Please note: this feature is in Preview at the moment, which means we're still making a few tweaks here and there to make it even better. It also means that while all customers can benefit from our Calendar feature right now, when it's out of Preview it may be restricted to certain subscriptions.
Prerequisites
You'll need your Outlook Calendar integrated to the CRM before you can create an Event.
Step 1: Navigate to the Calendar
To navigate to the Calendar, click here or select 'Calendar' from the left-hand side navigation menu.
You can create an Event directly using the Global Create button or by simply clicking a time slot within the Calendar directly.
Step 2: Populate Event Information
Populate the information required within the Event creation window. If you want to set an Outlook Category or change the Status, you can show more options with the 'More Options' button in the bottom right-hand corner.
Some key fields to note:
Online Meeting: If this field is left blank it won't generate a Microsoft Teams meeting. Currently, only Microsoft Teams meetings can be generated.
Reminder: This creates a reminder within Outlook for yourself.
Linked Record: If you wish for the Event to show on a record's Activity Timeline then use this field to select the record this meeting is related too. Note: linking an Event to a CRM record will make it visible to all users.
Find a Time: Similarly to Outlook, the CRM will suggest times where you and your attendees (if they are in your Microsoft Organisation) are available.
Location: If you have Locations configured within Outlook, these will appear as options to select from. If you have various locations you can also search them by postcode/address. Note: Event Locations are configured and managed within Outlook only.
Accessed via the 'More Options' menu:
Free Busy Status: This allows you to set the status of the meeting, and is particularly useful for when you're working away or are out of office. These reflect the stats options from Outlook.
Categories: These are your imported Outlook categories. Note: Event Categories are managed and configured within Outlook only.
Step 3: Create and View the Event!
Using the 'Create' button, save the Event into your Calendar. If you had attendees, they'll also get the standard Outlook invite email.
Please note: Events can't be edited in the CRM once created. If you wish to edit aspects of the Event, you'll need to do this within Outlook. Any edits will then be reflected in the CRM instantly.
You can now view the Event in the CRM Calendar and even join the Microsoft Teams meeting from within the CRM. This is also where you can retrospectively link an Event to a CRM record.
If you linked your Event to a CRM record, an entry will be added for the Event. The Event entry will show for all CRM users so it's advised you only link public meetings to CRM records.
By selecting the Event name, you'll get a left hand-side pop out with all the Event details where you can also join the meeting and view the Event in Outlook.
