Calendar

Viewing the Calendar

The Calendar module allows users to schedule, view, and manage various events (e.g., Calls, Meetings, Tasks) in Sugar. The Calendar module can be accessed by clicking the Calendar module tab. Calendar events are color-coded by default to match the color of the parent module icon. 

Please note that you will only be able to see calendars and events on calendars as allowed by your team membership, user access type, and assigned roles. For more information on teams and roles, please refer to the Teams and Roles documentation in the Administration Guide.

You can choose which calendars to show on the calendar view by checking the boxes next to the calendar names in the My Calendars and User and Team Calendars panels on the left side of the calendar. The My Calendars panel shows all calendars that are assigned to a team that you are a member of. Enabling more than one calendar will show each calendar's events overlaid on a single calendar view. Click "Select All" to select all calendars in the list.

Hover your mouse on the cell of an existing calendar event to view tooltip information that you specified in the calendar templates. You can also double-click the calendar event to enact your double-click event action that is configured for the calendar. Click on the colored strip on the left side of the calendar event to open the record preview on the right side of the calendar. 

Jump to a different date by using the Date jumper on the top left side of the calendar. You will remain in your day, work week, week, agenda, timeline, or scheduler view by clicking on a date in the Date jumper. If you are in month view and click on a date in the Date jumper, you will be taken to the day view for that date. Select any date within the same month or use the left or right arrows to navigate to previous or upcoming months. You can click the date written as text (e.g., "September 2021") at the top of the Date jumper to zoom out to see all months in the year, then you can click the year text (e.g., "2021") to zoom out to see all years in the decade, etc., to more easily navigate through months and years. Click the date link written as text (e.g., "Wednesday, December 01, 2021") at the bottom of the Date jumper to go to today's day, work week, week, agenda, timeline, or scheduler view, depending on your current view.

Jump to a different date and remain in your day, work week, week, month, agenda, timeline, or scheduler view by clicking the date text to the right of the Today button to open the date picker.

You can always jump to today's date by clicking Today on the top left of the calendar view. Alternatively, you can jump to the next day, work week, week, month, agenda, timeline, or scheduler, depending on your current view, using the left and right arrows on either side of the Today button at the top left of the calendar view. 

The calendar view can also be changed to have a different first day of the week using the Calendar Options in your user profile. Simply navigate to the Advanced tab of your user profile, then scroll to the Calendar Options panel and select the appropriate "First Day of Week" (e.g., Sunday, Monday). For more information on configuring the first day of the week, please refer to the Getting Started documentation.

Calendar Views

The Calendar module can be viewed as a Day, Week, Work Week, Month, Agenda, Timeline, or Scheduler view using the View selector dropdown menu near the top right of the calendar. The view options are:

Viewing User and Team Calendars

The Calendar module allows you to view not just your own activities, but also the calendars of other Sugar users in the panel labeled "User and Team Calendars". These calendars will be added to the User and Team Calendars panel on the left side of the calendar and you can decide which calendars to overlay on your calendar view by checking the corresponding checkboxes. Click "Select All" to select all calendars in the User and Team Calendars panel.

Use the following steps to add a user or team calendar:

1. Click the plus button to the right of the User and Team Calendars panel.
   
2. In the Add Calendar drawer, choose the calendar you want to show by clicking "Select Calendar" and then searching for the calendar. You can also click "Search and Select..." from the Select Calendar dropdown menu to open a list of calendars that you have access to.
   
3. In the Add Calendar drawer, choose the user you want to apply the calendar to.
   
4. The user's calendar is added to the User and Team Calendars panel. Check or uncheck the checkbox to the left of the calendar to show or hide the calendar on your calendar view.
   
5. To hide a user or team calendar that you no longer want to see in your User and Team Calendars list, click the x that appears to the right of the calendar name when you hover over the calendar in the panel.
   

Please note that you will only be able to see activity records as allowed by your team membership, user access type, and assigned roles. For more information on teams and roles, please refer to the Teams and Roles documentation in the Administration Guide.

