Calendar View

Feature Availability

Benefits

Here are some benefits of using Calendar View in Vtiger CRM:

• Create Events: Vtiger CRM's Calendar lets you effectively schedule and manage your activities, appointments, and tasks by creating events.
• Collaborate better with co-workers: Creating events in a Shared Calendar is a great way to collaborate better with your co-workers. 
• Shared Calendar: Vtiger CRM allows you to share your calendar with team members, departments, or specific individuals. This feature promotes collaboration and transparency within your organization.
• Automated Reminders and Notifications: The Calendar feature in Vtiger CRM provides automated reminders and notifications for scheduled events.
• Mobile Access and Synchronization: Vtiger CRM's Calendar can be accessed from mobile devices through Vtiger mobile apps. This ensures that you can view and manage your calendar on the go, enabling you to stay updated and responsive even when you are away from your desk.
• Advanced Filtering and Views: You can customize the calendar display based on your preferences, such as daily, weekly, or monthly views. Filtering options allow you to focus on specific event types, individuals, or departments, providing a clear overview of your scheduled activities.

In this article, you will learn about:

• Creating a Calendar Event
• Displaying the Calendar View
• Creating Recurring Events
• Using the Calendar View in Tasks
• Sharing your Calendar
• Sharing your Calendar with other apps
• Managing Calendar Settings

Creating a Calendar Event

Using the + Add Event button in the Essentials > Events screen

Follow these steps to create an event using the + Add Event button in the Events screen:

1. Log in to the CRM.
2. Go to the Main Menu.

3. Click the Essentials tab.
4. Click the Events option.
5. Click the + Add Event button on the top right.

 

6. Enter the following details in the Event window:
   1. Subject
   2. Start Date & Time
   3. End Date & Time
   4. Subject
   5. Description
   6. Participants
      1. You can invite contacts/users from an Event’s Quick Create window.

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7. Click More fields.
   1. Assigned To
   2. Status
   3. Priority
   4. Location
   5. Event Image
   6. All Day
   7. Is Mutual?
   8. Related To
   9. Organization Name
8. Click View Full Form.
9. Click Save.

Using the Calendar View in Tasks

The Calendar View displays your schedule for the current date and time. To show events held in the past or those scheduled in the future, click the left and right arrows displayed beside the current date.

Note: If any upcoming event is marked as held, the start time will be updated with the current time.

Calendar Schedules

You have different options to view your events based on a month, a week, for three days, one day, or the current day.  To view and select one of these options, click the drop-down beside the Calendar icon when you land on the Events page. 

• Month: Displays your schedule for the entire month. Using the left and right arrows displayed on top of the calendar, you can view schedules for the past and future months.  
• Week: Displays your schedule for the entire week (from Monday to Sunday). Using the left and right arrows displayed on top of the calendar, you can view schedules for the past and future weeks.  
• 3 Day: Displays the schedule for three days, starting from the current day. Using the left and right arrows displayed on the calendar, you can view schedules for the past and future sets of three days.
• 1 Day: Displays the per-day schedule. Using the left and right arrows displayed on top of the calendar, you can view schedules for the past and future.
• Today: Displays your schedule for the day. 
• Agenda: Displays your schedule on a per-day basis. You can view events scheduled for each day along with their status, owners, and start and end time. From the Agenda view, you can also mark an event as ‘Held’.

Creating a Calendar Event

You can create an event on your calendar for a particular date or schedule a meeting on a specific date and time in two ways:

• Using the + (Quick Create) on any of the screens in the CRM 

  Follow these steps to create an event using + (Quick Create):

  

1. Click on the + (Quick Create).
2. Click on the Events option. An Add Event window opens.

 

3. Enter the following details in the Event window:
   • Subject
   • Activity Type
   • Start Date & Time
   • End Date & Time
   • Description
   • Participant
     • You can invite contacts/users right from an Event’s Quick Create window.
   • Assigned to
   • Status
   • Priority
   • Location
   • Event Image
   • All day
   • Is Mutual?
   • Related To
   • Organization Name
4. Click View Full Form to add other details.
5. Click Save.

