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Using the Calendar Page

Use the Calendar page to improve your time-management skills and get a bird' eye view of all your events and tasks.
R
Rashmi Kashyap
22 Sep, 2021 - Updated 9 months ago
Table of Contents

Introduction

 

Are you aiming to amp up your time-management skills? 

Check out Vtiger’s Calendar page.

 

The Calendar page provides a panoramic view of your tasks, events, contacts, projects, and other activities on one page. This page is a solution for everyone who juggles through hundreds of meetings in a day, as it helps you keep track of your schedules.

You can also view your team members’ events if they have shared their calendars with you.

Benefits

  • Access multiple calendars in one place
  • Prioritize your work 
  • Track due dates of tasks
  • Check the availability of other users
  • Plan your day efficiently

And a lot more...

Accessing the Calendar page

Follow these steps to view the Calendar page:

  1. Log in to your CRM account.
  2. Click the Calendar icon on the top right of the screen.

The Calendar page opens. 

Let us begin by learning about the My Calendar and Team Calendar sections on the left side of the screen.


My Calendar

My Calendar displays your records based on the activity type selected in the list.

It contains the following activity types by default:

  • Events
    • You can filter the event records based on Event Type
  • Tasks
    • You can filter the task records based on Task Type
  • Deals
  • Contacts
  • Projects
  • Project Milestones

You can collapse or expand this section by clicking the ˅/˄ icon next to the My Calendar title.

Adding an Activity Type

You can customize the calendar view by adding other activity types to the current list. 

Follow these steps to add an activity type:

  1. Log in to your CRM account.
  2. Click the Calendar icon on the top right of the screen.
  3. Go to My Calendar on the left of the screen.
  4. Click the + icon next to My Calendar.
  5. Click the Select Module dropdown and choose a module.
  6. Click the Select Field dropdown and choose a field. 
    • Enable Fields For Range checkbox and select multiple fields from the dropdown to create a date range.
  7. Select any color under Select Calendar Color. All the records of this particular activity type will be displayed in this color on the calendar view. 
  8. Click Save.

When you enable the checkboxes of the activity type, the respective records will be displayed on the calendar view on the right.

You can perform other actions like,

  • Edit an activity type by hovering on it and clicking the Edit icon. 
  • Delete an activity type by hovering on it and clicking the Delete icon.
  • View the records of a particular activity type by hovering over it and clicking Only.


Team Calendar

Team Calendar displays only events of users or groups in the Calendar view.

You can collapse or expand this section by clicking the ˅/˄ icon.

Adding a User or Group Calendar

You can add both users or groups to the Calendar. Follow these steps to do so:

  1. Log in to your CRM account.
  2. Click the Calendar icon on the top right of the screen.
  3. Go to Team Calendar on the left of the screen.
  4. Click the + icon next to Team Calendar.
  5. Click the Select User/Group dropdown and choose the user or group you wish to add to the Calendar view.
  6. Select any color under Select Calendar Color. All the records of this particular user or group will be displayed in this color on the Calendar view. 
  7. Click Save.

When you enable the checkboxes of the user or group, individual events will be displayed on the Calendar view on the right.

You can perform other actions like,

  • Edit an activity type by hovering on it and clicking the Edit icon. 
  • Delete an activity type by hovering on it and clicking the Delete icon.
  • View the records of a particular activity type by hovering over it and clicking Only.
  • Search for a user or group by typing their name in the Search bar.


Actions Possible in the Calendar Page

Once you configure the My Calendar and Team Calendar, you can explore other capabilities of the Calendar page. Here are some actions you can do:

  • Click the Settings icon on the top right to change your default calendar settings. To know more about Calendar Settings, click here.
  • Change the current calendar view to Month, Week, 3 Day, or 1 Day by clicking the dropdown next to the Settings icon.
  • Click the + Add button to add a new event or task.
  • Change the timeline of the current Calendar view.
  • Revert to the current timeline by clicking the Today button.
  • Click anywhere on the Calendar view to add an event.
  • Click on a record on the Calendar view to see and edit the record’s summary view.
  • Enable the checkbox on a record to mark it as held or completed.
  • Drag and drop events or tasks to change their date and time.


Calendar Sharing Rules

Sharing Rules play a crucial role in the Calendar page, especially for Team Calendars. 

You are already aware that anyone in your organization can add your calendar and view your events. This is because your event visibility is set to Public by default in the sharing rules.

Effects of Sharing Rules in 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.

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 as well as define custom sharing rules. To know 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.

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