How to use Calendar in Zoho CRM
Introduction
Keeping track of meetings, calls, and tasks can be overwhelming—especially when you’re juggling client appointments, team meetings, and follow-up calls. Thankfully, Zoho CRM’s Calendar brings everything together in one place, helping you manage your schedule with ease.
This guide shows you how to use the Calendar in Zoho CRM, covering how to create meetings, schedule calls, manage tasks, and view other users’ schedules. By the end, you’ll be able to confidently plan your day, avoid conflicts, and stay organised.
Step-by-step Instructions
Using Zoho CRM Calendar
1) Navigate the Calendar View
You can view your calendar in three ways:
- Day View – A detailed look at today’s schedule.
- Week View – Plan your week immediately.
- Month View – See your full month’s appointments and tasks.
To switch views, click the calendar icon and choose Day, Week, or Month.
2) Respond to Invitations
- Pending Invitations: View invites you haven’t responded to.
- Accepting/Declining: Click on the invitation to confirm or decline.
- Invited Meetings: These appear clearly marked on your calendar.
3) Import and Export Meetings
- Use .ics files to import calendar entries from other apps.
- Export your Zoho CRM calendar in .ics format for use in other platforms like Google or Outlook Calendar.
4) View Other Users’ Calendars
- Admins can see all users’ calendars.
- Other users can view calendars based on:
- Data Sharing Permissions
- Role hierarchy
To view others’ meetings:
- Go to My Meetings & Calls dropdown.
- Select All Users’ Meetings & Calls.
5) Create a Meeting in the Calendar
To create a new meeting:
- Click Create → Meeting or click on a date/time slot.
Fill in the meeting form:
- Title – Name of the meeting.
- Location – Where will it be held.
- All Day – Tick if it's an all-day event.
- From & To – Start and end time.
- Repeat – Daily, weekly, monthly, or yearly.
- Participants – Invite users, leads, contacts, and even emails not stored in CRM.
- Reminder – Set a custom reminder.
- Related To – Link the meeting to leads, contacts, deals, etc.
6) Schedule a Call from the Calendar
To add a scheduled call:
- Click Create → Call or click on a future date/time.
Fill in the details:
- Subject – Topic of the call.
- Call Type – Usually “Outbound.”
- Purpose – E.g., demo, follow-up, negotiation.
- Related To – Link to a contact, lead, or deal.
- Call Date & Time
- Owner – User responsible for the call.
- Reminder – Set a pop-up alert.
7) Add Tasks to Your Calendar
You can manage tasks directly within your CRM calendar.
To create a task:
- Click Create → Task or click on a date, week, or month.
- Enter task details such as title, due date, owner, and priority.
- Click Save.
To enable task view in your calendar:
- Go to CRM Calendar → Options → Preferences
- In the pop-up, choose Tasks under Activity Type
- Click Done
Fill in the details:
- Go to CRM Calendar → Options → Preferences
- In the pop-up, choose Tasks under Activity Type
- Click Done
Tasks appear in the calendar and include:
- Due date
- Priority
- Description
- Task owner
You can:
- Mark tasks as complete
- Edit task details (you’ll be redirected to the full task module)
8) Understand Calendar Views
Single-User Views
- All Day Section appears in Day and Week views
- Month view shows appointments, but not tasks
- Overdue tasks show only for the current date
Multi-User Views
- Use to see schedules of other team members
- All Day Section is available in Day View only
Tips for Using Zoho CRM Calendar
- Customise your calendar layout for faster access to key meeting details.
- Use colour coding (in Calendar Preferences) to visually organise activity types.
- Sync your calendar with Google or Outlook using Zoho CRM CalDAV.
- Regularly check the Week View for a better overview of busy days.
- Use reminders to never miss calls or meetings.
