Calendar, Meetings & Tasks

Calendar, Meetings & Tasks

In 1Stop, you can efficiently manage your appointments and daily activities using the built-in calendar. It allows you to schedule meetings, add tasks, log calls, set reminders, and track important dates with ease. It’s a powerful tool that helps you stay organized and ensures you never miss a crucial step in your customer relationship management efforts.

Setting Calendar Preferences
Before you start using your calendar, take a moment to set your preferences. This includes setting your working hours, reminder timing, preferences for hiding past or declined meetings, default durations for meetings and calls, and other relevant options.
Notes
Note
These settings apply only to your personal calendar.
To Set Calendar Preferences:

1. Click the Calendar Icon, and then click Day, Week, or Month to view. See the images below for how each view looks.



Day View



Weekly View


 Monthly View



2. In your calendar, click Options and then select Preferences.



3. Adjust the following settings, then click Done:
  1. Day in a week view - Choose whether to display only the 5 weekdays or all 7 days, including weekends.
  2. Week starts on - Set the first day of your workweek.
  3. Day starts at - Set the start time of your workday.
  4. Day ends at - Set the end time of your workday.
  5. Weekly Holiday 1 - Select your regular weekly day off (e.g., Saturday, Sunday, or any other day).
  6. Weekly Holiday 2 - Select an additional weekly day off if applicable.
  7. Activity Type - Choose which types of activities (Meetings, Calls, Tasks) you want displayed in your calendar.
  8. Default Meeting Duration - Set the standard length of time for meetings.
  9. Default Call Duration - Set the standard length of time for calls.
  10. Hide meetings ___ days(s) after they've ended - Enable this option to automatically remove past meetings from your calendar after the specified number of days.
  11. Hide declined meetings - When enabled, declined meetings will not be shown in your calendar.
  12. CalDAV Access - Sync your 1Stop Calendar with external calendar apps (like Apple Calendar or Outlook) using the CalDAV protocol. (See Enable CalDAV Access for setup instructions). 
  13. Manage Unavailability - Block off time for events from connected calendars without syncing everything, so others won’t schedule meetings during those periods. 
  14. Zoho Meeting Audio Preferences - Select the audio preference for meetings via Zoho Meeting, whether to use in-built audio or your own conference call service.
  15. Reminders - Set in-app or pop-up reminders for upcoming meetings (not applied to calls).
  16. Turn off reminder via email - Opt out of receiving meeting reminders by email.
  17. Turn off reminder via Zoho Cliq - Opt out of receiving meeting reminders through Zoho Cliq.
  18. Notify me when a Meeting is assigned to me - Enable notifications when someone assigns a meeting to you.








Calendar Features
The calendar is packed with helpful features to make your day run more smoothly:
  1. View meeting invitations that you haven't responded to yet.  

  1. Accept or decline meeting invitations in the calendar. 

  1. Click on a specific meeting to check your status and make any needed updates to your response or meeting details.

  1. Receive reminders before a meeting, call, or task is scheduled to start.

  1. Calendar meetings can be imported and exported using .ics files.
Creating Meetings
To schedule a meeting:

1. In the calendar, click Create and select Meeting. You can also click directly on a date or time slot in the calendar, or go to the Meetings module to create a meeting.



2. In the Meeting Information pop-up, enter the meeting details, and click Save. (See detailed explanations below). 


  1. Title - Enter a name for the meeting.
  2. Location - Specify where the meeting will take place.
  3. Make this an online meeting - Select this checkbox to make this an online meeting, an invitation email containing steps to join an online meeting (powered by Zoho Meeting) will be sent to all the participants.
  4. All Day - Select this checkbox if the meeting lasts all day. (Note: When selected, time fields will be hidden.)
  5. From - Select the meeting's start time.
  6. To - The end time will be automatically calculated based on your calendar preferences. However, you can change that if needed. 
  7. Host - Select the user who will host the meeting from the dropdown list.
  8. Participants - Click  + Add to invite contacts, leads, users, groups, or external participants. 
  9. Meeting Type - Select the type of meeting from the dropdown list. 
  10. Related To - Choose the module the meeting is related to (e.g., Leads, Contacts, or Others).
  11. Repeat - Click the pencil icon to set the meeting to repeat daily, weekly, monthly, yearly, or on a custom schedule.
  12. Participants Reminder - Set a reminder to notify participants before the meeting.
  13. Reminder - Set a reminder/s for yourself.
  14. Description - Add any relevant notes or details about the meeting.
Scheduling or Logging Calls
You can use the calendar to manage both upcoming and past calls.

To schedule or log a call:

1. In the calendar, click Create and select Call. You can also click directly on a date or time slot in the calendar to schedule a call, or go to the Calls module to schedule or log one. 
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2. Next, choose whether you want to schedule a future call or log a past call.



3. Enter the call details, then click Schedule for a future call or Save for a logged call. 

Schedule a Call: 





Log a Call:
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Adding Tasks
In addition to creating tasks from the Tasks module, you can also add them directly from the Calendar. This is especially helpful when scheduling tasks alongside meetings and calls. Tasks created from the Calendar will still appear in the Tasks module and in the related records.

For a full overview of how to create, manage, and edit tasks, check out the Tasks Overview article.

To add a task from the Calendar: 
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1. In the calendar, click Create and select Task. You can also click directly on a date or time slot in the calendar, or go to the Tasks module to create a task.



 2. In the Create Task pop-up, enter the task details and click Save.



Notes
Note
To view and manage the task details in the calendar:
  1. Click on the task in the calendar to open its details.
  2. You'll see info like Due Date, Priority, Task Owner, etc. 
  3. To mark it complete, click Mark as Completed. 
  4. To make changes, click Edit - this will take you to the Tasks Module where you can update the task. 
  5. Click Done when you're finished. 



Viewing Other Users' Calendars

Users with an Administrator profile can view all meetings on the calendar for any user. Users without an Administrator profile can still view other users' calendars, as long as they have the appropriate permissions (see Data Sharing Settings for more info).

To view another user's calendar:

  • In the calendar, click the My Meetings & Calls dropdown.

  • Select the user(s) whose calendars you wish to view.

You can also create a Group to quickly access and view calendars for a specific set of users.
To learn how to create a Group, refer to the Create Groups article.





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