Calendar · Reference

Actions and results

What each Calendar button and automatic behaviour does, with worked numbers and what the system refuses.

On this page (24)

Calendar Event form Event dialog Event form > Repeat Repeating event scope Calendar > layers Settings Resource Resources Appointment type Book an appointment Appointment card Public booking page Customer manage page Appointments Reminders Meeting load by person Room and equipment utilisation Appointments by type and outcome Overview Calendar settings Shared calendars Subscribe in other apps ICS feed

Calendar

Action	When	What you do	What happens
Personal calendar made on first use	A test user with the Calendar user role who never opened the app	Open Calendar for the first time; look at My Calendars; open Configuration > Shared calendars	'My Calendar' (تقويمي) exists, ticked, blue; listed as Kind 'Yours', Your role 'owner'; opening the app twice at the same moment still makes only one
Switch views and move through time	Some events this month	Press Month, Week, Day, Agenda; use previous / next and Today; click a day number in Month	Month = 6 weeks from the week start; Week = 7 days; Day = 1 day; Agenda = next 30 days, empty days left out ('Nothing planned in the next 30 days.' when none). Day number opens that day in Day view. The last view is remembered after a reload
Week start from settings	Settings: Week starts on = Sunday	Open Month and Week view and the mini-month	First column is Sunday in all three; weekend columns (Sat, Sun) are shaded in Month
'+N more' in a month cell	5 events on one day	Month view; look at the day; press '+2 more'	3 chips shown, then '+2 more'; pressing it opens that day in Day view
Tick calendars and layers on and off	A shared calendar and the HR layer available	Untick the shared calendar and HR & Leave; reload the page	Their items disappear at once and stay hidden after the reload (preference saved); ticking brings them back
Time zone of the person	An event Asia/Dubai 09:00-10:00 on Mon 5 Oct 2026	Time zone > Change > Europe/London; look at the event; change back to Company (Asia/Dubai)	Stored 05:00-06:00 UTC; London (summer time UTC+1 until 25 Oct 2026) shows 06:00-07:00; Dubai shows 09:00-10:00 again; the rail shows the chosen zone
Search and kind filter	Events titled 'Sales Review' and 'Team Briefing'; one with location 'Conference Room A'	Search 'review'; then search 'conference'; clear; Filters > Kind = Call	'review' finds Sales Review (title); 'conference' finds the event by its location; Kind = Call shows only calls; module layer items are hidden while searching or filtering
Upcoming in the right rail	Events today and later this week, one declined	Look at Upcoming; press View all ->	Next 3 items not yet ended, not cancelled, not declined; place or 'Online meeting' shown; View all opens Overview