Editing Calendar Events

Editing Events via Calendar

Sugar records displayed on the calendar can be edited directly from the calendar instead of having to access the record via the individual modules (e.g., Calls) depending on how you configured the calendar's double-click event setting. Dragging and dropping event cells within the calendar can make changes to the start and end dates. For more information on moving calendar events from within the calendar, please refer to the Moving Scheduled Events on the Calendar section of this documentation.

If you have the Double-Click Event field set to "Navigate to record", "Navigate to record in a new tab", or "Open drawer for edit" in the Settings tab of the calendar configuration window, you can use the following steps to edit a Sugar record via the calendar:

1. Navigate to the calendar by clicking the Calendar module tab.
2. Locate the calendar event (e.g., Meeting) you would like to edit and double-click on the event to open the associated record in the current tab, a separate tab, or a drawer, depending on your Double-click event setting.
3. Make the necessary changes to the event.
4. Click "Save" or, if you would like an invitation email to go out to the invitees where they can accept or decline the call or meeting, click "Save and Send Invites".

Please note that your ability to edit events in Sugar may be restricted by a role. For more information on roles, please refer to the Role Management documentation in the Administration Guide. Check with your system administrator if you do not see the Edit options.

Moving Scheduled Events on the Calendar

The Sugar calendar allows for the start time and duration of events to be edited from the calendar instead of having to directly edit the record via the module. This option is available only if you have selected "Allow update" when creating the calendar and if you are allowed by your team membership, user access type, and assigned roles. The records that appear on the calendar can also be dragged and dropped to new locations to change the start date and time. When changing the details with drag-and-drop, a pop-up message will ask you to confirm your changes. For drag-and-drop changes to call and meeting events, you can also select "Save and Send Invites" in the pop-up message to send a system-generated email update to the meeting or call invitees. Sugar users will see the meeting updated in their Planned Activities dashlet and their calendars.

Note: All occurrences of recurring meetings and calls will not be modified by dragging one record of the series.

In addition, the events can be dragged from the bottom of the box to be able to change the duration of the event. To do this, simply hover over the event's box to make the down arrow appear at the bottom. Click when the arrow appears and drag to the new end time of the event.

Instances that leverage the Revenue Line Items module will enjoy added benefits when using a calendar based on the Opportunities module. Instead of updating Service Start Date or Expected Close Date fields in each revenue line item in an opportunity one-by-one, users can update all of an opportunity's revenue line items at once by dragging and dropping an event. 

There are two scenarios for the Opportunities module out-of-the-box:

• If the calendar has "Start" set to "Service Start Date", the calendar event is located on the service start date as an all-day event. Dragging and dropping the calendar event to another date on the calendar updates the Service Start Date field for all associated revenue line items in the opportunity.
• If the calendar has "Start" set to "Expected Close Date", the calendar event is located on the expected close date as an all-day event. Dragging and dropping the calendar event to another date on the calendar updates the Expected Close Date field for all associated revenue line items in the opportunity.

Editing Recurring Meetings and Calls

When a meeting or call is set to be recurring, additional copies or duplicates of the call or meeting record are created for the specific time and date of each recurrence. Therefore, editing one record's cell on the calendar will not affect the other occurrences of the same call or meeting and will only affect the one occurrence you are editing. Users must select "Edit All Recurrences" from the meeting record's Action Menu.

Please refer to the steps in the Editing All Recurrences via Record View section of the Meetings documentation for instructions on how to edit all recurrences.

