Calendar

Overview

The Calendar Module has been introduced as a separate module in Release 6.2.0 to allow for ease of use and access. Use the Calendar module to schedule and manage activities such as calls, meetings, and tasks.

Calendar actions

The Actions drop-down list on the Calendar tab displays the following options:
Schedule Meeting. Click this option to schedule a meeting as described in Scheduling Meetings .
Schedule Call. Click this option to schedule a call as described in Scheduling Calls.
Create Task. Click this option to create a task as described in Creating Tasks .
Today. Use this option to view the current day on your Calendar.

Using the Calendar

Viewing Calendar

Click the appropriate button at the top left of the Calendar home page to view your calendar by day, week, month or year.
Change the first day of the week displayed in Calendar by adjusting settings in your User section. For more information, see User Settings section of Getting Started.
Meetings, Tasks and Calls are displayed in individual color codes. Meetings are displayed in blue, Calls in red, and Tasks in green to distinguish and identify them easily in Calendar.
Click on any record to view the information in Quick Edit forms. Click the Full Form button in the Edit Activity form to view the Detail View page.
Navigate to any date using the Calendar icon. The Calendar icon is located next to the Settings button on the upper right corner of the Calendar modules page. Click on the Calendar icon and select any date within the same month or use the left or right arrows to navigate to previous or upcoming months.
Alternatively, use the Previous and Next arrows to navigate to the previous and next day/week/month/year, depending on your Calendar View settings.
Calendar has been added as one of the Sugar Dashlets in the Add Sugar Dashlets>Modules tab in 6.4.0.

Creating records in Calendar

You can create records in Calendar by any one of the following methods:
  • Click on any time slot in Calendar and input information in Quick Create forms
  • Select the Schedule Meeting or Schedule Call option from the Calendar Actions drop-down menu option
  • Select the Schedule Meeting or Log Call menu option from the Quick Create drop-down list on any Sugar page
  • Select the Meetings>Schedule Meeting, Calls>Log Call Actions drop-down list in Meetings or Calls modules
Create recurring events such as Meetings and Calls with instructions provided in the Recurring Meetings and Calls section on this page.

Editing records in Calendar

Click on any Meeting or Call record in Calendar to view and update the information in Quick Edit forms.
Change (extend or shorten) the duration of individual Meetings and Calls by dragging the records in Calendar. Note that all occurences of Recurring Meetings and Calls cannot be modified by dragging one record of the series.
Specify the end time of a Calendar event by selecting the time in the End Date fields. Note that the Duration is automatically updated based on the data entered in End Date fields. Similarly, if you enter information in the Duration field, End Date field is automatically updated.
Meeting and Call reminders can be sent via email, in addition to pop-ups in Sugar. Input appropriate information in the Reminders section in the Calendar record and click Save.
Create recurring Meetings and Calls using Quick Create forms. For more information, see Recurring Meetings and Calls section on this page.
Drag and drop items in Calendar to move them from one time slot to another. Note: Changing the meeting details with drag-and-drop does not send a system-generated update to the meeting invitees.
Navigate to the record’s Detail View page to create a related note or attachment for any Meeting, Call, or Task. Go to the module (for example Meeting, Call, or Task), select the record from the module’s List View page and use the Create Note or Attachment button.

Send Meeting invites to Contacts and Leads not yet recorded in Sugar

With Sugar 6.5, you can send invites for Meetings and Calls to Contacts or Leads who do not have records in Sugar. You will be prompted to create their records during the Send Meeting Invite process.
  1. Click desired time slot in Calendar to open the Create Activity (Quick Create) form. 
    (You can also create a Meeting or Call record by any one of the methods discussed in Creating records in Calendarsection above).
  2. Click the Invitees tab in the Create Activity form.
  3. Enter the information in the Add Invitees section.
  4. Click the As Contact or As Lead button in the Create an Invitee section. 
    The information entered in the Add Invitees section is pre-populated in the Create an invitee section.
  5. Click Create & Add. 
    The new Contact or Lead is added to the Meeting or Call invite.
  6. Click the Details tab and enter mandatory information related to the Meeting or Call.
  7. Input information in the Occurence tab if required. (For more information on Recurring Meetings and Calls, see the section below)
  8. Click Save & Send Invites.

Send Meeting reminders via Email

Meeting reminders not only display as pop-ups in the application for Sugar users, they can be emailed to all invitees (including non-Sugar users) as well. Select the Reminders>Emails checkbox in the Create Activity form and set the time for the reminder email to be sent out by selecting one the options in the drop-down list.

Recurring Meetings and Calls

Create recurring Meetings and Calls

Use Quick Create forms in Calendar to create recurring Meetings and Calls.
Note: Recurring Meetings and Calls can be created using Quick Create forms in Calendar only. This feature is not available in Full Forms in Calendar, Meetings, or Calls.
  1. Click on any time slot in Calendar to view the (Quick Create) Create Activity form.
  2. Select Schedule Meeting or Log Call.
  3. Input all mandatory fields indicated by red asterisks.
  4. Click the Occurence tab.
  5. Select Daily/Weekly/Monthly/Yearly from the Repeat drop-down list. 
    Choose specific days of the week by selecting Weekly from the Repeat drop-down list and selecting days in the On section.
  6. Optionally, select the End: By button to view the Select Date calendar.
  7. Select the End Date in the displayed calendar and click Save.

​Delete or edit recurring Meetings and Calls

  1. Click on any recurring event in Calendar. 
    This displays the Edit Activity form.
  2. Select the Occurence tab in the Edit Activity form.
  3. Click the Remove All Occurences button to delete all recurring events in the series and click Save.
  4. Or, click the Edit All Occurences button to modify information related to the series and click Save.

iCal integration

All Meetings and Calls, including recurring events, can be synced between Sugar and iCal. Meetings synced from iCal to Sugar can be edited in iCal only.
Follow the steps listed below to integrate iCal with Sugar:
  1. Open iCal.
  2. Select Subscribe from the Calendar menu option. 
    This displays a dialog box with a Calendar URL field.
  3. Go to your User Profile section in Sugar.
  4. Select the Advanced tab.
  5. Scroll down to the Calendar Options section in User Profile>Advanced.
  6. Copy the iCal integration URL.
  7. Return to the iCal window and paste the iCal integration URL in the Calendar URL field.
  8. Click Subscribe. 
    This displays an Authentication dialog box.
  9. Enter your Sugar login credentials in the Authentication box and click OK.
  10. Uncheck Remove: To Do items (or Reminders, depending on your iCal version) to sync tasks between iCal and Sugar.
  11. Click OK.

Viewing Shared Calendars

Users can view each other’s calendar in order to schedule appointments. The information that you can view in another user’s calendar depends on your team membership. For example, if you have an appointment on your calendar that is assigned to the Global team, all users in your organization will be able to access the appointment details when they view your calendar. However, if the appointment is assigned to your private team, they will only be able to see whether you are free or busy but will not be able to view the details. If the appointment is assigned to the East team, then only members of that team can view its details.
Managers have permissions to view, edit, and delete their subordinates’ appointments. Subordinates can only view their Manager’s appointments as free/busy time. Administrators have full access to any user’s calendar and the permissions to edit, duplicate, and delete any appointment.
To view shared calendars
1.
Click Shared on the Calendar home page.
The page displays the Shared Calendar page.
2.
To view a user’s calendar, click the Edit icon.
This displays a drop-down list of users and a drop-down list of teams.
3.
To view users who belong to a specific team, select the team from the drop-down list.
4.
Choose a user and click Select.
This displays the selected user’s calendar.