Kaizen #8 - Handling Recurrence and Participants in the Events Module via API
Hello everyone!
We are back this week with an exciting post—Handling recurrence and participants in the Events module through API.
First things first—What is the Events module?
"Events" is a part of the Activities module in Zoho CRM.
An event is an activity that happens at a given place and time. You can find Events on the user's Zoho CRM's home page, Activities home page, Calendar, and in other related records.
What are the types of Events?
Events are of two types—Recurring and non-recurring events.
Recurring events: These events repeat/recur at a set frequency. You can set them to repeat by day, week, month, or by year. You can also set them to repeat a fixed number of times.
Non-recurring events: These are one-time events.
Both these events can also be all-day events.
Now, let us see how to handle a recurring event and add/update participants via API.
1. Creating a Recurring Event through API
You must use the Insert Records API to insert a record in the Events module.
Request URL: {{api-domain}}/crm/v2/Events
Request method: POST
Sample input to create a recurring event that repeats every two weeks
{ "data": [ { "All_Day": false, "Event_Title": "Kaizen_9_Weekly", "Start_DateTime": "2020-02-02T10:00:00+05:30", "End_DateTime": "2020-02-02T11:00:00+05:30", "Participants": [ { "type": "contact", "participant": "3652397000001281003" }, { "type": "lead", "participant": "3652397000000415063" }, { "type": "user", "participant": "3652397000000186017" } ], "Recurring_Activity": { "RRULE": "FREQ=WEEKLY;BYDAY=SU;INTERVAL=2;UNTIL=2020-03-15" }, "Remind_At": "2020-02-01T09:45:00+05:30", "Who_Id": { "id": "3652397000000649013", "name": "Patricia Boyle" }, "Venue": "Chennai", "$se_module": "Accounts", "What_Id": "3652397000000624046", "$send_notification": true } ] } |
Mandatory keys
The following table lists the mandatory fields you must specify while creating a recurring event. Not including any one of these fields results in the MANDATORY_NOT_FOUND error.
Key | Data Type | Description |
Event_Title | String | Title of the event. Accepts a maximum of 255 characters, alphanumeric, and special characters. |
Start_DateTime | DateTime | The date and time (in ISO8601 format) at which the event begins. |
End_DateTime | DateTime | The date and time (in ISO8601 format) at which the event ends. |
Recurring_Activity | JSON Object | JSON Object that contains information about the recurrence pattern of the event in the key "RRULE". |
Other Keys
Key | Data Type | Description |
All_day | Boolean | Represents if the event takes place all day. |
Participants | JSON Array | Contains the ID and type of each participant in individual JSON objects. Possible participant types are "lead", "contact", "user", and "email". |
Remind_At | DateTime | The date and time in the current user's time zone (in ISO8601 format) at which a reminder is sent to the participants. |
Who_Id | JSON Object | The name and ID of the contact that the event is related to; that contact may or may not be a participant of the event. |
What_Id | JSON Object | The name and ID of the Account, Deal, Product, Quote, Invoice, Campaign, Vendor, Case, Purchase Order, or Sales Order that the event is created for. |
$se_module | String | The API name of the parent module given in the key "What_Id". This key is mandatory when you include the "What_Id". |
Venue | String | The place where the event takes place. Accepts a maximum of 255 characters, alphanumeric, and special characters. |
$send_notification | Boolean | Represents if you want to send invitations to the participants of the event. The value true sends out invitations, and false does not. |
We will now discuss the Participants and RRULE keys in detail.
1.1 Participants
The Participants key is a JSON array of participant JSON objects. You can add four types of participants to an event—lead, contact, user, and email.
You must include each of these participant types as individual JSON objects inside this array as shown below.
"Participants": [ { "type": "contact", "participant": "3652397000001281003" }, { "type": "lead", "participant": "3652397000000415063" }, { "type": "user", "participant": "3652397000000186017" |
Where,
type - The type of participant. The possible values are lead, contact, user, email
participant - The record ID of the lead, contact, or user.
1.2 RRULE
RRULE is the key in the Recurring_Activity JSON object that determines the recurrence pattern of the event.