Event form

Action	When	What you do	What happens
Create a timed event with the default length	Settings: New events last 60, Default reminder 15	Click the 09:00 slot on Mon 5 Oct 2026 in Week view; Title 'Planning'; Save	Starts 09:00, Ends 10:00 (09:00 + 60 min); one bell reminder 15 min before; organiser = you (accepted); event shows in Week view; Audit 'calendar.event.created'
Ends is kept the same length when Starts moves	New event 09:00-10:30	Change Starts to 11:00	Ends jumps to 12:30 (length 1 h 30 kept)
End before start refused		Starts 10:00, Ends 09:00 (type it); Save	Refused: 'The event ends before it starts.'; nothing saved
Longest event is 60 days		Starts 1 Oct 2026 09:00, Ends 5 Dec 2026 09:00; Save	Refused: 'An event lasts at most 60 days; repeat it instead.'
All-day and multi-day event		All day on; From 8 Oct 2026, To 9 Oct 2026; Title 'Site visit'; kind Out of office; Save	Shows on both days in the All day row / as a bar in Month; no default reminder; the event dialog says Thu 8 - Fri 9 Oct; stored as 7 Oct 20:00 UTC to 9 Oct 20:00 UTC (Dubai midnight to midnight)
Event in another time zone	Your zone Asia/Dubai	New event 10:00-11:00 with Time zone Europe/London on 6 Oct 2026; Save; open it	Drawn at 13:00-14:00 in your Dubai view (London UTC+1, Dubai UTC+4); the dialog adds '(Europe/London)' after the time
Invite colleagues and see who is busy	Colleague B has a busy meeting 10:00-11:00 that day	New event 10:30-11:30; Colleagues: B and C	'Busy then: B' warning appears (free/busy only, no title); after Save B and C each get a bell 'Invitation: <title>' with date, zone and 'from <your username>'
Guests by e-mail		Guests: 'guest1@example.com; guest2@example.com'; Save; open the event	Two external attendees, 'No answer yet'; no invitation e-mail is sent to them (reminders only)
Online link check		Online meeting link 'meet.example.com/x'; Save; then 'https://meet.example.com/x'	First refused: 'An online link starts with https://.'; second saved and 'Join online' opens it in a new tab
Private event	Shared calendar SALES that colleague B reads	Create in SALES a Private event 'Doctor' 16:00-17:00; as B open the calendar and the event	B sees a chip 'Busy' at 16:00-17:00 with no title, place, link, notes or attendees; .ics button hidden for B
Show as Free		Create an event with Show as = Free; as a colleague check your free/busy in a new event form	No 'Busy then' warning for you at that time; the event does not block appointment slots
Reminders on an event		Add reminders: 1 day before by E-mail and 30 min by Notification; try a 6th (API)	Two reminders saved and shown in Reminders > Coming up; 'Add reminder' disappears at 5; a 6th via API is refused 'At most five reminders.'
Free/busy shows intervals only	Colleague B has events 09:00-10:00 and 09:30-11:00 (one Private) and one Free event 14:00	As A call freebusy for B for that day (or open a new event at 09:30 with B invited)	One merged busy span 09:00-11:00; no titles; the Free event is not busy
Room double booking refused	Conference Room A booked 10:00-11:00 on 6 Oct 2026 by 'Client Meeting'	Book it for 10:30-11:30; then for 11:00-12:00	First refused (409): 'Conference Room A is already booked 2026-10-06 10:00 to 11:00 for “Client Meeting”.'; second accepted (touching ends do not clash)
Repeating booking clashing later	Room booked on Mon 19 Oct 2026 10:00-11:00	New weekly Monday 10:00 x4 from 5 Oct with the room	Refused naming the 19 Oct booking (the third occurrence); nothing saved

Event dialog

Action	When	What you do	What happens
Edit a single event	An event you organise	Open; Edit; change title and location; Save	Saved; revision +1; attendees (not declined) get a bell 'Changed: <title>'; Audit 'calendar.event.updated' scope all
Answer an invitation	You are invited by A	Open the event; Going? Maybe; then No	Your answer shows on the attendee line; A gets a bell '<you> tentative: <title>' then '<you> declined: <title>'; Overview stops listing it as waiting
Cancel a single event	An event with a room and two colleagues	Cancel event; confirm	Status cancelled (record kept, gone from the calendar views); room released; colleagues get 'Cancelled: <title>'; Edit and Cancel buttons gone
Download one event as .ics	An event with location and online link	Press .ics; open the file in a calendar app	One VEVENT: SUMMARY, LOCATION, URL, DTSTART/DTEND in UTC (Z); STATUS CONFIRMED; a repeating event carries its RRULE
Organiser is always an attendee		Create an event with no colleagues; open it	You are listed as '(organiser) · Going'

