Overview: Calendar

The Calendar allows you to manage and track all the Appointments, Tasks, and Deal Steps to which you have access. You can attach documents directly to any Appointment or Task, and link any Appointment or Task to Accounts, Contacts, Deals, or Leads. You can schedule group Appointments and conference calls; easily input recurring (repeating) Appointments; and view the Calendars' of other Users to whom you have access. You can prevent scheduling conflicts through the Show Availability Chart, which allows you to check the availability of multiple Users simultaneously. You can view the Calendar in day, week, or month view, and the Calendar will remember which view you used last and automatically open in that view. The Calendar is fully integrated with your Deals so that all Steps due in the Deal pipeline are accessible from the appropriate day in any Calendar view. The Calendar is designed globally with defaults and settings for all Time Zones worldwide.

The Calendar is accessible by clicking the Calendar tab.

Sample Calendar in Month View

The Calendar is viewable by day, week, or month. In the Calendar you can view, add, edit, or delete Appointments and Tasks.

Appointment - A one-time or recurring meeting or event, such as "Staff Meeting," "Job Interview," or "Sales Report Due." An Appointment has a specific beginning and ending time. The Calendar displays Appointments in blue hyperlinked text.

Task - A chore or function that you need to perform and don't want to forget, that does not necessarily have an exact beginning and ending time associated with it, such as: "Find the file cabinet key" or "Retype my notes from the disciplinary hearing" or "Call Scott about the disaster plan." Your Tasks do not display on the Calendar, but rather in the Tasks tab next to the Calendar.

Appointments that are part of a recurring series (recurring Appointments/repeating Appointments) display this icon on the Calendar. This does not apply to Tasks, which by their nature are not recurring. Appointments that are part of a recurring series but are individually edited, or that are past occurrences in a recurring series and are protected from series-wide changes display this icon . These Appointments are still part of the recurring series, but they have at least one piece of data that is different from the other occurrences in said series. The icon will never revert back to the recurring series icon no matter what future changes are made to the recurring series.

You can attach documents directly to any Appointment or Task. Attached documents cannot be larger than 2 megabytes (MB). For files larger than 2 MB, use WinZip (available for free at www.winzip.com) to zip (compress) the file, and then attach it to the desired Appointment or Task. Users who wish to unzip a zipped file must also have WinZip downloaded to their hard drive. Appointments with documents attached to them display this icon on the Calendar. Tasks with documents attached to them display this icon on the Tasks tab.

You can report on Appointments and Tasks through an Activity Subtotal Report.

Users with Read-Only access to Appointments and Tasks cannot add, edit, or delete Appointments or Tasks. Said Users can only view Appointments and Tasks. If you have Read-Only access to Appointments and Tasks you can still check Users' availability by clicking [Show Availability] in any Calendar view.

The Calendar displays any Deal Steps due for a given day by displaying the small rectangular Deal Step box in any of the Calendar views. The number of Deal Steps scheduled to happen that day will correspond to the number shown in the Deal Step box. The color of the Deal Step box will reflect the status of the Deal Step:

(Green) = due in the future

(Yellow) = due today

(Red) = overdue

Subscribing / Unsubscribing Appointments and Tasks for the Offline application is done by a.) subscribing / unsubscribing to the Accounts, Contacts, and Deals to which the Appointments or Tasks are linked, or b.) for non-linked Appointments and Tasks, via the Offline Subscriptions window. You cannot subscribe or unsubscribe to Appointments and Tasks via the Calendar.

Changing Calendar Views and Calendar Format

You can view the Calendar in day, week, or month view by clicking the appropriate tab. In the week and month view, the current day is highlighted in yellow for easy reference. The application will remember which tab you clicked last and will automatically open in that view. For example, if you click the Month tab in the Calendar and then navigate to another part of the application, when you return to the Calendar it will still be in Month view.

