Scheduling Calendar Events for Activities

Audience: Admins, Developers, Solution Architects

Purpose: Explains how users create calendar events for Scheduled Activities using the Google or Microsoft Calendar Integration.

Overview

Caution: This setup reflects Kizen's default configuration. Your administrator may have customized your layout, so columns or navigation may appear differently. Trial accounts may have limited features.

Scheduling calendar events for an Activity is useful for future planned work, such as calls, follow-ups, or in the example on this page, deliveries. Scheduled events can be done by admins or employees depending on their permissions, determining who and what gets added to an external calendar.

When a calendar event is created from an Activity, pre-fills key event details and includes a link back to the originating Activity. Users review the event created in Google Calendar or Outlook to confirm its accurate.

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Before You Begin

Before scheduling a calendar event for an Activity in Kizen, make sure the following are in place:

• You have access the Calendar Integration from a specified Activity.

• The record includes a supported date field with a valid value.

• You are signed into the correct Google or Microsoft account in your browser.

Keep in mind:

• Calendar events are created for a specific Activity if you toggle on the integration from the Activity's settings.

• Kizen does not automatically create, update, or sync calendar events.

Note: The Calendar Integration and Integrated Inbox are completely independent features. The Calendar Integration allows users to create calendar events from date fields in Kizen. Integrated Inbox connects email accounts for sending, receiving, and tracking emails.

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1

Open the Activities page

Then select the activity for which you want to schedule an event.

2

Toggle on Calendar Integration for Activity

On the Activity's settings page, find Calendar Integration and toggle it on.

3

Plan event by filling out Calendar Integration fields

After turning on the toggle, plan even by filling out fields.

• Event duration (Minutes): how long the event is in minutes

• Attendees: who's invited to the event (Assignee, Associated Contact)

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• Meeting Title: what the event name is (defaults to the Activity name)

• Event Description: any details about the event you'd like to include

4

Go to Contacts and schedule event

Go into Contacts and select one. Once inside a specific Contact's profile, select Schedule Activity.

5

Schedule Activity associated with Calendar Integration

Fill out Schedule Activity fields.

Choose Activity: Select the Activity you're scheduling. Be sure to select Activity that you integrated your calendar with in step 3

Assignment Type: Assign by role or team member (in this example, it's assigned by role)

Assign Role: Who is in charge of event; it'll appear on their calendar. In this example, I choose a Delivery person, since the Activity is a Delivery Dispatch

You can set additional associations to this scheduled Activity. Select Schedule.

6

Confirm scheduled event by viewing in calendar

Go into your calendar (Google or Outlook). You should see:

• Event name in calendar view

• The correctly scheduled time and length of event

In Google calendar it should appear like this:

And if you click on the event, you should see the person the event was assigned to, along with a link to view the scheduled Activity in Kizen.

It should look something like this:

Your scheduled activity is now in your assigned role's Google or Outlook Calendar.

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What's Next

Review the Google and Outlook Calendar Integration to understand how the calendar integration works, including authentication behavior and supported use cases.

Or, if you haven't done so, learn how to enable the Calendar Integration from the App Marketplace.

Related Topics

• Enabling the Calendar Intergration

• Creating Calendar Events