Calendar · Daily operations · 8 min read

Create and manage events

Create a timed or all-day event, invite colleagues and guests, book a room, set reminders and privacy, answer invitations, change or cancel.

Before you begin

You need calendar.edit. To write into a shared calendar you must be its editor (or hold calendar.manage). A viewer cannot: 'You only read this calendar.'

Steps

Create an event

1. Open Calendar > Calendar and press New Event, or click an hour slot in Week or Day view, or double-click a day in Month.
2. Enter the Title (up to 200 characters). Save stays grey while it is empty.
3. Choose the Calendar. It cannot be changed after creation. Empty means My Calendar.
4. Choose the Kind. Reminder defaults Show as to Free.
5. For a timed event enter Starts and Ends in the event's Time zone. Changing Starts moves Ends along. If Ends is empty the event lasts the New events last setting (60 minutes by default).
6. For a whole-day or multi-day event tick All day and choose From and To (inclusive). No default reminder is added.
7. Add Colleagues (active people of this company). A line Busy then: names colleagues who are busy at that time.
8. Add Guests (e-mails) for outside people, separated by commas, semicolons or spaces.
9. Enter Location and, if needed, an Online meeting link (starts with https://). You paste the link; none is generated.
10. Choose Rooms and equipment if the company has them. See Rooms and equipment.
11. Under reminders press Add reminder, choose when (at the start, 5, 10, 15, 30 minutes, 1 hour, 2 hours, 1 day before) and how (Notification or E-mail). Up to five.
12. Set Show as, Privacy (Normal or Private) and Status (Confirmed or Tentative).
13. Press Save.

Answer an invitation

1. Open the event and press Going? then Yes, Maybe or No. Your answer applies to the whole series. The organiser gets a notification.

Change, cancel, download

1. As organiser or calendar editor, open the event and press Edit, change it and Save. Attendees who have not declined are notified.
2. Press Cancel event to cancel. The record stays but leaves the calendar, the room is released and attendees are notified.
3. Press .ics to download one event as a calendar file.

What happens next

• You are added as organiser, accepted. Each colleague gets an Invitation notification with date, time zone and your username.
• Guests receive reminders by e-mail but no invitation e-mail.
• Reminders go out once per person and occurrence, to the organiser and to attendees who have not declined.
• Stored times are UTC. A 09:00 to 10:00 event in Asia/Dubai is 05:00 to 06:00 UTC.

Good to know

• 'The event ends before it starts.' An event lasts at most 60 days: 'An event lasts at most 60 days; repeat it instead.'
• 'An online link starts with https://.' 'Enter a valid e-mail address.' 'At most five reminders.'
• A colleague from another company is refused: 'A colleague attendee must belong to this company.'
• Private: other readers of the calendar see only "Busy" with the time. Free events do not appear in free/busy or block appointment slots.
• Only the organiser or a calendar editor can change or cancel: 'Only the organiser or the calendar's editors change this event.'
• If your own time zone differs from the event's zone, the edit form shows your zone's times but saves them in the event's zone. To avoid moving the event, set your zone back to the event's zone before editing the time.
• If the room is taken, you see '<room> is already booked 2026-10-06 10:00 to 11:00 for “Client Meeting”.' Events that only touch at the end time do not clash.