Event form > Repeat

Action	When	What you do	What happens
Weekly on chosen days, a number of times		Starts Mon 5 Oct 2026 09:00; Weekly, every 1, Mo + We; ends after 6 times; Save	Exactly 6 occurrences: 5, 7, 12, 14, 19, 21 Oct 2026, all 09:00 Dubai; none on 26 Oct
Ends on a date is inclusive		Daily from Thu 1 Oct 2026 10:00, ends on 3 Oct 2026	Occurrences 1, 2 and 3 Oct (the until day itself included)
Monthly on the 31st skips short months		Starts Sat 31 Oct 2026 09:00; Monthly on the same day; ends after 4 times	31 Oct 2026, 31 Dec 2026, 31 Jan 2027, 31 Mar 2027 (November and February have no 31st and are skipped, not moved)
Monthly on the same weekday		Starts Tue 13 Oct 2026 (2nd Tuesday) 14:00; Monthly on the same weekday; ends after 4 times	13 Oct, 10 Nov, 8 Dec 2026, 12 Jan 2027 (each the 2nd Tuesday); the dialog shows '(#2 weekday)'
Every second week / yearly		Weekly every 2 weeks on Mo from 5 Oct 2026, 3 times; Yearly from 29 Feb 2028, 2 times (API)	5 Oct, 19 Oct, 2 Nov 2026; the 29 Feb series lands on 29 Feb 2028 and 29 Feb 2032 (only leap years)

Repeating event scope

Action	When	What you do	What happens
Change only this occurrence	Weekly Monday 09:00 x10 from 5 Oct 2026	Open the 12 Oct occurrence; Edit; Starts 11:00 (same day); Save; choose This event	12 Oct moves to 11:00 as its own event; the series still shows 5, 19, 26 Oct... at 09:00; there is no 09:00 on 12 Oct; attendees and reminders carried to the moved one
Cancel only this occurrence	Same series	Open the 19 Oct occurrence; Cancel event; This event	19 Oct gone; the others stay; colleagues get 'Cancelled: <title>' with that date and time
Change this and following	Weekly Monday 09:00 x10 from 5 Oct 2026 (last 7 Dec)	Open the 26 Oct occurrence (4th); Edit; title 'Briefing v2'; Save; This and following	Old series ends 25 Oct (5, 12, 19 Oct); a new series 'Briefing v2' starts 26 Oct with 7 left (10 - 3), last 7 Dec 2026; total still 10
This and following from the first occurrence	Same series	Open the 5 Oct (first) occurrence; Edit; Save; This and following (API: scope following, first occurrence)	Refused: 'From the first occurrence, change the whole series.'
Cancel this and following / all	A weekly series with one moved occurrence	Cancel from the 3rd occurrence with This and following; on another series Cancel with All events	First: series ends the day before the 3rd; second: whole series cancelled, its moved occurrences cancelled too and their rooms released
Wrong occurrence refused	A weekly series	PUT the event with scope this and an occurrence that is not in the series (API)	Refused: 'That is not an occurrence of this series.'

Calendar > layers

Action	When	What you do	What happens
HR & Leave layer	A public holiday in an HR working calendar; your approved leave; a colleague's pending leave	Tick HR & Leave; look at the month; click your leave	Holiday (once even if on several working calendars; '(half day)' marked); 'You - <leave type>'; colleague leave only if you hold hr.employee.view, marked '(pending)'; payroll cut-off and pay day only with payroll.view; Open goes to the leave request in HR
Sales, Projects and Maintenance layers	A planned CRM activity assigned to you, an open deal you own with an expected close, a project milestone, a maintenance work order	Tick each layer; click an item; press Open	Activity on its due date; 'Expected close: <deal>'; '<milestone> - <project>' and 'Project due: <project>'; work order at its local time; Open goes to the record in its module; nothing can be edited here

Settings

Action	When	What you do	What happens
Layer colours		PUT settings with layer_colors {"hr": "#0d9488"} (API only - no screen field)	HR & Leave dot and items turn #0d9488; a bad colour refused 'Use a colour like #2563eb.'

