Calendar

What this does

The Calendar gives your dealership one place to view scheduled work, appointments, reminders, and employee assignments.

Use Calendar to see what is happening, when it is happening, who it is assigned to, and which location or department it belongs to.

Calendar can be used for different dealership workflows, including:

• Service appointments
• Sales appointments
• Vehicle deliveries
• Part pickups
• Task reminders
• Meetings
• CRM follow-ups
• PTO / vacation
• Other scheduled dealership work

Where to find it

Go to Calendar in the left hand navigation bar.

You’ll land on the dealership calendar week view.

Before you start

You may need permission to:

• View the Calendar
• Create events
• Edit events
• Delete events
• View events assigned to other users
• View events for other departments or locations
• View linked Service, Sales, Customer, Vehicle, or Task records

Exact access depends on your dealership’s user role setup.

Page layout overview

The Calendar screen includes:

• Date navigation — move forward or backward through the calendar.
• Today — return to the current date.
• Day / Week / Month — choose the date range you want to view.
• Create Event — add a new calendar event.
• View options — choose how you want to review scheduled work.
• Filter rail — narrow the calendar by department, team, employee, location, or event type.

Events appear on the calendar as colored cards or strips, making it easier to tell different event types apart.

Calendar views

Calendar may include the following views:

Calendar

Use Calendar view to see events on a standard calendar layout.

You can switch between:

• Day
• Week
• Month

Month view is useful for seeing a broad schedule. Day and Week views are useful when you need to focus on a shorter time period.

Agenda

Use Agenda view to see events in a list-style order.

This is helpful when you want to review scheduled work without scanning a full calendar grid.

Employee

Use Employee view to see scheduled work organized by employee.

This is helpful for reviewing who is assigned to what, and when.

Multi-Location

Use Multi-Location view to review work across more than one lot or location, if enabled for your dealership.

Split

Use Split view to review calendar information in a split layout, if enabled for your dealership.

Note: Some view options may depend on your dealership setup, permissions, or the version currently available to your dealership.

Filters

Use the filter rail to narrow what appears on the calendar.

Available filters may include:

• Department
• Team / support tier
• Employee
• Lot / location
• Event type
•     

Use filters when you only want to see certain work, such as:

• One employee’s schedule
• One department’s events
• One location’s calendar
• Only Service events
• Only task reminders

To remove selected filters, click Clear all.

Event types

Calendar events can be grouped by event type.

Available event types may include:

• Service
• Sales
• Vehicle Delivery
• Part Pickup
• Task Reminder
• Event Meeting
• CRM Follow-Up
• PTO / Vacation
• Other

Use the event type that best matches the work being scheduled.

If none of the standard event types fit, use Other and enter a clear title so the event is easy to understand on the calendar.

Create a calendar event

Step 1 — Click Create Event

From the Calendar page, click Create Event.

You may also be able to add an event from a specific calendar day using the add option inside the date cell.

or: Click directly into a time slot

Step 2 — Choose the Event Type

Select the type of event you want to create.

Examples:

• Service
• Sales
• Vehicle Delivery
• Part Pickup
• Task Reminder
• Event Meeting
• CRM Follow-Up
• PTO / Vacation
• Other

The event type helps organize the calendar and may control which additional fields appear on the event form. 

Step 3 — Complete the event details

In the Create New Event window, complete the event information.

Common fields include:

• Event Type
• Title
• Start Time
• End Time
• All Day
• Lot
• Assigned To
• Notes

Fields marked as required must be completed before the event can be saved.

Step 4 — Assign the event

Use Assigned To to choose the employee responsible for the event.

Use Lot to choose where the event belongs.

Step 5 — Add notes

Use Notes to add helpful internal context.

Examples:

• Customer requested morning appointment
• Vehicle will be dropped off overnight
• Parts pickup is for invoice #[number]
• Customer is waiting
• Follow up after inspection

Step 6 — Save

Click Save to create the calendar event.

After saving, the event appears on the Calendar based on the selected date, time, event type, assigned employee, and location.

Task Reminders on the Calendar

Task Reminders can appear on the Calendar when they are created from a task.

A Task Reminder is managed by the original task. This means the calendar entry is not the main place to edit or delete it.

To change or remove a Task Reminder:

1. Open the related Task.
2. Make the needed change from the Task.
3. Save the Task.
4. Return to Calendar and confirm the reminder updated as expected.

Use this workflow so the Task and Calendar do not become conflicting records.

How to review scheduled work

Option 1 — Review by date

1. Open Calendar.
2. Choose Day, Week, or Month.
3. Use the previous / next controls to move through dates.
4. Review the events shown on the calendar.

Option 2 — Review by employee

1. Open Calendar.
2. Choose Employee view.
3. Filter by employee if needed.
4. Review the employee’s scheduled work.

Option 3 — Review by location

1. Open Calendar.
2. Use the Lot / Location filter.
3. Select the location you want to review.
4. Review the filtered calendar results.

Option 4 — Review by event type

1. Open Calendar.
2. Use the Event Type filter.
3. Select the event type you want to review.
4. Review the matching events.

Best practices

• Use Service when the event is tied to a Service Invoice or repair order.
• Use Sales when the event is tied to a deal.
• Use Task Reminder through the original Task workflow, not as a manually edited calendar event.
• Use Other only when no standard event type fits.
• Give Other events clear titles so users can understand them from the calendar.
• Use filters to focus the calendar before assuming an event is missing.
• Keep notes short and useful.
• Assign events to the correct employee and location so schedule views stay accurate.

Common issues & quick fixes

I can’t find an event

• Confirm you are viewing the correct Day, Week, or Month.
• Clear filters using Clear all.
• Confirm the correct employee is selected.
• Confirm the correct location is selected.
• Confirm you have permission to view the event.

I only see some employees or locations

• Check your Calendar permissions.
• Review the Employee and Lot / Location filters.
• Clear filters and reload the calendar.

I can’t create an event

• Confirm all required fields are completed.
• Confirm Start Time and End Time are valid.
• Confirm you have permission to create calendar events.
• Confirm an employee and location are selected, if required.

I can’t edit or delete a Task Reminder

Task Reminders are managed by the original Task.

Open the related Task to change or remove the reminder.

The wrong customer or vehicle appears on a Service event

• Open the event and confirm the linked Service Invoice.
• If the wrong invoice was selected, update the event if your role allows it.
• If the event cannot be corrected, recreate it with the correct Service Invoice.

I don’t see the event type I need

Use Other and enter a clear title.

Example:

• Other — Detail appointment
• Other — Vendor pickup
• Other — Internal shop meeting

Calendar looks too busy

Use filters to narrow the calendar by:

• Department
• Employee
• Location
• Event Type

Agenda view may also be easier when reviewing a busy day.

What happens next

After an event is saved, it appears on the Calendar based on its date, time, event type, assigned employee, and location.

Linked events, such as Service or Sales events, help users get back to the related dealership workflow.

Task Reminders should be managed from the original Task.

Related articles

• Service Invoice List
• New Service Invoice
• Deals
• Tasks
• Customers
• Vehicles
• Users / Roles / Permissions
• Lots