Using the calendar

The calendar is the screen you will spend most of your time on. It shows what is scheduled, when you work and where there is room left. This guide is about reading and operating the calendar; booking a new appointment is covered in Schedule an appointment.

The toolbar

1. Today jumps back to the current day, whichever view you are in.
2. The arrows move one day, week or month forward or back, depending on your view. Click the date beside them to open a mini calendar and jump straight to another date.
3. The team member whose calendar you are looking at.
4. Day, Week or Month.

Three more buttons sit on the right: the circular arrows fetch events from your connected calendar (Google or Outlook), Find options lets Schedulinq suggest the best times for a new appointment — see Find appointment options — and Create appointment opens the form for a new appointment.

The three views

Week is the default on a computer and strikes the best balance: you see your whole working week without zooming.

Day shows one day across the full width, with a mini calendar beside it. Useful when a day is packed and the blocks in week view get too narrow. The dots under the dates in that mini calendar show which days have something scheduled.

Month gives you overview rather than detail: one line per appointment per day, with start time and name. When a day holds more appointments than fit, a "+2 more" appears at the bottom of that day. Click a day to open it in the day view.

Reading an appointment

A block shows, from top to bottom: the category, the appointment type, the customer and the address. The longer the appointment, the taller the block and the more fits inside — on a short block only the name survives. When the appointment is for one of the customer's objects, such as a car or a horse, its name follows the customer's: Jip Jansen · Bella.

The colour comes from the appointment type. It is the colour you set on the appointment type itself, see Create an appointment type. If you did not pick one, the type is assigned a fixed colour automatically, so the same type always keeps the same colour.

A small icon with a number such as 2/3 means this appointment is part of a single booking containing several appointments.

A video call carries a small camera before its name, a phone call a handset — in the block and in the month view. Hover over the block and it also says which kind of call it is. A visit has no icon.

Besides the appointments themselves, the calendar shows two things you do not put there yourself: the pale bands behind the columns are your working hours from the roster, and a grey block is time off, with the name or note you gave it — or Off when it has neither. You set both under Team → Schedule. A day's header names the work blocks that say more than at the customer: a block at a location with that location's name, and a block that takes calls with a camera or handset and its hours — Video call · 13:00–17:00.

Opening, moving and creating

• Click an appointment to open it. That is where you change everything: time, customer, type and notes.
• Drag an appointment to another moment to reschedule it. As soon as you drop it, the Send notification window opens with the new time in it — the same window you get after changing the appointment itself. You deliberately choose: send it, or Don't notify customer. Only an appointment that is still planned can be dragged — not a completed or cancelled one — and only if your role may edit appointments.
• Right-click an appointment for a menu of everything you can do with it, without leaving the calendar. See below.
• Drag across an empty stretch of a day to start a new appointment there: press the mouse button at the start time, move down to the end time and let go. The form for a new appointment opens with the date, the start time, the person whose calendar you are looking at and the length you dragged already filled in; picking a service afterwards keeps that length. A plain click on an empty slot does nothing. On a phone this does not work: use Create appointment there.

Right-clicking an appointment

Right-click an appointment — in the day, week or month view — and a menu opens with what you can do with it. Moving a whole day becomes: right-click, Reschedule, next appointment.

You only see what applies to that appointment: a completed appointment can no longer be rescheduled or cancelled, and someone who may only view appointments does not see the actions that change anything. After each action the calendar refreshes where you are, so you can carry on with the next appointment straight away.

An event from your connected Google or Outlook calendar has no menu: click it instead, see Events from your own calendar. Right-clicking does not work on a phone; tap the appointment there to open it.

Events from your own calendar

When you have connected your Google or Outlook calendar, what is in it also shows in Schedulinq's calendar, in grey: the dentist, a meeting, the job you put in your phone before it was in Schedulinq. An event without a title shows as Busy.

An event that lasts the whole day is shown as a property of the day rather than as a block of hours:

• Busy in your calendar: the whole day is greyed out, as with time off, with the event's title on it.
• Free in your calendar (set to Free in Google or Outlook): it sits in a row above the hours and blocks nothing. That row only appears in a week that has such an event.

Click an event — on a greyed-out day, click its title — and a window shows what Schedulinq knows about it.

It shows the Time, the Attendees, the Location and the Source (Google Calendar or Microsoft Calendar); attendees and location only when the event has them. The event itself you change in Google or Outlook.

Turning an event into an appointment

Was the event really a job for a customer? Convert to appointment makes it an appointment in Schedulinq, so it is on the customer's record, in the route and ready to invoice.

1. Click Convert to appointment

   The Link customer window opens. When the event has a location, the search box starts with its first part — usually the street — so the customer who lives there is often already in the list.

   

2. Pick the customer, or continue without one

   Pick a customer and the appointment is made straight away and opens: the event's title as its name, the event's time and length, the customer's address and the person whose calendar you were looking at. It has no service. The customer is sent nothing; to confirm it to them, choose Actions → Send confirmation.

   Continue without customer opens the form for a new appointment with the name, date, time, length and colleague filled in. Choose the customer, the service and the place yourself and click Create — from there it works as in Schedule an appointment.

Either way the event in Google or Outlook is not deleted: from then on it is the appointment's own event, so neither calendar shows the same time twice.

A colleague's calendar

If you are an administrator, or your role has All on appointments, a name appears in the toolbar. Click it and pick a colleague to view their calendar.

Your role also needs access to Team: that is where the list of colleagues comes from. Without it the calendar only ever shows your own, and the staff lists elsewhere stay empty too — when you schedule an appointment, in the planner and when you schedule several appointments. See Roles and permissions.

Sharing a calendar view

The calendar puts your view and date in the web address — and the colleague, when you are looking at someone else's calendar:

/agenda?view=week&date=2026-08-26&user=…

That means you can save or forward a link to a specific week — whoever opens it sees exactly the same week in the same view. A link made on your own calendar has no user= in it: a colleague who opens it sees their own calendar for that week. A link made on a colleague's calendar opens that colleague's calendar, but only for someone who may view colleagues' calendars; anyone else sees their own.