Guidelines for embedding an online calendar on your website

Last updated: June 5, 2026

1. Guidelines for Embedding an Online Calendar on Your Website

An online calendar is an effective way to present events, schedules, or availability in a clear and structured format. When implemented correctly, it ensures your website always displays accurate, up to date information with minimal effort.

This document outlines best practices for selecting, embedding, and managing a calendar on your website.

1.1 Recommended Platforms

We recommend using trusted, cloud based calendar platforms such as Google Calendar or Microsoft Outlook Calendar.

These platforms are widely supported, easy to manage, and designed to integrate smoothly with websites.

1.2 Considering an Events Plugin

In some cases, an embedded third party calendar may not provide the level of control or presentation required. An alternative approach is to use a website based events system such as The Events Calendar.

1.2.1 What is an Events Plugin

An events plugin is a tool built into your website that allows you to create, manage, and display events directly within your content management system.

Unlike external calendars, events are stored within your website and can be fully styled and structured to match your design.

1.2.2 When to Consider an Events Plugin

An events plugin may be more suitable where:

Presentation is important, and you want events to appear as fully designed pages with images and rich layout
SEO is a priority, with each event having its own page
You require more control over categorisation, display, or archiving
You want deeper integration with enquiries, registrations, or other website features

1.2.3 When an Embedded Calendar is More Suitable

A third party calendar such as Google or Microsoft is generally more appropriate where:

The primary need is internal scheduling or simple listings
Multiple team members already manage events in a shared calendar
Ease of use and quick updates are the main priority
Minimal website administration is preferred

1.2.4 Using Both Approaches Together

In some cases, a combined approach is appropriate:

Public events plus internal scheduling
Use an events plugin for public facing events, and a Google or Microsoft calendar for internal coordination
Featured events plus full calendar
Display key events using the website system while embedding a full calendar for complete listings
Different audiences
Use a website events system for marketing, and an embedded calendar for operational or member specific schedules

1.2.5 Choosing the Right Approach

When deciding, consider:

Who will manage events on an ongoing basis
Whether events need to support marketing and search visibility
The level of design and branding required
Whether the calendar is primarily for internal or public use
The importance of integration with other website features

In many cases, the simplest solution is the most effective. However, where events play a central role in communication or marketing, a dedicated events system within the website may offer greater long term value

1.3 Key Principles

Use one central calendar
Maintain all events in a single platform. Your website should display this calendar, not duplicate it.

Keep it simple
Your calendar should be easy to read and focused on relevant information only.

Ensure accuracy
Your website should always reflect what is in your calendar. Keeping it updated is essential.

1.4 Placement on Your Website

Use a dedicated page
The calendar should be placed on its own page such as Events, What’s On, or Schedule. This keeps the experience focused.

Avoid the homepage
Do not embed a full calendar on the homepage as it can be visually heavy and affect performance. Instead, link to the calendar page.

Consider contextual use
You may include a small preview such as the next three to five events on key pages with a link to the full calendar.

Ensure mobile usability
Confirm the calendar displays clearly on mobile devices without excessive scrolling or zooming.

1.5 Content Guidelines

Use clear event titles
Each event should be easy to understand at a glance.

Include essential details only
Date, time, and location are the most important fields. Avoid overloading entries.

Use consistent naming conventions
This improves readability and professionalism.

Organise where necessary
If you have multiple event types, consider separate calendars or clear naming structures.

1.6 Privacy and Security

Review visibility settings
Only publish information appropriate for public viewing.

Avoid sensitive information
Do not include personal data, internal notes, or private meeting details.

Control editing access
Limit editing permissions to authorised team members.

1.7 Performance Considerations

Be mindful of page speed
Embedded calendars rely on third party services. Keeping them off the homepage helps maintain fast loading times.

Avoid overuse
Do not embed multiple calendars on a single page.

Test regularly
Check that the calendar loads correctly and functions properly.

1.8 Ongoing Management

Keep the calendar updated
Outdated information reduces trust and usability.

Assign responsibility
Ensure a specific person or team is responsible for maintaining the calendar.

Review periodically
Check for relevance, accuracy, and clarity on a regular basis.

1.9 Summary

A well managed online calendar improves communication and reduces administrative effort. By using a reliable platform and following these guidelines, you can ensure a clear, professional experience for your website visitors.

If you require further guidance, we are available to advise on best practices as part of your ongoing website management.

2. Appendix A – Setting Up Your Online Calendar (Google)

This appendix provides practical guidance on how to create a calendar using common platforms and what information to provide so it can be embedded on your website.

2.1 Creating Your Online Calendar – Google

Using Google Calendar is a straightforward way to manage and publish events.

2.1.1 Steps

Sign in to your Google account
Go to Google Calendar
In the left hand menu, click plus next to Other Calendars
Select Create new calendar
Enter:
- Calendar name
- Description (optional)
- Time zone
Click Create Calendar

2.1.2 Add Events

Click on a date or time to create an event
Add title, time, location, and details
Save the event

2.1.3 Make the Calendar Public

Go to Settings for your calendar
Select your calendar under Settings for my calendars
Enable Make available to public
Choose See all event details if appropriate

2.2 What to Send to Acton BV

To allow us to embed your calendar, please provide:

Public embed code (iframe), found under Settings, Integrate Calendar, Embed Code
or
Public calendar URL

Also confirm:

The calendar is set to public visibility
The correct calendar is selected

3. Appendix B – Creating Your Online Calendar (Microsoft)

3.1 Creating Your Online Calendar – Microsoft

Using Microsoft Outlook Calendar via Microsoft 365 or Outlook.com is also a reliable option.

3.1.1 Steps

Sign in to your Microsoft account
Open Outlook Calendar
In the left panel, select Add Calendar
Choose Create Blank Calendar
Enter a name and save

3.1.2 Add Events

Click New Event
Enter event details including title, time, location, and description
Save the event

3.1.3 Publish the Calendar

Go to Settings, Calendar, Shared Calendars
Under Publish a calendar:
- Select your calendar
- Choose permissions such as Can view all details
Click Publish

3.2 What to Send to Acton BV