Calendar Management | Online Help - Zoho CRM

Managing Calendar in Zoho CRM

Planning and scheduling is important when it comes to business meetings. A well conceived plan goes a long way in bringing positive results whereas, properly scheduled meeting can complement your planning.Businesses attend meetings for various reasons and also hold meetings of different types -In-house seminars, networking events to engage with customers, dinner or lunch meetings, charity functions and fund raisers, webinars and trainings for customers, board meetings and monthly team meetings, product launch parties to create a buzz, press conferences, trade shows, etc.

Having to keep track of all these in a note pad is definitely not a solution. Calendars are the right choice that shows you the list of meetings by day, week and month. Marking your meetings and calls in a calendar, helps you track the upcoming meetings and calls that are scheduled. Most importantly, it gives you an idea of what is lined up for the day and how your week is going to be.

While working with Zoho CRM where all your customers' details are available, you can make use of the built-in calendar for plan your meetings and schedule calls.

  • Create recurring meetings that would take care of automatically scheduling weekly or monthly meetings.
  • Set up personal preferences for reminders, working hours, holidays, cooler coding meetings etc.. to suit your convenience.
  • View calendars of other users based on the organizational hierarchy.
  • Import meetings from another calendar and also export meetings from Zoho CRM's calendar.
  • Accept meeting invitations from other users.
  • Make calls directly from the calendar.
  • Get a clear picture of the day's, week's and month's meetings and calls.

Set Calendar Preferences

Before you start using your calendar, set up your preferences such as when you want reminders to the meetings, what are your working hours are, whether you want to hide meetings that you are not attending, default duration of meetings and calls, etc. These settings are applicable only to your calendar

To set calendar preferences

  1. Click  (Calendar icon) and then click DayWeek or Month to view your calendar.
  2. In your calendar, click Options > Preference                                                                           
  3. Specify the following preferences for your calendar. These preferences are reflected only in your calendar and not other users' calendar.
    • Days in week view - You can view only the 5 working days of the week or all 7 days including weekends.
    • Week starts on - Choose the first working day of the week.
    • Day starts at - Specify the time your day starts at work.
      If you create an all day meeting, the reminder option available are On the day of the meeting1 day before the meeting2 days before the meeting and 1 week before the meeting. The reminder time will be an hour before the time the day starts.
    • Day ends at - Specify the time your day ends at work.
    • Weekly Holiday 1 and Weekly Holiday 2 - Specify your weekly holidays. It can either be Saturday and Sunday or any other day of the week.
    • Select the Activity Type from the drop-down list. You can choose to view only meetings, or calls or both meetings and calls in your calendar.
    • Select the Default meeting duration and the Default call duration from the respective drop-down lists.
      For calls, this is important as based on the approximate time when the call will get over, your availability to attend other calls or meetings can be identified.
    • Hide meetings___ day(s) after they've passed - On selecting this checkbox your meeting will not be available in the calendar after the specified number of days.
    • Hide declined meetings - If you decline an meeting, you can choose to not have it in your calendar by selecting this checkbox.
    • Color coding - Under the color coding option, you can customize the colors of the picklist values that are set by the administrators according to your preference. These colors will be displayed only in your account. 
    •  Set the Status of CallDAV Access to Enable if you wish to Access Zoho CRM calendar from other calendar applications using CalDAV.   
  4. Specify the following to set reminders for the upcoming meetings in your calendar. This reminder option will not be applied to calls.
    • Meetings - When do you want a reminder for the meeting- 5 minutes before the meeting starts, 15 minutes before or more?
    • All-day meeting - When do you want a reminder for an all-day meeting- on the day of the meeting or before that?
    • Turn off reminder via email - On selecting this, you will not receive reminders via email for the meetingsin your calendar.
  5. For notifications, select the Notify me when a meeting is assigned to me checkbox.
  6. Click Save.
  • When you access other user's calendar, and the Holidays do not match, automatically all the 7 days of the week will be available in the calendar, irrespective of the calendar preferences of either user.

    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      Redefine the way you work
      with Zoho Workplace

        Zoho DataPrep Personalized Demo

        If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

        Zoho CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now

            Zoho Sign now offers specialized one-on-one training for both administrators and developers.

            BOOK A SESSION

                        Still can't find what you're looking for?

                        Write to us:



                          New to Zoho Social?

                              Zoho Marketing Automation

                                Zoho Sheet Resources


                                    Zoho Forms Resources

                                      Secure your business
                                      communication with Zoho Mail

                                      Mail on the move with
                                      Zoho Mail mobile application

                                        Stay on top of your schedule
                                        at all times

                                        Carry your calendar with you
                                        Anytime, anywhere

                                              Zoho Sign Resources

                                                Sign, Paperless!

                                                Sign and send business documents on the go!

                                                Get Started Now

                                                    Zoho SalesIQ Resources

                                                        Zoho TeamInbox Resources

                                                                Zoho DataPrep Resources

                                                                  Zoho DataPrep Demo

                                                                  Get a personalized demo or POC

                                                                  REGISTER NOW

                                                                    Design. Discuss. Deliver.

                                                                    Create visually engaging stories with Zoho Show.

                                                                    Get Started Now

                                                                                            • Related Articles

                                                                                            • Managing services with Zoho CRM

                                                                                              Services such as consultation, home cleaning, repair and maintenance, pickup and delivery, and salon or spa appointments are time-bound activities that take place every day, often with different customers. Customers often re-request the same service ...
                                                                                            • How Zoho CRM can help service providers

                                                                                              This feature is opened in a phased manner and and will soon be available for all users. Maintaining customer relationships is as important to a service-based business as it is to any other company. Service providers are very reliant on satisfied ...
                                                                                            • FAQs: Calendar Booking in Zoho CRM

                                                                                              What is the calendar booking feature in Zoho CRM? Interacting with your prospects is a business requirement which needs a dedicated tool to address them. Many types of firms, such as tour and travel, hospitality services, insurance services, ...
                                                                                            • Managing Multiple CRM Organizations

                                                                                              Access multiple CRM accounts using one sign-in Zoho CRM allows users to access multiple organizational (CRM) accounts using the same email address. This is especially useful for organizations who maintain different CRM accounts to manage their ...
                                                                                            • Using Calendar in Zoho CRM

                                                                                              Knowing your calendar and the various components in it is helpful in planning all your meetings and scheduled calls efficiently. Following are some of the components in the Zoho CRM calendar that will help you understand the calendar better and make ...
                                                                                            Wherever you are is as good as
                                                                                            your workplace



                                                                                              Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.


                                                                                              Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.


                                                                                              Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.

                                                                                              CRM Tips

                                                                                              Make the most of Zoho CRM with these useful tips.

                                                                                                Zoho Show Resources