<!-- Source: https://docs.vinsi.ai/crm/calendar -->
# Calendar

See your Google or Microsoft meetings and your team's VINSI events in one calendar, and schedule meetings linked to contacts, deals, activities, and engagements.

Created: September 16, 2026

Updated: September 16, 2026

## 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

| Source        | What you see                                                                                                | Created from the Calendar as                                                                                                   |
| ------------- | ----------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------ |
| **Google**    | Events from every calendar in _your own_ connected Google account, colored by that calendar's Google color. | A Google Calendar meeting with a Google Meet link. Guests get Google's invitation email.                                       |
| **Microsoft** | Events from the calendars in _your own_ connected Microsoft account.                                        | An Outlook meeting set up as a Microsoft Teams online meeting. Guests get Microsoft's invitation email.                        |
| **VINSI**     | Native VINSI events: your own personal events plus every organization-wide event.                           | A VINSI event with a type, color, visibility, reminders, attendees, and optional CRM links. VINSI sends the invitation emails. |

Google and Microsoft events are always shown from **your** connection only. You don't see a teammate's Google or Microsoft calendar unless it is shared with your own account in Google or Microsoft. To share events with the whole team inside VINSI, create a VINSI event with **Organization** visibility.

### 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](https://docs.vinsi.ai/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:

| Filter                                | Options                                                                                                                                                             |
| ------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Provider                              | **All providers**, **Google**, **Microsoft**, **VINSI**. Google and Microsoft appear only when connected.                                                           |
| Calendar (Google / Microsoft)         | **All calendars** or one specific calendar, e.g. _Google · Work ★_ (★ marks the primary calendar).                                                                  |
| Event filter (when Provider is VINSI) | **All Events**, **Activities**, **Contacts**, **Deals**, **Engagements** (events linked to that kind of record), **Organization**, or **Personal** (by visibility). |

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**.

| Field                  | Details                                                                                                                                                         |
| ---------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Title                  | Required.                                                                                                                                                       |
| Start / Duration / End | Required. **Duration** (15 min, 30 min, 45 min, 1 hour, 1.5 hours, 2 hours) sets the end time; you can also type an end time directly. End must be after start. |
| Calendar               | Required. Which connected Google or Outlook calendar to put the meeting on.                                                                                     |
| CRM contact            | Type at least 2 characters to search contacts by name, email, or phone. The selected contact is invited and the meeting is logged on their record.              |
| Guests                 | Extra guest emails, separated by commas, semicolons, or new lines. The sheet shows how many guests will receive the invite.                                     |
| Location               | Optional.                                                                                                                                                       |
| Description            | Optional.                                                                                                                                                       |

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**.

| Field                         | Options and defaults                                                                                                                                                                     |
| ----------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Event Title \*                | Required.                                                                                                                                                                                |
| Type                          | Appointment, Call, **Meeting** (default), Reminder, Task, Other.                                                                                                                         |
| Start Date \* / End Date \*   | Defaults to the next full hour for 1 hour. Changing the start keeps the same length. End must be after start.                                                                            |
| All day                       | Switches the dates to whole days.                                                                                                                                                        |
| Visibility                    | **Personal** (default) or **Organization**. See [Who Sees What](https://docs.vinsi.ai/crm/calendar#crm-calendar-access).                                                                 |
| Color                         | One of 8 swatches (purple by default).                                                                                                                                                   |
| Location                      | Optional.                                                                                                                                                                                |
| Description                   | Optional notes or agenda.                                                                                                                                                                |
| Reminder                      | Pick any combination: 5 min, 15 min, 30 min, 1 hour, or 1 day before. None are selected by default.                                                                                      |
| Attendees                     | Choose from **— Add org member —**, or type an external email in **Or type an external email...** and click **Add**. Each attendee is tagged **Org** or **External**; click × to remove. |
| Link to CRM record (optional) | Expand to link a **Contact**, **Deal**, **Activity**, and/or **Engagement**.                                                                                                             |

- 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).

The contact linked to the event, directly or through the linked deal, activity, or engagement, is added as an attendee automatically and receives the invitation email. You, as the host, are always added as an accepted attendee.

### 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](https://docs.vinsi.ai/crm/deals).
- **New Activity** ([Activities](https://docs.vinsi.ai/crm/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](https://docs.vinsi.ai/crm/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.

| Event              | How editing works                                                                                                                                                                                                                                                                              |
| ------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Google / Microsoft | Opens **Edit meeting**; click **Save changes**. Guests are sent the update by Google or Microsoft. You can't move a meeting to a different calendar (_Calendar changes aren't supported yet for existing meetings._). Past events, holiday calendars, and read-only calendars can't be edited. |
| VINSI              | Opens the event form; click **Save changes**. Only the host or an org admin/owner can edit. Newly added attendees get an invitation. Tick **Notify attendees of changes** to email existing attendees and the linked contact that the event was updated.                                       |

## 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](https://docs.vinsi.ai/crm/admin/team-settings)).

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

## Who Sees What

| Event                | Who sees it in the Calendar                                                                   | Who can edit or delete it                                                          |
| -------------------- | --------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------- |
| Google / Microsoft   | Only the person whose account it comes from.                                                  | That person, if they have write access to the calendar and the event hasn't ended. |
| VINSI – Organization | Everyone in the organization.                                                                 | The host, or an org admin/owner.                                                   |
| VINSI – Personal     | Only the host. Invited attendees receive the email but don't see the event in their Calendar. | The host, or an org admin/owner.                                                   |

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](https://docs.vinsi.ai/crm/admin/team-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

| Problem                                                                      | What to do                                                                                                                                                      |
| ---------------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **New Event** is disabled ("Connect a calendar provider to create meetings") | Connect Google or Microsoft, or switch the Provider filter to **VINSI**.                                                                                        |
| Edit and delete buttons are grayed out on a Google/Microsoft event           | The event is in the past, on a holiday calendar, or on a calendar you can only read. Hover the button to see which.                                             |
| "Only the host or an org admin can edit this event"                          | Ask the host (shown in the panel) or an org admin to make the change.                                                                                           |
| An early-morning or late-night event is missing                              | Week and Day views show 6 AM–10 PM only. Switch to **Month**.                                                                                                   |
| A teammate can't see my VINSI event                                          | Personal events are visible only to you. Edit the event and choose **Organization**.                                                                            |
| I can't see a teammate's Google/Microsoft meetings                           | External calendars come from your own connection only. Have them share the calendar with your account in Google or Microsoft, or use Organization VINSI events. |
| "You already have a meeting at this time"                                    | Choose another time, or confirm to create the meeting anyway.                                                                                                   |
| "End time must be after start time."                                         | Move the end later than the start, or pick a Duration.                                                                                                          |
| A contact received an invitation I didn't expect                             | Linking a contact, deal, activity, or engagement invites that record's contact. Remove the link before saving if you don't want to invite them.                 |
| No reminder email                                                            | Reminders apply to VINSI events only and must be selected on the event. Check your spam folder; allow up to 5 minutes.                                          |