The CRM Standalone Calendar Tutorial Follow
Welcome to the CRM calendar tutorial!
In addition to supporting sync of calendar events with Microsoft, Google, Yahoo, Apple, and more, the CRM features a standalone calendar, known as the "CRM Calendar". This calendar may be used without syncing your third-party calendar with the system. With features such as sharable events/calendars and group calendars, you can do it all.
💡 For help on third-party calendar syncing, please review the setting up sync of your calendar/email tutorial.
Table of Contents
What is the CRM Calendar and Why Would I Use It?
📆 The CRM has a standalone calendar that allows firms a siloed-off calendar experience that is focused on their firm's activity within the CRM system. This is particularly useful if you are looking to separate your intake, case management, or other operations and you would like a very focused calendar experience that lives within the CRM portal. Also, the calendar features sharable events/calendars and group calendars without needing to use third-party calendar syncs.
Using the main navigation menu on the left-hand side of the screen, go to "Calendar Events".
This will open up the calendar screen in the CRM.
Some firms do not want to or cannot sync their third-party calendars for various reasons. Also, some firms prefer to keep things as simple as possible by using the system's available calendar. In those instances, the CRM calendar would be the recommended calendar of choice.
The CRM Calendar will show all shared events and calendars for each user. Each event will be color-coded based on the user's calendar or by event-specific color codes by event type.
Also, you may move and hide each calendar based on your preferences.
To move a calendar, click the three horizontal lines icon to the left of the calendar, and then drag the calendar up or down as needed. Changes are autosaved.
To hide a calendar, click the down arrow icon. To show a calendar/group of calendars, click the up arrow to expand them. Note: This does not hide events.
To hide events for a particular calendar, click the check bubble to the left of each calendar name to show/hide the events for that calendar.
💡 If you do not have access to a particular event and it does not belong to you, then you will not see it in the calendar. With that said, you may see events that belong to a specific lead or case inside of that record because calendar events could potentially belong to either a calendar or lead/case record, or both.
Activating the CRM Calendar and Setting a Default Calendar for New Events
Ready to use the CRM calendar?
To activate the CRM calendar, start by clicking your user initials bubble in the upper-right corner of the screen and navigating to "User Settings".
Next, scroll down to the Calendar Settings section. The "Show the Legal CRM Calendar" toggle should already be activated by default. However, if it is deactivated, none of the events will be lost so have no worries. If deactivated, the CRM calendar will not appear on the Calendar Events screen.
Need to set a default calendar for new events? For the purposes of convenience, you are able to select a default calendar to use when creating new events. To change your default calendar, use the "Set the Default Calendar for Events" dropdown to select your preferred calendar.
Changing Views in the CRM Calendar
The CRM Calendar currently supports the following views:
- Day View - A daily view of calendar events
- Week View - A weekly view of calendar events
- Month view - A monthly view of calendar events
💡 You can save a default view by selecting it from the calendar view picker in the top right corner of the calendar screen at any time. For each user, the calendar will save the last view that was selected and will reload with that view in the future unless it is changed again.
Color Coding by Event Types
Color coding makes it easier to read events, especially with a very busy calendar. If you would like to change the color settings for event types, use the main navigation menu on the left-hand side of the screen and go to Setup > Appointment/Event Settings.
The Setup menu requires admin access.
Each event type allows you to customize the calendar color code.
You may rename each calendar that you own (your calendars). Admin users may edit/rename any calendars in the portal. To rename a calendar, first, click on the name of the calendar. This will open the Calendar Sharing and Permissions pop-up screen. Modify the folder name as needed, and then click the "Save" button to finish renaming the calendar.
How Do I Share Events With Other Users?
Sharing calendars in the CRM calendar is simple to do. You can share your calendar with any users in the system. Admin users can edit sharing permissions for all calendars.
If you want to share a calendar with other users in the CRM, you can do so by first clicking the calendar name. This will open the Calendar Sharing and Permissions pop-up screen. Next, use the Select a user box to add the users you wish to share your calendar with, and then click the "Share" button once the users have been selected. Lastly, click the "Save" button at the bottom of the pop-up to save any changes.
How Do I Edit Shared Calendar Rights for Other Users?
After you have chosen each user you would like to share a calendar with, you can then edit their rights to access that shared calendar.
If you are not already in the Calendar Sharing and Permissions pop-up, click the calendar name to start editing that calendar's sharing permissions.
Each calendar has two permissions that can be granted: view or edit. You can decide if you would like the shared users to edit your calendar events or view only.
Group Calendars in the CRM Calendar
In addition to shared calendars/events, the CRM calendar also features group/organization-wide calendars. A group calendar could save your firm a significant amount of time since you only need to share it with each user one time. Shared calendars need to be individually shared with each user. Unlike shared calendars, you add each user to the group calendar once. Group calendars may be created or modified by admin users only.
Adjusting Calendar Settings
In the top right corner of the CRM Calendar, you may click the gear icon to go to the calendar settings screen. This is a shortcut to the Appointment/Event Settings setup page.
What is the Appointlet Calendar?
Appointlet is a third-party calendar scheduling software app. The CRM has an integration with Appointlet that allows events scheduled in your Appointlet calendar to be automatically inserted into the standalone CRM calendar without requiring sync with Outlook, Google, or other calendaring software. The Appointlet calendar can be used for individual or group events, which may or may not be related to a lead or case. Therefore, to ensure that the events always have a dedicated space, the CRM has created a separate calendar folder for Appointlet within the CRM calendar.
If you need further assistance with your CRM system, please reach out to the support team. However, if you have issues with a third-party email/calendar provider, then you must contact their support team, not CRM Support, since the CRM team is only authorized to provide support for our product.
Microsoft Outlook, Office, Exchange, and Google are third-party products, so if they are not set up properly then sync will not be possible. Please contact their support or your IT vendor directly since CRM is not the author of those software products.
Aside from CRM, all other trademarks, trade names, screenshots, or company names referenced herein are used for identification purposes only and are the property of their respective owners.
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