RRULE holds multiple key-value pairs for different types of recurring events (i.e Daily, Weekly, Monthly, Yearly). You must separate each key-value pair by a semicolon.
Mandatory key-value pairs for RRULE
Key | Possible Values | Description |
FREQ | DAILY, WEEKLY, MONTHLY, YEARLY | Frequency; represents how often the event repeats. |
INTERVAL | 1–99 | The gap between each event. For example, for a weekly recurring event, if the INTERVAL value is 2, the gap between the first and the next event will be two weeks. |
COUNT | 1–99 | The number of events you want to create. For example, if the COUNT value is 3, three events will be created. |
Note
You must specify FREQ and (INTERVAL or COUNT) in RRULE.
Other key-value pairs in RRULE
Key | Possible Values | Description |
BYMONTHDAY | 1–31 | The day of the month the event repeats on. Applicable only for monthly and yearly events. |
BYDAY | SU, MO, TU, WE, TH, FR, SA | The day of the week the event repeats on. Applicable for daily, weekly, monthly, and yearly events. |
BYSETPOS | 1, 2, 3, 4, -1 | The week of the month the event repeats in. Applicable only for monthly and yearly events. 1 - Event repeats every first week of the month 2 - Event repeats every second week of the month 3 - Event repeats every third week of the month 4 - Event repeats every fourth week of the month -1 - Event repeats every last week of the month. |
UNTIL | Date in yyyy-MM-dd format | The date until which the event must repeat. |
Therefore, according to the sample input given at the beginning of the post, the event starts on Feb 2, 2020 at 10:00 AM and ends the same day at 11:00 AM.
According to "RRULE":"FREQ=WEEKLY;BYDAY=SU;INTERVAL=2;UNTIL=2020-03-15", the event occurs every Sunday, with an interval of 14 days (2 weeks), and recurs until Mar 15, 2020.
Therefore, the sequence is as shown below.
- The event begins on Feb 2, 2020.
- The first recurring event happens on Feb 16, 2020.
- The second recurring event happens on Mar 1, 2020.
- The last recurring event happens on Mar 15, 2020.
Therefore, the response will have four JSON objects—one for the first event as specified in the Start_DateTime key, and one for each recurring event.
Note
You can only create one set of recurring events using the RRULE in a single API call.
A few other examples of RRULE:
- "RRULE": "FREQ=MONTHLY;COUNT=3;BYDAY=WE;BYSETPOS=2".
This RRULE creates three events that recur every Wednesday in the second week of the month. - "RRULE": "FREQ=MONTHLY;INTERVAL=2;COUNT=3;BYMONTHDAY=14".
This RRULE creates three events that recur on the 14th day of the month, and repeat once in two months.
2. Updating an Event
In this section, we will discuss
- Adding a participant to an event
- Updating all future events
2.1 . Adding a participant to an event
Details you need to add a participant to an event
- The event's record ID. You can obtain this from the response you received while creating the event.
- The ID of the participants that are added already. The GET Specific Event response will have a unique ID for each participant in the "Participants" JSON array.
The sample input is as follows.
{ "data": [ { "All_Day": false, "Event_Title": "Kaizen_10_Weekly", "Start_DateTime": "2020-02-02T11:00:00+05:30", "End_DateTime": "2020-02-02T12:00:00+05:30", "Participants": [ { "type": "contact", "participant": "3652397000001281003", "id": "3652397000001326102" }, { "type": "lead", "participant": "3652397000000415063", "id": "3652397000001326100" }, { "type": "user", "participant": "3652397000000186017", "id": "3652397000001326098" }, { "type": "email", "participant": "john-butt@gmail.com" } ], "Remind_At": "2020-02-01T10:45:00+05:30", "$send_notification": true } ] } |
As you can see, a new participant of type email and email ID john-butt@gmail.com is added. Since the ID of the existing participant with the email ID carissa-batman@yahoo.com is not specified, it gets deleted.
Note
- participant is the record ID of the participant (lead, contact, or user).
- ID is the unique ID of the participant for that event.