Removing Events From Your Calendar

If an event appears on your calendar and you want to remove it from the view but do not want to delete the associated record, there are multiple ways to do so. You can adjust your filter settings for the calendar so that events of this type do not appear on your calendar or you can edit the event record so that the record is not captured by your current filter settings. For example, if you have a calendar that shows all of your meetings, your calendar will show all meetings that have a Status of Scheduled, Held, and Canceled. If you want to remove the canceled meetings from your calendar, you would need to modify the calendar's filter so that only meetings that have a Status of Scheduled or Held are displayed. This is an example of adjusting your filter settings for the calendar to remove events. As an example of editing the event records to remove the event from your calendar, if you had a calls calendar that showed all calls with a Status of "Scheduled", "In Progress", or "Held" and you see a call on your calendar that you know was canceled, change the call's Status to "Canceled" to remove this event from your calendar. Once the status has been updated, the calendar's filter will remove it from the view.

If you want to remove an event from your calendar and permanently delete its associated record (not common), use the following steps:

1. Navigate to the calendar by clicking the Calendar module tab.
2. Locate the event you would like to delete.
3. Click the x that appears when you hover over the event.
   
4. You will be asked to confirm whether or not you want to delete this record. Click "Confirm" to delete the record, or "Cancel" to keep the record. 

This option is available only if you have selected "Allow delete" when creating the calendar and if you are allowed by your team membership, user access type, and assigned roles.

Recurring calls and meetings can be deleted by this method if you would like to delete the individual call or meeting. Deleting one record through this process will not remove the entire series. Please refer to the steps in the Deleting All Recurrences via Record View section of the Meetings documentation for instructions on how to delete all recurrences.

Note: Your ability to delete calls and meetings in Sugar may be restricted by a role. For more information on roles, please refer to the Role Management documentation in the Administration Guide. Check with your system administrator if you do not see the Delete options.

Sharing Calendars

Sugar allows users to share calendars between applications to ensure that activities do not overlap between calendars. The Sugar calendar can be viewed in other applications such as the Outlook calendar to display the user's free/busy time from Sugar.

Publishing Your Sugar Calendar

Sugar calendars can be shared and viewed with various iCal-compatible calendar applications (e.g., Apple Calendar or Google Calendar). The calendars are viewable as read-only in the external calendar applications and any edits to existing activities can only be done in Sugar. For more information on sharing your calendar on another application, please review the Calendar Options section in the Getting Started documentation.

Publishing to Your Outlook Calendar

You can specify settings in another application, such as Outlook, to enable the ability to view a user's free/busy information from the Sugar calendar. Please note that the settings must be configured on each user's computer. Once configured, the invitee shows as busy for any time currently scheduled in Sugar if the user's email address in Sugar matches the invitee email address in Outlook.

Use the following steps to configure this functionality:

1. In Sugar, navigate to your user preferences and select the Advanced tab.
2. Copy the Search location URL located at the bottom in the Calendar Options panel.
3. In Outlook, go to File > Options > Calendar > Free/Busy Options.
4. In the Internet Free/Busy section, paste the Search location URL into the corresponding box.

Integrating With MS Outlook

Sugar allows you to sync meetings and calls in Sugar with your local installation of Microsoft Outlook using the Outlook Plug-in. The plug-in also allows you to archive emails and sync contacts. All meetings and calls, including recurring ones, can be synced using the plug-in. When a meeting or call is synced from Outlook to Sugar, the meeting or call will appear on the Sugar calendar, but will not be editable via Sugar and only viewable.

For more information on using the Outlook Plug-in, please review the Sugar Plug-in for MS Outlook User Guide.

Calendar Scheduler Dashlet

The Calendar Scheduler dashlet allows you to conveniently view your calendars of choice within Sugar dashboards. The Calendar Scheduler dashlet behaves similarly to the Sidecar Calendar module. 

When you add the dashlet, the following fields are available for configuration:

You can edit the configuration of these fields at any time by clicking the gear icon in the top right corner of the dashlet. 

When viewing the Calendar Scheduler, there are several options along the top and bottom of the dashlet to help you navigate and adjust the appearance of the calendar. These options are defined as follows:

You can create, update, or delete events from the dashlet if allowed based on the calendar settings, which are defined in the Calendar module. Refer to the Configuring Calendars documentation for more information about configuring the behavior and appearance of calendars.