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Calendar brings together all the scheduled activities into one place, including Calls, Meetings, Tasks, Projects, Opportunities. Set up reminders on a record and view them under Calendars.
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**1.My Calendar**
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A typical day for a salesperson includes managing, tracking and following up activities. Schedule all of these from My Calendar page in Vtiger CRM.
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Month, Week, Day, and Agenda Views in My Calendar
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See your upcoming events and find free times by jumping to a date in the future or switching views between Month, Week, Day and Agenda.
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**2.Add an Event**
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To schedule an event,
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From Any page, Click on button and click on Event OR
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From Calendar Month, Week, Day view, click on the time slot to create an event.
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* Reminder
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* For Email Reminder, Enable the Send ‘Email Reminder Before’ checkbox
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and set the time when you want the reminder.
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* For In product Notification Reminder, CRM Administrator can enable it
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from Smart Notifications on Settings page.
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* Repeat
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* To create recurring event, enable Repeat in Recurrence Details block
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* Relate
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* You can link an Event to multiple Contacts.
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* You can also relate events to a Lead or Organization or Opportunity or
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Case or Campaign.
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* Invite
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* You can invite other CRM Users to the Event. An email notification
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will be sent to the invited user.
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* To invite users, Click on text space provided next to Invite Users
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field within Invite block. Select from list of available users.
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**3. Show New Activity Types in My Calendar**
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Any module with Date field can be added as an Activity Type in My Calendar view. My Calendar shows the following activities by default.
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* Events
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* Tasks
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* Opportunities (Expected close date)
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* Support End Date (Contact’s support end date)
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* Date of Birth (Contact’s date of birth)
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* Invoice (Invoice due date)
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To add new activity types, please follow these steps:
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* Select My Calendar from Module toggle
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* Click on My Calendar and click on + New Calendar.
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In the popup block, select the Module from the droplist.
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* Select the Date field.
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* Select the range of dates from two date fields to show up in the calendar view. (This field depends on the data field that you have selected.)
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* To differentiate this activity select a color of your choice from the Calendar color picker.
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* Click Save.
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**4.Shared Calendar**
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You can enable or disable others Calendars. For you to see others Calendar, they have to first share their Calendar with you or make their Calendar Public. Events marked as Private will be shown as Busy.
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Actions performed on Shared Calendar:
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* Disable the checkbox of the shared calendar list in Calendar Settings to
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remove the events related to it from the Calendar Content area.
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* Click on to “Mark the event as Held”.
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* Click on icon to edit the color of the record.
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**5.Calendar Settings**
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Vtiger allows you to configure the Calendar as you wanted it to be. Follow few simple steps to set up Calendar to match your preferences.
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* To configure Calendar settings,
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* Click Customize button on top right of Calendar home page
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* Select Calendar Settings option.
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* You get back to work on Monday after a drowsy weekend and want your
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calendar to begin from Monday, every week. To set up this enter the day
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in the Starting Day of the week.
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Say, your office login time is 8 AM. So, you can mention - day starts
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at 8 AM
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* You can select the traditional date format that is widely accepted in your Country.
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* Select the timezone from the dropdown list depending on your company’s location.
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* Your job is to follow up events that are scheduled to be done on the present day. So enable the Today radio button as Default MyCalendar View.
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Once an event reminder popup shows up on your screen, you want it to display again only within 5 minutes after you close it. From the popup reminder interval droplist, select the time.
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* You wish to see the list of all the event records with some specific details at one glance by default. Select the List View option as Default Calendar view.
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* You are much concerned about the events that are Planned to be held in some time via Call. Make these to be your Default Status and Type.
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Events like Meetings, Web Conferences etc consume much time, say 30 minutes and you end up Calls within 5 minutes. So you can configure default event duration in Settings so that you need not have to set up End Date and Time while creating events.
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* Enable the Hide Completed Calendar Events checkbox if you wish not to see the events that are closed.
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You can share MyCalendar with all other users in your company, share with only selected users, or completely hide all events from viewing by other users.
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Note!
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Events shared with you can be viewed in Shared Calendar tab.
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Events that are created by you or assigned to you can be viewed
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in My Calendar tab.
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Events that belong to you, and events belong to users in your
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lower hierarchy can be viewed in List View tab.
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Different options that are available to share MyCalendar
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Private: No one can view my events
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Public: Everyone can view my events.
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Selected Users: Only selected users can view my calendar
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* Lastly, Click on Save.
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Heads Up!
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For instance, consider that A and B are two users in upper and
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lower hierarchy respectively. If A and B shared calendars
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mutually, B can view A’s event but cannot make any modifications
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to the event record. Not only does A view B’s shared event, but
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he can also make modifications to it.
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Note!
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You can also configure Calendar Settings from My Preferences page.
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**6.User Calendar settings**
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With calendar settings, you can configure your calendar like the way you wanted it to be. You can set up Reminder Interval, Default Calendar View, Time Zone and many more.
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| Field | Description |
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| Starting Day of the week | Set-up your start day of a week. For Instance, if your working day starts on Monday, you can select Monday |
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| Day Starts at | Customize you’re working hour on calendar view |
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| Date Format | Select desired date format |
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| Calendar Hour Format | Select either 12 hours or 24-hour time format |
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| Time Zone | Select desired time zone from the drop-down |
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| Default My Calendar View | Vtiger supports different views in Calendar module. Select preferred view from the drop-down to make it default view |
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| Default Call Duration (Mins) | To automatically update End Date and Time for calls. So, you need not have to enter End Date and Time manually |
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| Other Event Duration (Mins) | To automatically update End Date and Time for all events other than calls. So, you need not have to enter End Date and Time manually |
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| Default Event Status | Select the Default Event Status from drop-down (Planned/Held/Not Held) |
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| Default Activity Type | Select the Default Activity Type from drop-down (Call/Meeting) |
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| Popup Reminder Interval | Set-up time interval for event reminder popup to appear again after it is closed |
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| Hide Completed Calendar Events | Select the checkbox for hiding the completed calendar events |
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| Default Calendar View | Select from the drop-down your Default Calendar View |
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Note:
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Calendar settings allows users to set up user level sharing for
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view only and view with edit permissions.
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