- While adding a participant, you must specify the IDs of other participants for the event. Otherwise, only the new participant is added, while the rest are deleted.
2.1 . Updating all future events
While updating an event, you can choose to update all future events with the new change.
Use the boolean key update_all_future_events. The value true updates all future events, and the value false updates only that particular event.
Here is a sample input.
{ "data": [ { "All_Day": false, "Event_Title": "Kaizen_10_Weekly", "Start_DateTime": "2020-02-02T11:00:00+05:30", "End_DateTime": "2020-02-02T12:00:00+05:30", "Participants": [ { "type": "contact", "participant": "3652397000001281003", "id": "3652397000001326102" }, { "type": "lead", "participant": "3652397000000415063", "id": "3652397000001326100" }, { "type": "user", "participant": "3652397000000186017", "id": "3652397000001326098" }, { "type": "email", "participant": "carissa-kidman@yahoo.com" } ], "Remind_At": "2020-02-01T10:45:00+05:30", "update_all_future_events": true, "$send_notification": true } ] } |
Points to Note
While creating recurring events,
- You must specify either COUNT or INTERVAL in the RRULE. Otherwise, the system creates 365-day events.
- For WEEKLY recurring events, you must include BYDAY in RRULE. Otherwise, the system creates 365-day events that recurs weekly.
While updating a recurring event,
- You must specify the record ID of the event you want to update.
- You must set the value of the key update_all_future_events to true to update all future events. Otherwise, the system updates only that event and the other recurring events that you created previously will remain unaltered.
- While adding a participant, you must specify the IDs of other participants. Otherwise, only the new participant is added, while the rest are deleted.
- You cannot update RRULE through the API.
- You cannot update check-in related information through the API.
We hope you found this post useful. Please reach out to us if you have questions, or let us know in the comment section.
Cheers!
Access your files securely from anywhere
New to Zoho Recruit?
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Shylaja S
Juan
Praveen Sankar
Sticky Posts
Kaizen #210 - Answering your Questions | Event Management System using ZDK CLI
Hello Everyone, Welcome back to yet another post in the Kaizen Series! As you already may know, for the Kaizen #200 milestone, we asked for your feedback and many of you suggested topics for us to discuss. We have been writing on these topics over theKaizen #152 - Client Script Support for the new Canvas Record Forms
Hello everyone! Have you ever wanted to trigger actions on click of a canvas button, icon, or text mandatory forms in Create/Edit and Clone Pages? Have you ever wanted to control how elements behave on the new Canvas Record Forms? This can be achievedKaizen #197: Frequently Asked Questions on GraphQL APIs
🎊 Nearing 200th Kaizen Post – We want to hear from you! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Kaizen #198: Using Client Script for Custom Validation in Blueprint
Nearing 200th Kaizen Post – 1 More to the Big Two-Oh-Oh! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Celebrating 200 posts of Kaizen! Share your ideas for the milestone post
Hello Developers, We launched the Kaizen series in 2019 to share helpful content to support your Zoho CRM development journey. Staying true to its spirit—Kaizen Series: Continuous Improvement for Developer Experience—we've shared everything from FAQs
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
Auto-upload Creator Files to WorkDrive
Hi everyone, I’m working on a workflow that uploads files from Zoho Creator to specific subfolders in Zoho WorkDrive, as illustrated in the attached diagram. My Creator application form has two multi-file upload fields, and I want—on successful form submission—toAdd a Way to Duplicate Cards in the Same Canvas (Retain All Settings)
Dear Zoho SalesIQ Team, We would like to request a new feature in Zoho SalesIQ: the ability to duplicate an existing card within the same canvas while retaining all of its information and settings, including conditions, configurations, and display preferences.Workdrive on Android - Gallery Photo Backups
Hello, Is there any way of backing up the photos on my android phone directly to a specific folder on Workdrive? Assuming i have the workdrive app installed on the phone in question. EmmaIn arattai received message can't be deleted
The issue has been noticed in following: arattai app (Android) arattai app (Window) arattai web While the message posted by me may be deleted, the ones received from others can't be. The item <Delete> change to <Report> when the message is a receivedMarket cap
Market cap formula?? Kaise nikaleZoho Sheet for Desktop