Resource

Action	When	What you do	What happens
Add a room	calendar.manage	Resources > New resource: CONF-A, Conference Room A, Room, 12 seats, Floor 3; Save	Listed in the register and the schedule; offered in the event form as 'Conference Room A (12)'; code stored upper-case
Make a room not bookable	A room with a future booking	Edit; Bookable off; Save; try to book it	Refused: 'Conference Room A is not bookable now.'; it leaves the event form list and the schedule

Resources

Action	When	What you do	What happens
Day schedule	Bookings today in two rooms	Open Resources; step days with the arrows; pick a date	Bars between working-day hours (start hour to end hour + 1); a private event shows 'Busy'; inactive resources not listed

Appointment type

Action	When	What you do	What happens
Create and publish a type	calendar.appointment; two staff	New type: CONSULT, Consultation, 30 min, step 30, buffer after 10, notice 4 h, horizon 30, Mon-Fri 09:00-13:00, 14:00-17:00, staff two people, Public booking page on; Save	Card shows the hours and staff; 'Booking page' and 'Copy link' appear; the link opens the public page
Publishing needs staff		New type with nobody in 'Who takes these' and Public booking page on; Save	Refused: 'Name who takes these appointments before publishing.'

Book an appointment

Action	When	What you do	What happens
Slots respect hours, buffers and busy time	Type 30 min, step 30, window 09:00-12:00, buffer after 15; staff B has a meeting 10:00-10:30 that day	Book appointment; pick the type and that day	Free times 09:00, 10:30, 11:00, 11:30 (09:30 is gone: 09:30-10:00 + 15 min buffer runs into the 10:00 meeting; 10:00 is the meeting)
Minimum notice and horizon	Type with notice 2 h, horizon 1 day; it is 10:05 Dubai	Look at today's and the day after tomorrow's free times	Today starts at 12:30 (10:05 + 2 h = 12:05, next step); the day after tomorrow shows 'No free time this day.' (beyond the horizon)
Holidays and the room	A full-day public holiday tomorrow; type with a room that is booked 11:00-11:30	Look at tomorrow and at a normal day	Tomorrow: no free time (Closed on public holidays on); the normal day: 11:00 missing because the room is taken
Staff book a customer	A published type	Pick a slot; name Test Customer One, e-mail customer1@example.com, phone +971500000001; Book	Appointment APT-00001 (next number), state confirmed, source Staff; event '<type> - Test Customer One' (kind appointment) in the least-busy free staff member's calendar with the customer as guest; staff bell 'New appointment'; customer e-mail with the manage link
Fair spread among staff	Two staff free all day, staff X already has 2 bookings of this type that day, Y has 0	Book a slot both are free for	It goes to Y (fewest bookings of this type that day)

Appointment card

Action	When	What you do	What happens
Confirm a requested booking	Type with 'Staff confirm'; a customer booked on the public page	Open the Requested tab; open the row; Confirm	State confirmed; its event goes from Tentative to Confirmed; Confirm button gone
Done and no-show	A confirmed appointment that has started; another in the future	Mark done on the first; try No-show on the future one (API)	First: state done. Future: buttons not shown; API refused 'It has not started yet.'
Staff cancel	A confirmed appointment with a room	Cancel; reason 'Customer asked to move'	State cancelled with the reason; its event cancelled and the room released; the slot is offered again

Public booking page

Action	When	What you do	What happens
Customer books online	Published type; signed out (private window)	Open the link; pick a day and 10:00; name, e-mail customer2@example.com; Book this time	'Thank you, Test Customer Two'; 'Your appointment is confirmed.' (or 'requested - we will confirm it shortly' for Staff confirm); facts with Reference APT-nnnnn; 'manage your appointment' link; source Booking page in the register
Same slot twice	The slot just booked	Book the same day and time again with another e-mail	Refused on the page: 'That time is no longer available. Choose another slot.'; the slot is no longer offered
Three upcoming bookings per e-mail	customer2@example.com has 3 upcoming live bookings of this type	Book a 4th with the same e-mail	Refused: 'You already have three bookings of this kind coming up.'

