How to Create Events and Use the Calendar in CrmLeaf
All editions. Core feature - no add-on required. Two-way calendar sync requires the Google Calendar integration to be configured by an Administrator.
Availability: All editions. Core feature - no add-on required. Two-way calendar sync requires the Google Calendar integration to be configured by an Administrator.
Overview
Events record company meetings, sessions and other scheduled activities, with the people who should attend. The calendar is where scheduled items are seen together, so a team can plan around each other rather than around separate diaries.
An event carries attendees, a recurrence pattern where it repeats, files, a status and a note.
How It Works
You create the event, add the attendees, and it appears on the calendar for the people involved.
Create event → Add attendees → Set recurrence → Attach files and notes → Track status
- Attendees are recorded on the event, so it is clear who is expected.
- Recurrence lets a repeating event be created once rather than copied each time.
- An @mention brings someone's attention to the event.
- Files can be attached, so the agenda or material sits with the event.
- The event carries a status and a note, so an outcome can be recorded after it happens.
- Where the Google Calendar integration is configured, CrmLeaf meetings and Google Calendar are synchronised in both directions.
Who Can Use This Feature?
Administrator
- Create company events and add attendees across departments.
- Configure the Google Calendar integration for the account.
- Maintain the holiday calendar that the team plans around.
User
- Create events and add attendees within their access.
- View their events on the calendar.
- Attach files, @mention colleagues, and record the event status and note.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- The people you intend to add as attendees must be users in the account.
- For two-way sync, the Google Calendar integration must be configured for the account.
- Holidays and weekly offs should be configured so the calendar reflects non-working days.
For Users
Step 1: Open Events
Open the events area to see what is already scheduled before you add another commitment to the team's week.
Step 2: Create the event
What to do: Select Add, enter the event's title, date and time, and add the note that tells attendees what it is for. Complete every mandatory field before saving.
What to verify: Confirm the date and time are correct before adding attendees.
Step 3: Add attendees
Add the people who are expected to attend. Use an @mention where you need a specific person to notice the event.
Step 4: Set recurrence and attach material
If the event repeats, set its recurrence rather than creating it again each time. Attach the agenda or supporting files so attendees arrive prepared.
Step 5: Record the outcome
After the event, update its status and add a note so there is a record of what happened.
For Administrators
Step 1: Configure calendar synchronisation
What to do: Configure the Google Calendar integration for the account if your team works from Google Calendar. Once configured, meetings synchronise in both directions.
What to verify: Create one test event and confirm it appears in both systems.
Step 2: Keep the working calendar accurate
What to do: Maintain the company holiday calendar and weekly offs, so events are not scheduled on non-working days.
What to verify: Confirm the holidays appear on the calendar view your team uses.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| Event title | The name shown on the calendar and in the events list. | Yes |
| Date and time | When the event takes place. | Yes |
| Attendees | The users expected to attend. | No |
| Recurrence | Sets the event to repeat rather than occurring once. | No |
| Files | Material attached to the event, such as an agenda. | No |
| Status | The state of the event, used to record its outcome. | No |
| Note | Free text describing the event or recording what happened. | No |
Expected Result
The event is saved with its attendees, recurrence, files, status and note, and appears on the calendar for the people involved. Where the Google Calendar integration is configured, the event is also reflected in Google Calendar.
Service Organisation Context
Service delivery runs on scheduled ceremonies - kick-off meetings, client workshops, sprint or campaign reviews, steering committees - and events record them with the attendees expected, the agenda attached and a note capturing what was agreed. Recurrence suits a standing weekly review across a long engagement, and checking the calendar against company holidays and weekly offs avoids booking a client workshop on a day the delivery team is not working. Note that task dates appear on the task calendar, which is a separate view, so an event is not a substitute for a delivery deadline. The same scheduling serves site visits and internal meetings in any edition.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Events are company scheduling. Tasks with dates appear on the task calendar, and the two are separate views.
- Set recurrence on a repeating event rather than creating copies, so a change only has to be made once.
- Two-way calendar sync depends on the Google Calendar integration being configured for the account.
- Events are among the items available in the CrmLeaf mobile app, so attendees may read them on a phone.
- For a private reminder that no one else needs, use sticky notes rather than creating an event.
Common Scenarios
Example: a recurring team meeting. A manager creates a weekly review event with recurrence, adds the team as attendees, and attaches the standing agenda. After each occurrence, the status and note record what was agreed.
Example: planning around non-working days. Before scheduling a client workshop, an Administrator checks the calendar for company holidays and weekly offs and picks a date the whole team can attend.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| An attendee cannot be selected | The person is not a user in the account. | Ask your Administrator to invite the person as a user first. |
| Events do not appear in Google Calendar | The Google Calendar integration is not configured for the account. | Ask your Administrator to configure it in Settings. |
| An event was scheduled on a public holiday | The company holiday calendar is incomplete. | Ask your Administrator to configure holidays and weekly offs. |
| A repeating event exists many times over | Copies were created instead of using recurrence. | Delete the copies and set recurrence on a single event. |
| Task deadlines are missing from the events calendar | Tasks appear on the task calendar, which is a separate view. | Use the task calendar for task dates. |
Frequently Asked Questions
Do tasks appear on the events calendar?
Tasks have their own calendar view. Events and tasks are separate records.
Can an event repeat?
Yes. Events support recurrence.
Can I attach an agenda to an event?
Yes. Files can be attached to an event.
Does CrmLeaf sync with Google Calendar?
Two-way sync with Google Calendar is available once an Administrator has configured that integration.
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