• Using the + Add Event button in the Essentials > Event screen
  
  Follow these steps to create an event using the + Add Event button in the Event screen:

1. Go to the Main Menu.
2. Click on the Essentials tab.
3. Click on the Events option.
4. Click on the + Add Event button on the top right
5. Enter the following details in the Event window:
   1. Start Date & Time
   2. End Date & Time
   3. Subject
   4. Description
   5. Participants
      1. You can invite contacts/users right from an Event’s Quick Create window.
   6. Assigned to
   7. Status
   8. Location
   9. Activity Type
   10. Related To
6. Click View Full Form to add other details.
7. Click Save.

Note: If any upcoming event is marked as held, the start time will be updated with the current time.

Sharing your Calendar

Did you know you can share your Calendar with your co-workers and contacts?

Sharing your Calendar gives you better control over events and the time they are being held as:

• You can view others’ schedules and set up events at the appropriate time
• Others will also be able to see your schedule and set up events involving you

This feature is beneficial when your team is working from different locations, or you are setting up events that involve members from multiple teams.

The Sharing Calendar can be done using the Calendar Sharing Rules. 

Sharing Rules is crucial on the Calendar page, especially for Team Calendars. 

Anyone in your organization can add your calendar and view your events. This is because the sharing rules default your event visibility to Public.

Effects of Sharing Rules on Calendar Events

If the Sharing Rule is Public, both admin and non-admin users can add all users and groups to their calendars.

If the Sharing Rule is Private, only the admin can add all users, while the non-admins can add their sub-ordinates and groups to their calendar.

Follow these steps to set up Sharing Rules in Calendar Events:

1. Log in to your CRM.

 

2. Click the User Menu on the top right corner of the CRM screen.
3. Click Settings.

4. Look for the User Management section.
5. Select Sharing Rules.

6. Select the Events module.
7. Click the +Add Custom Rule button.

 

8. Select or Enter the following information:
   1. Contacts of: Whose contact records do you want to share
   2. Can be accessed by: Who can access the contact records
   3. With permissions: Which access permissions must be given
9. Click Save.

You can change the event visibility to Private by going to Settings > Sharing Rules > Events. 

Note: Only admins can alter the sharing rules for events and define custom sharing rules. To learn more about Sharing Rules, click here.

Once your event visibility is set to Private, other users and admins in your organization can see your events but with the Subject field stating as ‘Busy’. Along with this, other users cannot view your event’s Summary View.

Syncing your Calendar with Other Apps

Are you using applications like Gmail and Office 365? 

You can now share and update event information by syncing Vtiger CRM Calendar and these apps. Information and notifications from these apps will appear as calendar events in your CRM Calendar module and vice versa.

Follow these steps to sync your calendar events:

1. Go to the Main Menu.
2. Go to the Essentials tab.
3. Click the Events option.

4. Click the Sync button at the top.

5. Select the app you want to sync in the Sync window.
6. Click the Sync Log button.
   1. For example, if you sync your Calendar and Google, the Google-Sync Log window will display the entire list of events for the current date. 

Note:  You must sign in to your apps before processing the sync.

Editing Sync Settings 

You can edit sync settings in the Sync window.  

Follow these steps to change sync settings:

1. Go to the Main Menu.
2. Go to the Essentials tab.
3. Click the Events option.

4. Click on the Sync button at the top.

5. From the Sync window
   1. Click the Sync Settings button for the app you want to change sync settings.
   2.  Change relevant details.

6. From the App - Sync Log window

Managing your Calendar Settings 

Vtiger’s calendar settings help you customize your calendar to suit your preferences. Read along to learn about the possibilities. 

Accessing and Editing Calendar Settings

1. Log in to the CRM.

2. Click the User Menu on the top right corner of the screen.
3. Click My Preferences.

4. Select Calendar Settings.
5. Click the Edit icon on the top right to set up your preferences.

Different Settings for Customizing your Calendar 

The table below summarizes the different settings available to customize your calendar.