Schedule Recurring Company Town Halls Without Clutter
A guide for HR teams on scheduling recurring company town halls with live calendar feeds, holiday exclusions, and Google Calendar sync.
Publishing company town halls to a shared calendar feed lets remote HR teams share dates without emailing calendar invites to 80 employees. Staff subscribe once to the live calendar feed, and every session appears on their work calendars automatically.
When an HR team coordinates company gatherings through mass email invites, every rescheduled date triggers calendar conflicts and broken room links across the company. An open internal schedule page keeps all session dates, agendas, and video call links in one central place while keeping employee inboxes quiet.
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Set up repeating rules and exclude holiday weeks
Most internal all-hands meetings follow a regular pattern, such as the second Thursday of every month. Setting this pattern up as a single recurring event avoids creating every occurrence by hand.
In Event Schedule, open the Event tab. Beside Date & Time, choose Recurring to reveal the repeat settings. To match your team schedule, choose one of the available options under Frequency:
| Frequency | Description |
|---|---|
| Daily | Repeats every day |
| Weekly | Repeats every week on chosen days of the week |
| Every N Weeks | Repeats every 2 to 52 weeks, such as fortnightly |
| Monthly (same date) | Repeats on the same date each month, such as the 15th |
| Monthly (same day of week) | Repeats on the same weekday each month, such as the second Tuesday |
| Yearly | Repeats once a year on the same date |
Set Date & Time to the first occurrence of the series, because the recurring series never starts before the event's own date. Under Recurring End, pick Never if your town hall series runs indefinitely, On Date to stop after a specific date, or After Events to stop after a set number of occurrences.
Company holidays often fall on town hall days. Under Exclude Dates, click Add Date to pick individual dates to skip, such as Thanksgiving or office closure weeks. An excluded date is absent from the schedule, so staff see nothing on that date rather than a cancelled placeholder. If you need to add an off-cycle session on an unusual weekday, click Add Date under Include Dates to insert a one-off date into the recurring event patterns.
Attach Google Meet or Zoom join links
Event Schedule manages the timetable, shareable links, and calendar feeds, but it does not host video streams or webinar rooms. You run the actual video meeting through Google Meet, Zoom, or Microsoft Teams.
To attach your meeting room to the session:
- Copy the meeting link from Google Meet or Zoom.
- Open the Event tab and scroll to the Location section.
- Check Online.
- Paste the meeting link into the Event URL field.
Event Schedule does not display the raw link on the public listing page. Instead, the page displays the provider domain, such as zoom.us, or the label Online. The full link appears on the ticket or confirmation for anyone who registers.
If your team uses free event registration with an optional capacity limit, attendees get the full meeting link immediately upon sign-up. If you want staff to view the join link directly on the schedule page without registering, paste the link into the Description field under About.
For specialized team sessions with leadership, you can also set up dedicated pages for live Q&A sessions where employees submit questions in advance.
Keep dates aligned with two-way Google Calendar sync
Town hall dates move when executive availability shifts or quarterly reviews run long. Updating every person individually after a schedule shift wastes administrative time.
Connecting your organizer calendar with Google Calendar sync keeps entries aligned. Event Schedule provides two-way sync with Google Calendar, Outlook / Microsoft 365, and CalDAV. When you move an event on your connected Google Calendar, the change updates your Event Schedule page.
For recurring events, Event Schedule pushes a single entry on the start date to your connected Google Calendar, not a repeating appointment series. To give your entire company every upcoming town hall date on their work calendars, provide them with the schedule feed subscription.
Distribute live calendar feeds to remote employees
A calendar subscription feed is the cleanest way to share dates across an 80-person company. Unlike a static calendar download that never changes after export, a subscribed calendar checks the feed periodically and pulls date shifts on its own.
To find the subscription link for your employees:
- Open your schedule in the admin portal and choose Edit Schedule.
- Open the Integrations tab and scroll down to Calendar text and feeds.
- Click the copy button beside iCal Feed.
Staff can also subscribe directly from the schedule page. In the Add to Calendar menu on any event page, or at the bottom of the Stay up to date panel, clicking Subscribe to all events from your schedule provides the same feed.
You can paste these instructions into your internal documentation or team chat:
To add company town halls to your work calendar, copy our team schedule feed. In Google Calendar, click the plus icon next to Other calendars, select From URL, and paste the feed address. All town hall dates for the next 90 days will populate automatically in your local timezone.
Repeating events expand into individual dated entries for the next 90 days in the feed. Start and end times export as absolute instants, so remote team members in different timezones see the meetings convert to their local time automatically.
Calendar apps refresh feeds on their own schedule. Google Calendar can take several hours to check external feeds, so post date changes well in advance when possible.
Questions people ask
What happens if a town hall is rescheduled on short notice?
Changing the event time updates your Event Schedule page immediately. Subscribed calendar apps update on their own refresh schedule, which for Google Calendar can take several hours, so post same-day changes in your company chat.
Can we restrict the town hall calendar to company staff only?
The Enterprise plan includes private internal events for team members and unlisted events reachable only by a link or password. Calendar subscription feeds export public events, leaving drafts, internal events, and unlisted events off the public feed.
Do employees need an Event Schedule account to view town halls?
No. Employees do not need an account to view the schedule page, access meeting links, or subscribe to the iCal feed in their work calendar. An account is only required for administrators managing the schedule.