Add Notes, Links, and Locations to Events
Last reviewed: 2026-08-05
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You can add the information customers need before an appointment directly to an event. The event description appears above the customer-facing calendar, while notes, locations, and meeting links can appear in confirmation and reminder emails.
Add an event description and notes
- In Easy Appointment Booking, open the event and click Edit.
- Open the General tab.
- Add an Event Description for information customers should see while booking.
- Add Notes for instructions that should appear in booking emails, such as arrival guidance or what to bring.
- Click Save.
Add a location or meeting link
In the event's Location dropdown, choose the option that matches the appointment:
- Physical Location — add an address for in-person appointments.
- Virtual through Google Meet — generate a Google Meet link when the booking is created.
- Virtual through Zoom — generate a Zoom link when the Zoom integration is connected.
- Virtual (Custom meeting link) — enter one meeting URL to use for all bookings for that event.
The location or link is included in the customer's notification and can also be written to connected Google or Outlook calendar events.
Customize how the details appear in emails
The default templates include event details automatically. If you use custom email templates, these variables insert the corresponding value:
| Variable | Inserts |
|---|---|
{{event_notes}} | Notes saved on the event |
{{event_location}} | The physical location |
{{event_link}} | The Zoom, Google Meet, or custom meeting link |
To edit a template, go to Settings > Email & SMS and open the email you want to change. See Customizing your booking emails for the full template workflow.
If Google Calendar is connected, event locations are included in calendar invitations. For group bookings, avoid adding private customer details to shared calendar descriptions.
Next steps
- Email notifications and reminders — choose which messages are sent
- Customizing booking emails — edit designs, subjects, and template content
- Google Calendar integration — sync bookings and locations to a calendar