Customer manage page

Action	When	What you do	What happens
Customer cancels in time	Booking 3 days ahead; cancel notice 24 h	Open the manage link; reason 'Travelling'; Cancel this appointment	'Your appointment is cancelled.'; state cancelled; staff bell 'Cancelled by customer: <name>'; the cancel button disappears; the slot is offered again
Customer too late to cancel	Type with cancel notice 720 h; booking 3 days ahead	Open the manage link; Cancel this appointment	Refused: 'It can be cancelled online up to 720 hours before it starts; please call us.'; still confirmed

Appointments

Action	When	What you do	What happens
Register tabs and counts	Appointments in several states	Click each tab; search by number and by customer e-mail; sort by When	Tab counts match the rows; Upcoming = requested/confirmed from now; search finds by number, name or e-mail; paging works

Reminders

Action	When	What you do	What happens
Bell reminder sent once	Event 09:00 today with a 15-min bell reminder; B invited (accepted), C declined	Wait until 08:45 (job runs every minute); check bells; wait two more minutes	At 08:45 organiser and B each get one bell 'Starting 09:00: <title>'; C gets nothing; no second bell on later runs; Reminders > Sent to you lists it
No reminder for a cancelled event or skipped occurrence	A series with one occurrence cancelled; a cancelled single event	Wait past their reminder times	Nothing sent for either
E-mail reminder to a customer	Appointment booked more than 25 h ahead with an e-mail; a company mail account set up	Wait until 1 day before	Customer gets 'Reminder: <type> - <name> at <date time>' from the staff member's account; without a mail account the bell still rings (e-mail skipped)
Coming up list	Events with reminders in the next 14 days	Open Reminders	Each reminder with its remind-at time (start - minutes), sorted; channel icon; times in your zone

Meeting load by person

Action	When	What you do	What happens
Meeting hours	October 2026: A organises a 1 h meeting with B, and a 1 h 30 call with B and an external guest; B declines the call	Open the report for October 2026	A: 2 meetings, 2.5 hours, With outside people 1; B: 1 meeting, 1 hour; all-day events and kinds task/reminder/other not counted

Room and equipment utilisation

Action	When	What you do	What happens
Utilisation %	Working day 09:00-18:00; October 2026 has 22 weekdays (Mon-Fri); room booked 19.8 h in October	Open the report for October 2026	Open hours 198 (22 x 9); Hours 19.8; Utilisation 10.0 %; holidays are not removed

Appointments by type and outcome

Action	When	What you do	What happens
No-show rate	Type CONSULT in October: 3 done, 1 no-show, 2 confirmed, 1 cancelled	Open the report	Booked 7; No-show % = 1 / (3 + 1) = 25.0 %

Overview

Action	When	What you do	What happens
Tiles	Two events today, one invitation waiting, one appointment today, 1 of 3 rooms in use, this week 10:00-11:00 and 10:30-11:30	Open Overview	Today 2; Awaiting your answer 1; Appointments today 1; Rooms in use now 1 / 3; Your busy hours this week 1.5 (overlaps merged)
Answer from Overview	An invitation waiting	Press Accept	It leaves Invitations; the tile goes down by 1; the organiser gets a bell

Calendar settings

Action	When	What you do	What happens
Save settings	calendar.manage	Week starts Sunday; working day 08:30-17:30; New events last 30; Default reminder 10; Save	'Saved.'; new events are 30 min with a 10-min reminder; Week view scrolls to 07:00 (start hour - 1); Audit 'calendar.settings.saved'

Shared calendars

Action	When	What you do	What happens
Make a shared calendar with members	calendar.manage; colleagues B (viewer) and C (editor)	New calendar: SALES, Sales, Its members only, readers B, editors C; Save	B and C see 'Sales' in My Calendars (B role viewer, C editor); D (not a member) does not; C can create events in it, B cannot (calendar not offered)

Action	When	What you do	What happens
Make, renew and stop the feed		Make my address; open it in a browser; New address; open the old one; Stop sharing; open the new one	First link downloads the .ics with your events from 30 days back; after New address the old link answers 'Not found' (404); after Stop sharing the new one is 404 too

ICS feed

Action	When	What you do	What happens
Feed content	Your calendar with a weekly series (one occurrence cancelled, one moved), a private event of yours, a cancelled event, an event you declined	Subscribe the feed in a calendar app	Series as one event with RRULE and EXDATE; moved occurrence separately; your private event keeps its title (CLASS:PRIVATE); cancelled and declined ones absent; hidden calendars left out

Updated 3 October 2026