# Scheduling Calendar Events for Activities

{% hint style="success" %}
**Audience:** Admins, Developers, Solution Architects

**Purpose:** Explains how users create calendar events for Scheduled <code class="expression">space.vars.activities</code> using the Google or Microsoft Calendar Integration.
{% endhint %}

## Overview

{% hint style="warning" %}
**Caution:** This setup reflects <code class="expression">space.vars.Kizen\_company\_name</code>'s default configuration. Your administrator may have customized your layout, so columns or navigation may appear differently. Trial accounts may have limited features.
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Scheduling calendar events for an <code class="expression">space.vars.activity</code> 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 <code class="expression">space.vars.activity</code>, <code class="expression">space.vars.Kizen</code> pre-fills key event details and includes a link back to the originating <code class="expression">space.vars.activity</code>. Users review the event created in Google Calendar or Outlook to confirm its accurate.

***

## Before You Begin <a href="#when-to-use-postalytics" id="when-to-use-postalytics"></a>

Before scheduling a calendar event for an <code class="expression">space.vars.activity</code> in <code class="expression">space.vars.Kizen\_company\_name</code>, make sure the following are in place:

* You have access the Calendar Integration from a specified <code class="expression">space.vars.activity</code>.
* 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 <code class="expression">space.vars.activity</code> if you toggle on the integration from the <code class="expression">space.vars.activity</code>'s settings.
* <code class="expression">space.vars.Kizen\_company\_name</code> does not automatically create, update, or sync calendar events.

{% hint style="info" %}
**Note**: The Calendar Integration and Integrated Inbox are completely independent features. The Calendar Integration allows users to create calendar events from date fields in <code class="expression">space.vars.Kizen\_company\_name</code>. Integrated Inbox connects email accounts for sending, receiving, and tracking emails.
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***

{% stepper %}
{% step %}

#### Open the <code class="expression">space.vars.activities</code> page

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

<div data-with-frame="true"><figure><img src="/files/km4sg3IEWVcGHwezT2YQ" alt="" width="375"><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

#### Toggle on Calendar Integration for Activity

On the Activity's settings page, find Calendar Integration and toggle it on.&#x20;

<div data-with-frame="true"><figure><img src="/files/E0oVZa8t3RWTHK33OfpA" alt="" width="563"><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

#### &#x20;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)
  * ![](/files/PrKn00uDjF7DOl6UDpeg)
* **Meeting Title**: what the event name is (defaults to the Activity name)
* **Event Description**: any details about the event you'd like to include

<div data-with-frame="true"><figure><img src="/files/rfhvlR4ss7UjaZonP12s" alt="" width="563"><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

#### Go to Contacts and schedule event

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

<figure><img src="/files/iVKIpjO7oCTItptYeSI5" alt="" width="563"><figcaption></figcaption></figure>
{% endstep %}

{% step %}

### Schedule Activity associated with Calendar Integration

Fill out Schedule <code class="expression">space.vars.activity</code> fields.

**Choose Activity**: Select the <code class="expression">space.vars.activity</code> 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 <code class="expression">space.vars.activity</code> is a Delivery Dispatch

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

<figure><img src="/files/vbynJ4jXetzSFMipHsKJ" alt="" width="563"><figcaption></figcaption></figure>
{% endstep %}

{% step %}

### Confirm scheduled event by viewing in calendar

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

* Event name in calendar view&#x20;
* The correctly scheduled time and length of event

In Google calendar it should appear like this:

<figure><img src="/files/IToSy46LFoXsn0gHP116" alt="" width="563"><figcaption></figcaption></figure>

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 <code class="expression">space.vars.activity</code> in <code class="expression">space.vars.Kizen\_company\_name</code>.

It should look something like this:

<figure><img src="/files/QLDCfFvzpnurcQfvtiBj" alt="" width="375"><figcaption></figcaption></figure>
{% endstep %}
{% endstepper %}

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

***

## What's Next

Review the [Google and Outlook Calendar Integration](/docs/integrations-and-plugins/integrations/google-and-outlook-calendar.md) 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](/docs/integrations-and-plugins/integrations/google-and-outlook-calendar/enabling-calendar-integration.md) from the App Marketplace.

<details>

<summary>Related Topics</summary>

* [Enabling the Calendar Intergration](/docs/integrations-and-plugins/integrations/google-and-outlook-calendar/enabling-calendar-integration.md)
* [Creating Calendar Events](/docs/integrations-and-plugins/integrations/google-and-outlook-calendar/creating-calendar-events-from-contacts.md)

</details>


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