Calendar: Deadlines, Milestones, and a Booking Page With Meet Links

Why scheduling and delivery drift apart

Most agencies run two calendars without meaning to. The scheduling app knows when you are free. The project tool knows when things are due. Neither knows about the other, so the app happily books you into a Thursday you had already promised to a launch.

The workaround is manual duplication: someone copies deadlines into the shared calendar so the team can see them. It works for about three weeks. Then a deadline moves in the project tool and not in the calendar, and now you have two sources of truth that disagree, which is worse than having one that is incomplete.

Meanwhile the client experience is its own problem. Agreeing a call takes four emails, because “how about Tuesday?” is a question, not a booking. We wrote about that back-and-forth in meeting scheduler for agencies.

What the Arpixa calendar is

The Arpixa calendar is one view over the things that occupy your week. Four sources feed it:

• Project deadlines — shown as all-day events, straight from the project.
• Project milestones — each with its due date and the project it belongs to.
• Your own events — meetings, internal blocks, anything you add.
• Confirmed bookings — read-only entries from your public booking page, where clicking one opens the meeting link.

Because deadlines and milestones are read from the projects rather than copied, they cannot go stale. Move a deadline in the project and the calendar already agrees. Clicking a project-derived event takes you back to the work rather than to an empty event detail panel.

You can also pull in what is already on your Google Calendar. A sync action imports events from your primary calendar across a window of about three months back and six months ahead, skipping anything it has already brought in, so your existing commitments show up beside agency deadlines.

What you can do with the calendar

Creating, editing, and deleting calendar events is permission-gated, so a Viewer sees the schedule without being able to rearrange it. See Members for how roles work.

The booking page, end to end

Booking in Arpixa starts with event types. Each one is a meeting format with a name, a duration, a description, and a colour, and each has its own link, so “15-minute intro” and “60-minute strategy session” are genuinely different things rather than one slot length you apologise for. Durations run 15, 20, 30, 45, 60, 90, and 120 minutes. Types can be deactivated without being deleted, and at least one has to stay live.

Availability is a set of rules, not a guess. Working days of the week, working hours, specific blocked dates, a buffer in minutes applied on both sides of a booking so you are not walking out of one call into another, a minimum advance notice, your timezone, and the slot interval. Slots are computed in your timezone and then rendered in the visitor's, which is detected from their browser.

A visitor sees your logo and agency name, chooses a meeting format if you offer more than one, picks a date and a slot, and fills in name, email, company, and notes. While they are completing it, the slot is held for five minutes, and anyone else on your page sees it as held in real time.

On submit, Arpixa saves the booking, creates the event in Google Calendar with a Google Meet link, sets reminders, and sends two emails: a confirmation to the visitor with the date, time, and meeting link, and a notification to you. If the calendar step fails for any reason, the booking is still saved rather than discarded. The visitor then lands on a confirmation screen that persists if they reload the page.

Your booking links sit under your workspace slug, and the Arpixa badge on the page is removed on any paid plan.

What clients see on their calendar

Clients get their own calendar in the portal, and it is intentionally a different view. It aggregates across every agency they are connected to and colour-codes by type: project start dates, project due dates, invoice due dates with the amount and status, tasks, milestones, calendar events, and their own requests.

Clients can also submit a calendar request — a meeting request or a call request — and track it as pending, approved, or declined. That gives a client a way to ask for time inside the system rather than emailing you, without giving them the ability to drop events onto your schedule.

Invoice due dates showing up on the client's calendar is a small thing that quietly helps cash flow: the date is visible before it is late. See Invoices for the billing side.

How it connects to the rest of Arpixa

• Deadlines and milestones come straight from Projects, so the calendar cannot fall out of step.
• Your public profile offers a Book A Call action, feeding the same booking flow that Lead Inbox covers for written enquiries.
• A booking can be turned into a client record, and Automations can react when one is created.
• Events can be linked to a client record in your CRM.
• Clients see their own dates in the branded client portal.

Arpixa has a real Free plan (not a trial), with Starter at $12/month, Pro at $29/month, and Advanced at $89/month. Event types are limited to 2 on Free, 100 on Starter, 500 on Pro, and unlimited on Advanced, and the Arpixa badge on your booking page is removed on any paid plan. Annual billing lowers the effective monthly cost, and the pricing page is the source of truth for current plan limits.

How to set it up

1. Open the calendar to see project deadlines and milestones already plotted.
2. Add meetings and internal events, linking them to a client where it helps.
3. Set your booking availability: working days and hours, buffer, advance notice, and timezone.
4. Create the event types you offer, each with a duration and its own booking link.
5. Share the booking link on your public profile, in proposals, or in email signatures.
6. Confirmed bookings appear on your calendar with their Meet link, and both sides get a confirmation email.

Related reading: appointment scheduling for client work and how to keep track of client deadlines.

Frequently asked questions