Day, Week, and Month view tabs

Click the Day tab to view a single day (Day view).
Click the Week tab to view an entire week (Week view). The week number that can be displayed in the Week view (at the Administrator's option) always corresponds to the chronological week of the Calendar Year, not the Fiscal Year.
Click the Month tab to view an entire month (Month view).

Why does my Calendar start on a day other than Sunday? An Administrator can change your Calendar's format (for both Month view and Week view) in the Company Calendar Display and Fiscal Year Settings window such that Calendar Weeks can start on a day other than Sunday. This flexibility allows organizations in certain industries to display the Calendar in a custom format (applicable to their selling needs and Fiscal budget).

Custom Calendar display format - An Administrator can change your Calendar's format (for Month view and for Week view) in the Company Calendar Display and Fiscal Year Settings window such that your Calendar Weeks can start on a day other than Sunday.

Sample Calendar in Month view with weeks starting on Wednesday

Standard Broadcast Calendar display format - This format is a specific way some industries display their Calendar. Each week and each month will always begin on a Monday, and will always end on a Sunday. Thus, not all days of a given Calendar Month will always appear when viewing your Calendar in Broadcast format. For example, if the last Sunday of the month is on the 26th, all days remaining in the month after the 26th will appear as part of the next Standard Broadcast Calendar Month. An Administrator can set your Calendar to Standard Broadcast Calendar format in the Company Calendar Display and Fiscal Year Settings window.

Sample Calendar in Month view set to Standard Broadcast Calendar format

Mini-Monthly Calendar

The Mini-Monthly Calendar is the small Calendar on the upper right-hand side of the window.

Mini-Monthly Calendar

The Mini-Monthly Calendar allows you to navigate to other months regardless of which of the larger Calendar views you are in. You can toggle between months in the Mini-Monthly Calendar using the directional arrows . Any toggling you do with the Mini-Monthly Calendar's directional arrows will not affect the larger Calendar view. To update the larger Calendar view, you have to click a date on the Mini-Monthly Calendar. Mini-Monthly Calendar dates that are bolded have at least one Deal Step or Appointment due on that date.

Why does my Mini-Monthly Calendar start on a day other than Sunday? An Administrator can change your Mini-Monthly Calendar's format in the Company Calendar Display and Fiscal Year Settings window such that the weeks can start on a day other than Sunday. This flexibility allows organizations in certain industries to display the Calendar and the Mini-Monthly Calendar in a custom format (applicable to their selling needs and Fiscal budget) for their entire team.

Sample Mini-Monthly Calendar with weeks starting on Tuesday

Week numbers displayed on the Mini-Monthly Calendar - An Administrator can display (or hide) a week number column to the left side of your Mini-Monthly Calendar via the "Company Calendar Display and Fiscal Year Settings" link in the Setup menu. The week number is the chronological week of the Calendar Year. Week numbers will only correspond to Calendar Weeks, and cannot be set to correspond to Fiscal Weeks. Thus, if your Fiscal Year starts on July 1st, that is still week 27, not week 1. That said, for many custom Calendar formats, and for the Standard Broadcast Calendar format, Calendar Weeks and Fiscal Weeks will always be the same. Depending on the Calendar format your organization is using, some months will have as many as six Calendar Weeks, and some years will have as many as 53 or even 54 Calendar Weeks (rare). Week numbers are hyperlinked to launch the Calendar Week view for that week.

Sample Mini-Monthly Calendar displaying week numbers

Navigating to a Particular Day from any Calendar View

Select the month, day, and / or year in the Date drop-down menus located above the [Show Availability] and [Add Appointment] buttons in any Calendar view.
Click [Go].

Date drop-down menus

Clicking the "Back" and "Next" directional arrows on the Mini-Monthly Calendar (located on the upper right side of the window) allows you to toggle to a month.
Click the date of the day you want to view.

