Calendar

Overview

Open CRM → Calendar. The calendar combines up to three sources: your connected Google calendars, your connected Microsoft calendars, and the built-in VINSI calendar, which works without any external account.

Use it to create meetings with guests, schedule follow-ups against CRM records, collect RSVPs, and send email reminders.

Calendar Sources

Connect Google or Microsoft

When neither provider is connected, the Calendar shows a banner with Connect Google and Connect Microsoft buttons and switches to the VINSI calendar automatically.

1. Click Connect Google or Connect Microsoft (or use the Google / Microsoft cards in CRM Admin → Team Settings).
2. Sign in and grant the calendar permission.
3. Return to CRM → Calendar. Your calendars now appear in the filters and on the grid.

Only an account connected with calendar access counts. If you connected without granting calendar access, reconnect and approve it.

Views and Filters

Use the arrows and Today to move through dates, and Month, Week, or Day to change the view. The calendar opens in Month view on desktop and Day view on a phone.

• Month shows up to 3 events per day (2 on a phone); click +N more to see the rest.
• Week and Day show a time grid from 6 AM to 10 PM with a line marking the current time.

The filters above the calendar:

When you have more than one external calendar, a color legend lists each calendar next to the filters.

Create a Google or Microsoft Meeting

1. Set the Provider filter to All providers, Google, or Microsoft.
2. Click New Event. The Create meeting sheet opens, starting at the next full hour for 1 hour.
3. Fill in the fields below and click Create meeting.

If the time overlaps another meeting you created from VINSI, you'll see You already have a meeting at this time: … with the option to create the meeting anyway.

Create a VINSI Event

1. Set the Provider filter to VINSI.
2. Click New Event. The Vinsi Calendar sheet opens.
3. Fill in the fields below and click Create event.

• Picking a deal, activity, or engagement also fills in its contact.
• Picking an activity that has a due date moves the event to that due date (1 hour long).

Schedule from a CRM Record

You can open the same VINSI event form with the record already linked:

• Activity detail page: click Schedule Event.
• Deals and Engagements: open the record and choose Schedule Event from the ⋮ menu. See Deals.
• New Activity (Activities): tick Add to Vinsi Calendar. This creates a personal VINSI event named after the activity that ends at the Due By time and starts 1 hour earlier (or starts 1 hour from now if no due date is set), with a 30-minute reminder. Use Invite Attendees to add members or external emails; the activity's contact is invited too.

Meetings with a contact from a Google or Microsoft account can also be scheduled from the contact's profile. See Contacts.

View Event Details

Click any event on the calendar to open its details.

• Google / Microsoft events show the calendar name, date and time, the matching CRM contact (when a guest's email matches a contact), location, description, a Join meeting → link when the event has a Meet or Teams link, the organizer, and attendees.
• VINSI events show the type and visibility, date and time (or All day), location, description, linked contact, linked Deal / Activity / Engagement, each guest's response (Accepted, Rejected, Pending) with the Host labeled, and the reminder times.

Edit and Reschedule

To reschedule, open the event, click the edit (pencil) button, change the dates, and save.

Delete or Cancel

• Google / Microsoft: open the event and click the trash button. Confirm Delete this calendar event? This will cancel the meeting for all attendees. Past, holiday, and read-only events can't be deleted.
• VINSI: open the event, click the trash button, and confirm Are you sure you want to delete this event? Tick Notify attendees of cancellation to email attendees and the linked contact. Only the host or an org admin/owner can delete.

Invitations and Responses

Google and Microsoft handle invitations and RSVPs for their own meetings. For VINSI events, VINSI emails every attendee (and the host) when the event is created.

• The invitation email has accept and decline links. Team members are taken to CRM → Calendar; external guests see a confirmation page such as Invitation Accepted.
• If you're an attendee, open the event in the Calendar and use Accept or Reject under Your response. You can change your answer at any time.
• The host sees a summary such as 3 guests · 2 accepted · 1 awaiting.

Reminders

VINSI event reminders are sent by email to the host and every attendee, including external guests, at each reminder time you selected. Reminders are processed every 5 minutes, so one may arrive a few minutes early or late. Times in reminder emails use your organization's time zone (Team Settings → Time Zone).

Reminders for Google and Microsoft meetings are managed in Google or Microsoft.

Who Sees What

When you open an event you can't manage, the panel explains that only the host or an org admin can edit or delete it.

Default Calendar Account

Org admins can choose one connected Google or Outlook account as the organization's Default Calendar Account in CRM Admin → Team Settings → Calendar Settings. It controls where automated CRM calendar requests (for example, booking through the API) create, read, reschedule, and delete events. When it isn't set, those requests fall back to the internal VINSI calendar.

It doesn't change which calendars you see on the Calendar page.

Troubleshooting & FAQ