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How to use Calendar in Zoho CRM

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Keeping track of meetings, calls and tasks gets harder as your diary fills up with client appointments and follow ups. The Zoho CRM calendar brings all of this together in one place, so you can plan your day, avoid clashes and stay organised.

How to use the 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 at a glance.
  • Month View: see your full month of 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 have not responded to.
  • Accepting or declining: click the invitation to confirm or decline it.
  • Invited Meetings: these are marked clearly 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 platforms such as Google or Outlook Calendar.

4. View other users’ calendars

  • Administrators can see all users’ calendars by default.
  • Other users can view calendars based on their data sharing permission on the Activities module, or on role hierarchy.

To view other users’ meetings:

  1. Go to the My Meetings & Calls dropdown.
  2. Select All Users’ Meetings & Calls.

5. Create a meeting in the calendar

Click Create > Meeting, or click a date and time slot.

Fill in the meeting form:

  • Title: name of the meeting.
  • Location: where it will be held.
  • All Day: tick if it is an all day event.
  • From / To: start and end time.
  • Repeat: daily, weekly, monthly or yearly.
  • Participants: invite users, leads or contacts, and email addresses not stored in the CRM.
  • Reminder: set a custom reminder.
  • Related To: link the meeting to a lead, contact or deal.

6. Schedule a call from the calendar

Click Create > Call, or click a future date and time. Fill in:

  • Subject: topic of the call.
  • Call Type: usually Outbound.
  • Purpose: for example demo, follow up or negotiation.
  • Related To: link to a contact, lead or deal.
  • Call Date / Time.
  • Owner: the user responsible for the call.
  • Reminder: set a pop-up alert.

7. Add tasks to your calendar

You can manage tasks directly within the CRM calendar.

  1. Click Create > Task, or click a date, week or month.
  2. Enter task details such as title, due date, owner and priority.
  3. Click Save.

To show tasks in the calendar:

  1. Go to CRM Calendar > Options > Preferences.
  2. In the pop-up, choose Tasks under Activity Type.
  3. Click Done.

Tasks then appear in the calendar showing their due date, priority, description and owner.

You can mark a task complete from the calendar, or edit it, which opens the full task record.

8. Understand calendar views

Single user views

  • The All Day section appears in Day and Week views.
  • Month view shows appointments but not tasks.
  • Overdue tasks only show for the current date.

Multi user views

  • Use these to see the schedules of other team members.
  • The All Day section is only available in Day View.

Tips

  • Customise your calendar layout for faster access to key meeting details.
  • Use colour coding in Calendar Preferences to organise activity types visually.
  • Sync your calendar with Google or Outlook.
  • Use reminders so you do not miss calls or meetings.

Frequently asked questions

Can I sync the Zoho CRM calendar with Google or Outlook?

Yes. Zoho CRM supports .ics import and export, and can sync with Google or Outlook calendars.

Who can see other users’ meetings in the calendar?

Administrators can see all users’ calendars. Other users need the right data sharing permission on the Activities module, or access through role hierarchy.

Can I see tasks alongside meetings and calls in the calendar?

Yes. Enable Tasks under Activity Type in the calendar’s Preferences to show them alongside your meetings and calls.

Need help?

Need help setting up your Zoho CRM calendar? Contact support@thoughtlogik.com or see our Zoho implementation services.

How to use Calendar in Zoho CRM - PreviousHow to Transfer and Delete users in Zoho CRMNext - How to use Calendar in Zoho CRMHow to setup Calendar perferences in Zoho CRM

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