Clicking the "Back" and "Next" directional arrows on any Calendar view (day, week, or month) allows you to toggle to the day, week, and month you want. Additionally, in the Month view or the Week view you can click the date of any day you want, which launches the Day view for said date.

To return to the current day, click the "Back to Today" hyperlink in any of the Calendar views (day, week, or month). In the Week view, you will return to the week of the current day. In the Month view, you will return to the month of the current day.

Viewing Appointments

The Calendar displays Appointments in blue hyperlinked text. If you have View and Edit access to your Appointments and Tasks (or the Appointments and Tasks of the User whose Calendar you are viewing), clicking an Appointment launches the Edit Appointment pop-up. If you only have View access or if you've been assigned Read-Only access to Appointments and Tasks by an Administrator, clicking an Appointment launches the View Appointment pop-up, which contains the same elements as the Edit Appointment pop-up, but in Read-Only format.

Viewing Tasks

Each Task in the To Do Task List or the Completed Task List is hyperlinked. If you have View and Edit access to your Appointments and Tasks (or the Appointments and Tasks of the User whose Calendar you are viewing), clicking a Task launches the Edit Task pop-up. If you only have View access or if you've been assigned Read-Only access to Appointments and Tasks by an Administrator, clicking a Task launches the View Task pop-up, which contains the same elements as the Edit Task pop-up, but in Read-Only format. Your list of Tasks will not change as you navigate through the Day, Week, and Month Calendar views. If you are viewing the Calendar of another User, you will see their Task Lists, not your own.

Viewing and Editing the Calendars of Other Users

Select a User from the User drop-down menu located above the Day/Week/Month tabs.

User drop-down menu

This drop-down menu will automatically populate with the names of the Users to whom you have View or Edit access to their Appointments and Tasks. If you have only View access, you cannot edit any Appointments or Tasks on the Calendar. Administrators have View and Edit access to the Calendars of all Users. When viewing a Calendar other than your own, the message: "++ THIS INFORMATION IS OWNED BY: [User's name is here]++" displays.

If you add, edit, or delete an Appointment on the Calendar of another User to whom you have access, the Owner of said Appointment will receive a message in their Message Center alerting them to the fact that an Appointment has been added/edited/deleted in their Calendar. The message will include a link to the Appointment (except for deleted Appointments). This holds true for single Appointments, for recurring Appointments, and for Appointments you add to your Calendar and schedule for multiple Users using the Schedule For Others drop-down menu. In this case, the application will send a message to the Message Center of all Users who have been scheduled, because when you schedule an Appointment for multiple Users, you are actually creating individual Appointments that share the same characteristics, not just one Appointment to which everyone has access, and thus each User becomes the Owner of their respective Appointment. A message will not be sent when you edit or delete an Appointment on your Calendar that was scheduled for multiple Users. This is because the change did not take place on the Calendars of the other Users.

If you add, edit, or delete a Task from the Task List of another User to whom you have access, the Owner of said Task will receive a message in their Message Center alerting them to the fact that a Task has been added/edited/deleted in their Task List. The message will include a link to the Task. This holds true for Tasks on another User's To Do Task List and another User's Completed Task List.

To check the Calendar availability of multiple Users simultaneously, click [Show Availability] in any Calendar view, or click [Show Availability] in the Add Appointment pop-up. (If you have Read-Only access to Appointments and Tasks, you will lack access to the Add Appointment pop-up, so you can only check Users' availability by clicking [Show Availability] in any Calendar view.)

Clicking [Show Availability] launches the Show Availability pop-up, where you can view the Calendar availability of multiple Users simultaneously.

Printing a Calendar View

In any Calendar view (day, week, or month), click the printer icon located below the date drop-down menus.

The application will print the current Calendar view. So, for example, if you are in your Calendar's Week view and you click the printer icon, the application launches a new browser window with a printer-friendly version of the Week view, and also your browser's Print dialog box. Set your print options in the Print dialog box and then click [Print].

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