Does Zoho plans to develop a Desktop version of Sheet that installs on the computer like was done with Writer?Option to Customize Career Site URL Without “/jobs/Careers”
Dear Zoho Recruit Team, I hope you are doing well. We would like to request an enhancement to the Career Site URL structure in Zoho Recruit. In the old version of the career site, our URL was simply: 👉 https://jobs.domain.com However, after moving toSOME FEATURES ARE NOT IN THE ZOHO SHEET IN COMPARISION TO ZOHO SHEET
TO ZOHO sir/maam with due to respect i want to say that i am using ZOHO tool which is spreadsheet i want to say that some features are not there in zoho sheet as comparison to MS EXCEL like advance filter and other Features which should be there in ZOHOGoogle enhanced conversions not working
Hi guys, I've connected Zoho CRM through Google Ads interface with the goal to setup the enhanced conversion tracking in Google Ads. I have to Zoho related conversion goals which you can see in the images below: For the conversion goal above I've setupNeed Help to setup plugs along with codeless bot buidler. To send sms OTPs to users via Zoho Voice and to verify it
Need Help to setup plugs along with codeless bot buidler. To send sms OTPs to users via Zoho Voice and to verify it. I get leads from our website and we need to make sure those are not junk. So we are using proactive chat bot and we need mobile OTPs toDirect Integration Between Zoho Cliq Meetings and Google Calendar
Dear Zoho Team, We’d like to submit the following feature request based on our current use case and the challenges we’re facing: 🎯 Feature Request: Enable meetings scheduled in Zoho Cliq to be automatically added to the host's Google Calendar, not justCliq iOS can't see shared screen
Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? RegardsZoho Desk - Cannot Invite or Register New User
Hi who may concern, we encountered a problem that we cannot invite user or the visitor cannot register for a user at all through our help center portal, with the snapshot shown as below and the attachement. It always pops up that "Sorry, Unable to processZoho sheet
Unable to share zoho sheet with anyone on internet with editer option only view option is showAllocating inventory to specific SO's
Is there a way that allocate inventory to a specific sales order? For example, let's say we have 90 items in stock. Customer 1 orders 100 items. This allocates all 90 items to their order, and they have a back order for the remaining 10 items which couldMail and OS
Jai Hind! Zoho is doing good by creating good software (made in india) on par with other tech giants. 🥰 Suggestion: 1. Whenever we sign up on zoho mail its asking for other mail id. It shouldn't be like that. You should ask general details of a userPersonal account created under org account
Hi there, I am Jayesh. We are using ME Central, and we have an account by the email ID soc@kissht.com.. Now I have created a personal account., jayesh.auti@zohomail.in, accidentally. Can you help me to remove this jayesh.auti@zohomail.in from my organizationAdd another account
How to add another mail account to my zoho mail.Recover deleted user
Hi by mistake i have deleted an added user and his email associated. Please help me recover it thank you.No connection to the server
Hello! I can't add a new email address to my mailbox because your server is rejecting me. Please help. I took and added a screenshot of this problem Marek OlbrysURGENT: Business Email Disruption – SMTP Authentication Failed
Dear Zoho Support, I am writing to escalate a critical issue with my business email account: 📧 marek@olbrys.de My domain olbrys.de is fully verified in Zoho (MX, SPF, DKIM, DMARC all valid – green status). I am using the correct configuration: smtp.zoho.euEmails missing from desktop but visible on phone
Subject says it all. Windows 11 laptop. Apple phone. all systems up to date.Website Hosting
Hello, I want to host my domain on Hostinger, and I want my emails to run through Zoho Mail. Please provide me with the SPF record, MX record (Type: TXT), and A record, so that I don’t face any issues with my emails. My website is on Hostinger hosting,Can not search zoho mail after update V.1.7.0
i can not search mail on to and cc box from attached picture and then search contacts box can't click or use anything. include replay mail too.Urgent Security Feature Request – Add MFA to Zoho Projects Client Portal Hello Zoho Projects Team,
Hello Zoho Projects Team, We hope you are doing well. We would like to submit an urgent security enhancement request regarding the Zoho Projects Client Portal. At this time, as far as we are aware, there is no Multi-Factor Authentication (MFA) availableHow to retreive the "To be received" value of an Item displayed in Zoho inventory.
