vehicles, editing suites, meeting rooms, or equipment. Each resource has:

• Name, description, and capacity.
• Availability hours (e.g. "Studio A is available 06:00–22:00").
• Booking rules (minimum/maximum duration, advance booking limit).
• Conflict detection — prevents double-booking.

The resource booking view shows all resources in a timeline, making it easy to find available slots.

Find a Time

The Find a Time feature automatically suggests meeting slots that work for all attendees. Select the people you want to meet with, set a duration, and Calendar shows you the available windows based on everyone's free/busy data.

This works across synced calendars — if an attendee's Microsoft 365 calendar shows them as busy, that time is excluded from suggestions.

Public Booking Pages

Create public booking pages that external contacts can use to schedule meetings with you. Each booking page has:

• A public URL (e.g. runbeatcalendar.com/book/your-name).
• Configurable meeting types (15min, 30min, 60min).
• Availability rules based on your calendar.
• Automatic confirmation emails.
• Buffer time between meetings.

This is ideal for sales teams booking advertiser meetings, or for presenters scheduling guest interviews.

Calendar Sync

RunBeat Calendar supports two-way sync with:

• Microsoft 365 — sync your Outlook calendar bidirectionally. Events created in either system appear in both.
• Google Calendar — full two-way sync with your Google account.
• CalDAV — connect to any CalDAV-compatible calendar server.

Sync runs automatically every few minutes. You can also trigger a manual sync from Settings → Connections.

CRM Integration

If your station uses RunBeat CRM, Calendar integrates directly:

• Link events to CRM contacts, accounts, or opportunities.
• See upcoming meetings on CRM contact and account pages.
• Create calendar events from CRM deal records.
• Workflow automation: "When a deal is won, create an onboarding meeting."

Notifications

Calendar sends notifications via:

• Email — event invitations, RSVP requests, reminders, and changes.
• Push notifications — on mobile and desktop apps.
• In-app — notification bell in the Calendar interface.

Reminder timing is configurable per event (e.g. 15 minutes before, 1 hour before, 1 day before).

Team Management

Organisation admins can manage team members from the Team page:

• Invite new members by email.
• Set roles: Admin (full access), Member (create/edit own events), Viewer (read-only).
• Remove members.
• View team availability at a glance.

Mobile & Desktop Apps

RunBeat Calendar is available on:

• Web — full-featured browser app at runbeatcalendar.com.
• iOS — native app with push notifications and offline support.
• Android — native app with push notifications and offline support.
• macOS & Windows — desktop apps via the RunBeat Desktop suite.

Pricing

RunBeat Calendar is included free with any RunBeat product subscription. It's also included in all RunBeat All-Access plans.

If you're not using any other RunBeat product, Calendar is available as a standalone free product — just sign up at runbeatcalendar.com.