Using Calendar | Online Help - Zoho CRM

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 the best use of it.

Day, Week and Month View

You have got the day, week and month view for your calendar and while viewing other user's calendar.

Pending Invitations

Check out the invitations that you are yet to respond to.

Accepting Invitations

Accept or decline meeting invitations in the calendar

Invited Meetings

Invited meetings are separately marked in your calendar.

Importing and Exporting Meetings 

Use .ics format files to import calendar meetings. Exported calendar meetings will also be available in .ics file.

RemindersGet reminders before the meetings starts and before the call.

Other Users' Calendar

  • Users with Administrator profile, can see all the user's meetings in the calendar.
  • Users other than administrator profile can see the meetings of other users, if they have Public Read/Write/Delete or Public Read Only permission for the Activities module under Data Sharing Settings feature. This applies irrespective of the profile permission and role hierarchy. See Also Setting up Data Sharing Rules
  • Others who do not have the above mentioned permission will be able to see other users' meetings as per the role hierarchy in Zoho CRM.
  • Click on the My Meetings & Calls drop-down list and choose All User's Meetings & Calls to view other users' meetings.

Create Meetings

Creating meetings from within the calendar is quick and easy. You can either click the Create link or click on a date or time slot in the calendar to create meetings. Once created, these meetings will be available under the Activities tab also. By default, Zoho CRM provides the following fields while creating a meeting from the calendar.

  • Title - Name of the meeting 
  • Location - Where the meeting is held
  • All day - Is it an all day meeting
  • From & To - Date and time of the meeting
  • Repeat - When the meeting is schedules on a regular basis
  • Participants - People invited for the meeting
  • Reminder - A reminder for the meeting

The form that you fill in to add an meeting can be customized. You can add or remove fields in the form, except for the above mentioned default fields that are important for the record Additionally, you can also mark fields as mandatory. See Also Edit Page Layout

To create meetings from calendar

  1. Click the Create link in the calendar and select Meeting.
    You can also click on the date or time slot in the calendar and create meetings.

  2. Specify the Title of the meeting and Location.
  3. Select the All Day check box if you want to mark it as an all day meeting.
  4. Select the From and To date and time.
    For an all day meeting, the option to set time is not available.
  5. From the Host drop-down list, choose the name of a user who will host the meeting.
    The users listed in the Host drop-down will be based on your role hierarchy. The meeting will be created in the calendar of the user who is hosting the meeting.
  6. Select LeadsContacts, or Other modules to specify what the meeting is related to.
  7. Click the Change link, if you want to schedule the meeting to repeat on a daily, weekly, monthly or yearly basis.
    By default the Repeat option is None.
  8. Click the Add link, if you want to invite participants to the meeting. You can select contacts, leads, user, and users from roles, groups, territories, etc.
    By default the Participants option is None. You can also specify the email address of contacts that are not in your Zoho CRM account and invite them to the meeting.
  9. Set a Reminder for the meeting.
    By default, when you create an meeting, the reminder settings will be set based on the calendar preferences of the user who is hosting the meeting. However, you can change that, if required.
  10. Click Add more fields if you need other fields to be populated to add more details about the meeting.
  11. Click Save.
Note Business Holidays and Shift Holidays cannot be used as dates to create meetings using Calendar. An error indicating the unavailability will be shown.

Schedule Calls

From within the calendar, you can schedule calls. You can either click the Create link or click on a future date or time slot in the calendar to schedule calls. Once created, these calls will be available under the Activities tab also. By default, Zoho CRM provides the following fields while adding a scheduled call from the calendar.

  • Subject - Subject for the call.
  • Call Type - By default it is Outgoing, as they are scheduled calls.
  • Call Purpose- The purpose of the call such as negotiation, prospecting, demo, etc.
  • Contact Name and Related To - Contact or other related record to the call.
  • Call Details - This included the call date and start time.
  • Owner - User who is the owner of the record or to whom the call is assigned.
  • Reminder - A reminder for the call

To add scheduled calls from calendar

  1. Click the Create link in the calendar and select Call.
    You can also click on the date or time slot in the calendar and add scheduled calls.
  2. Specify the Subject of the call.
    By default the Call Type will be Outbound.
  3. Select the Call Purpose from the drop-down list.
  4. Select LeadsContacts, or Other modules to specify what the call is related to.
  5. Enter the call's date and start time details.
  6. Select the Owner from the drop-down list.
  7. Set a Reminder for the call.
    The reminder settings in the Calendar Preferences will not be taken into consideration as it is set for meetings only.
  8. Click Add more fields if you need other fields to be populated to add more details about the call.
  9. Click Save.

  • As per the role hierarchy, you will be able to access calendars of other users in the organization. You can add meetings/calls in their calendar too. When you create a meeting/call in your calendar, but choose another user as the host/owner of the record, the meeting will be added to host's/record owner's calendar.
  • When you click on a meeting in the calendar, you can see some meeting details. These details can be customized in the Page Layout Settings so that in a quick glance, users can view only the details that are most important.
  • You can view the meetings and calls in the Day, Week or Month view.
  • When participants are invited for a meeting, you will have the option to first cancel the meeting, inform the invited people via email and only then will you be able to delete the meeting.

    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:



                            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 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 ...
                                                                                          • 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, ...
                                                                                          • Zoho Directory integration with CRM

                                                                                            Integrating CRM with Zoho Directory gives the CRM administrators a stronger hold on the organization's CRM account by enforcing password security, IP restrictions, and other policies. Read more about Zoho Directory here. Benefits of integrating CRM ...
                                                                                          • Zoho CRM的TSign扩展程序

                                                                                            数字签名或电子签名,可确保消息的内容在传输过程中不会被修改,并有助于防止被冒名和篡改。数字签名还会提供诸如消息来源、状态以及签署人同意等其它信息。   Zoho CRM的TSign扩展程序,它能够帮助您将文件发送给Zoho CRM中的联系人或线索以进行数字签名。使用这个扩展程序,您可以直接从Zoho CRM得到您的文档的数字签名。   安装此扩展程序后,会创建3个自定义模块。 TSign Process: 捕获发送文件进行签名的日期和时间以及签名状态的详细信息。 TSign Documents: ...
                                                                                          • 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 ...
                                                                                          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