Shared Calendars
Shared Calendars let you create named agendas (for example "Sales Calendar" or "Installations Calendar") and decide which users can see them. Then, when you create an Activity (event, task, call, etc.) in the CRM, you can assign it to one of those calendars so it becomes visible to the whole team with access to it, instead of being seen only by whoever created it or the person it was assigned to.
What is it and what is it for?
A Shared Calendar is a simple catalog: it has a Name, optional Notes and a list of Users with access to view it. The calendar itself doesn't hold events; it works as a "visibility tag" for CRM Activities (appointments, tasks, calls, notes, visits).
When you register an Activity (an event or any other type) and assign it a Shared Calendar through its Shared Calendar field, that activity stops being visible only to you or to the assigned person: every user you added to that calendar can see it from the Calendar panel on their Home screen, by choosing that calendar instead of "My Events".
It's useful, for example, to keep a single agenda of all the visits of a sales team, of all the installations scheduled for a technical team, or of any group of activities that several people need to review together, without checking each coworker's personal agenda one by one.
How to use it
- Create the calendar. Open Shared Calendars and use the Add button. Enter its Name (required) and, optionally, Notes explaining its purpose.
- Give users access. In the Users section of the form, check the box next to each user (employee with system access) you want to allow to view this calendar. Only checked users will be able to see it; you can use Select all or Deselect all to speed up the selection.
- Save the calendar. From its detail screen you can review the name, notes and list of users with access, edit it or delete it.
- Assign it to an Activity. When creating or editing an Activity in the CRM, select the desired calendar in the Shared Calendar field. This field is optional: if you leave it blank, the activity is shown the normal way (only to whoever it should be), without going through any shared calendar.
- Review the shared calendar. On the Calendar panel of the Home screen, if you have access to one or more shared calendars, an extra selector appears next to "My Events". Choose the calendar you want to review to see only the activities assigned to it; AdmCloud remembers your last selection the next time you sign in.
When you edit a calendar, the list of users is fully replaced with whatever you have checked at that moment: if a user who already had access is left unchecked when you save, they lose access to that calendar.
Main capabilities
- Create as many shared calendars as you need, each with its own name and notes.
- Grant view access to a calendar to any combination of users in your company.
- Assign any CRM Activity (events, tasks, calls, notes, visits) to a shared calendar, right from its own form.
- Choose, from the Calendar panel on Home, between viewing your own events ("My Events") or those of a specific shared calendar you have access to.
- AdmCloud remembers the last calendar you chose to view, as a personal preference.
Key fields
| Field | What it is for |
|---|---|
| Name | Identifies the calendar on the list and in the selector on the Home panel. Required and cannot be repeated. |
| Notes | Free-form, optional text to explain the calendar's purpose or any detail useful to your team. |
| Users | List of users with access to view this calendar and the Activities assigned to it. Only employees with system access can be selected. |
| Shared Calendar (on Activities) | Optional field on the CRM Activities form that links that activity to one of your shared calendars. |
Validations when saving
- Name is required: you can't save a calendar without a name.
- Name must be unique: you can't create a calendar with a name already used by another existing calendar.
- A calendar with linked activities can't be deleted: if one or more CRM Activities have that calendar assigned, the system blocks the deletion and shows you the list of those activities (by date); you must first remove or reassign their calendar.
Availability, plan and conditions
- This feature requires the Enterprise edition. On other editions, neither the Shared Calendars option nor the "Shared Calendar" field on Activities is shown.
- Access is controlled with the "Shared Calendars" permission of the user group (with its Browse, Add, Edit and Delete levels).
- This is a beta feature: besides the Enterprise edition, your company needs to have it specifically turned on. If you don't see the "Shared Calendars" option in the System Administration menu, contact AdmCloud support to request that it be enabled.
Tips and common mistakes
Use one shared calendar per team or process (sales, installations, collections) instead of a single one for the whole company, so each team only reviews what's relevant to it from the Home panel.
Can't delete a calendar? Check the error message: it tells you which activities still have it assigned. Edit them to remove the calendar (or assign a different one) before trying to delete it again.
If an Activity has no Shared Calendar assigned, only the people who would normally see it (its creator or the assigned person, for example) will see it; assigning a calendar is what makes it visible to the whole team with access to that calendar.