How to setup Calendar perferences in Zoho CRM

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Introduction

Managing your time effectively is essential for business success. With Zoho CRM’s built-in calendar, you can plan meetings, track calls, and stay organised—all in one place. Whether you’re scheduling a team catch-up, client meeting, or a product launch, having your calendar set up properly ensures your day runs smoothly.

In this guide, we’ll walk you through how to customise your calendar preferences in Zoho CRM to suit your work schedule, reminder needs, and availability. Once set up, you’ll have a clearer view of your week and avoid double-bookings. 

Step-by-step Instructions

Setting Calendar Preferences

1) Access Your Zoho CRM Calendar

  • Log in to Zoho CRM
  • Click the Calendar icon (top right)
  • Choose a view: Day, Week, or Month

2) Open Calendar Preferences

  • Click Options → Preferences

3.) Customise Your Calendar Settings

Now, tailor your calendar to fit how you work:

General Settings

  • Days in week view: Choose to show only weekdays or include weekends.
  • Week starts on: Select which day your week begins (e.g. Monday).
  • Day starts/ends at: Define your working hours.
  • Weekly holidays: Set one or two days off (e.g. Saturday and Sunday).

Activity Display 

  • Choose to view only Meetings, only Calls, or Both.
  • Set default durations for meetings and calls.
  • Hide past meetings after a certain number of days.
  • Option to hide meetings you’ve declined.

Colour Coding 

  • If you use an external calendar (like iOS or Mac), enable CalDAV access to sync your Zoho CRM calendar with those platforms.

Manage Unavailability 

  • Block time for external events using integrations with:
  • Zoho Calendar
  • Zoho Recruit
  • Google Calendar
  • This prevents double-booking and keeps your CRM calendar accurate.

Meeting Audio Preferences 

  • Choose how you’ll join meetings hosted through Zoho Meeting:
  • Use Zoho's in-built audio
  • Use your own conference service

Reminders 

  • Choose when to get notified before a meeting:
  • Options include 5 mins, 15 mins, 30 mins or more
  • For all-day meetings, set reminders for:
  • Same day
  • 1 day before
  • 2 days before
  • 1 week before
  • Turn off email reminders if you prefer pop-up alerts only.
  • Tick the option to be notified when a meeting is assigned to you.

4. Save Your Preferences

  • Once all your preferences are set, click Save.

Tips for Using Zoho CRM Calendar Effectively

  • Keep it consistent: Sync your CRM calendar with your Google or Outlook calendars to avoid scheduling conflicts.
  • Use colour coding to visually prioritise meetings, client calls, or internal tasks.
  • Regularly review your weekly view to spot overloads early.
  • Enable CalDAV if you want to access your CRM calendar on Apple devices.
  • For all-day events, set your reminders further in advance to stay prepared.

Related Articles

Organisation Settings - Previous How to use Calendar in Zoho CRM Next - Organisation Settings How to Setup Calenday syncronisaiton

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