Hi everyone, We have our own Deluge code to generate a PO according to taget quantity and box quantity, pretty usefull and powerful! However, we want to reduce our quantity to order according to "To be received" variable. Seems like this might not evenAdd Support for Authenticator App MFA in Zoho Desk Help Center
Hello Zoho Desk Team, We hope you are doing well. We would like to request an enhancement related to security for the Zoho Desk Help Center (customer portal). Currently, the Help Center supports MFA for portal users via SAML, JWT, SMS authentication,Payment on a past due balance
Scenario: Customer is past due on their account for 4 months. We suspend their billing in Zoho books. Customer finally logs into the portal and enters a new credit card. We associate that cardwith their subscription, which will permit the card to be usedInstant Sync of Zoho CRM Data?
With how valuable Zoho Analytics is to actually creating data driven dashboards/reports, we are surprised that there is no instant or near instant sync between Zoho CRM and Zoho Analytics. Waiting 3 hours is okay for most of our reports, but there areKaizen #211 - Answering your Questions | Using Canvas and Widgets to Tailor CRM for Mobile
Howdy, tech wizards! We are back with the final post in addressing the queries you shared for our 200th milestone. This week, we are focusing on a couple of queries on Zoho CRM mobile configurations and custom payment gateway integration. 1. Mobile SDKRemove "Invalid entries found. Rectify and submit again" modal
Following up on a post from a few years back, but can the Zoho team consider either removing the 'Invalid entries found. Rectify and submit again' modal that displays for empty mandatory fields OR allow an admin to change it? I've built a custom errorValidation function not preventing candidates under 18 or over 30 from submitting the web form
Hello everyone, I’m trying to create a validation rule for the Candidate Webform in Zoho Recruit. I added a custom field called “Date of Birth”, and I want to make sure that candidates cannot submit the form unless their age is between 18 and 30 years.Remember all the ways we've posted?
The world celebrates World Postal Day in 2025 with the theme “#PostForPeople: Local Service. Global Reach". The story of the “post” is a story of human connection itself, evolving from simple handwritten notes carried over long distances to instant digitalCustom domain issue
I recently changed records for my support area custom domain for a few months, I then wanted to come back to Zoho, but now I can't connect it and I can't login as it's having an SSL issue. I cannot get a good response from support, as I've been notifiedCadence reports as front-end reports
Hello everyone, We have built a cadence which is connected to the Leads module. There are 11 steps in total, 7 are automatic emails and 4 are tasks for the Lead owners. As admins, we have access to this (very nicely made) 'View Reports' tab where we canZoho Commerce in multiple languages
When will you be able to offer Zoho Commerce in more languages? We sell in multiple markets and want to be able to offer a local version of our webshop. What does the roadmap look like?Show elapsed time on the thank-you page?
Is it possible to display the total time a user spent filling out a Zoho Form on the thank-you? I’d like to show the difference between the `form submission timestamp` and the `start time` (currently have a hidden Date-Time field set to autofill the dateThe present is a "present"
The conversation around mental health has been gaining attention in recent years. Even with this awareness, we often feel stuck; the relentless pace of modern life makes us too busy to pause, reflect, and recharge. In the world of customer support, thisKaizen# 209 - Answering Your Questions | All About Client Script
Hello everyone! Welcome back to another exciting Kaizen post! Thanks for all your feedback and questions. In this post, let's see the answers to your questions related to Client Script. We took the time to discuss with our development team, carefullyEmail Integration - Zoho CRM - OAuth and IMAP
Hello, We are attempting to integrate our Microsoft 365 email with Zoho CRM. We are using the documentation at Email Configuration for IMAP and POP3 (zoho.com) We use Microsoft 365 and per their recommendations (and requirements) for secure email we haveNext Page