1. Overview

The calendar is the unified space where you see, in one place, everything scheduled in your activity: appointments from orders, colleagues’ leave, planned deliveries, personal events and reminders. Besides viewing, the calendar lets you create your own events and reminders, share your calendar with colleagues, subscribe from external calendar applications (through a subscription link or an ICS file) and synchronise two-way with Google Calendar.

It is useful for everyone: sales teams follow their appointments and client events, production sees the planned deliveries, and managers have the overall picture of the team — within the limits of the access each colleague grants over their own calendar.

It is opened from the calendar icon in the top bar, next to notifications. The icon appears for users who have the Can Access Calendar permission.

2. Main page and views

The calendar in Month view, with the sidebar.

Above the calendar you have the navigation (forward/back arrows and the Today button), the period title and the view buttons: Year, Month, Week, Day and Agenda. The view, the filters and the chosen period are remembered automatically.

• Month — the default view. A busy day shows at most 5 items, then a “+N more” row, which can be expanded directly in the day cell.
• Week / Day — hourly grid focused on 06:00–19:00. Hours outside working time are shown from the “Expand 00:00 - 06:00” and “Expand 19:00 - 24:00” bands.
• Agenda — chronological list of the next 30 days, with navigation in 30-day steps. When nothing is scheduled: “No events in the next 30 days.”.
• Year — yearly overview.

Hovering over an item shows a tooltip, and clicking opens the details window. Selecting a free interval (click or click and drag) opens the add window with the date and time pre-filled. Multi-day events appear on every day they cover.

3. The sidebar

• Current user — your name, marked “(You)”, with your personal colour; next to it, the settings button.
• Search — filters by text, in the title and description.
• + Add — opens the window for creating an event or a reminder.
• Quick navigation — monthly mini-calendar for jumping to any date.
• Event types — switches in two groups: Individual (Appointments, Events — with filters on your own labels — and Reminders) and Company (Leave and Deliveries).
• Other people — the colleagues whose calendars you can see, each with their own colour. A colleague appears only if their calendar is public or they granted you access; otherwise “No employee available.” is shown.

4. What is displayed in the calendar

The calendar automatically brings together items from several modules, with no additional configuration:

• Appointments — the appointments from orders (Workflow) involving the selected employees; the details include the order and the client, with a direct link.
• Events — the individual events created by you or by the colleagues who gave you access; taking part in an event automatically brings it into your calendar.
• Reminders — your own reminders, plus those set in other modules (client or supplier notes, comments on orders, quotes or opportunities, appointments, tasks, service and equipment revisions), with a link to the source record.
• Leave — employee leave, displayed as all-day.
• Deliveries — the orders with a delivery date from the workflows you have access to, with the time and the order status.

Individual items take the colour of the person they belong to; company items (leave, deliveries) have a neutral, grey style.

5. Adding an event

Press + Add in the sidebar or select a free interval in the calendar. The What do you want to add? window opens, with Event and Reminder.

The window for choosing the type.

Choose Event for the Individual event form:

• Title — mandatory.
• Labels — one or more personal labels; a new label is created directly from the list.
• Date — start and end interval; mandatory, the end after the start.
• Description — free text.

The More options link expands the form:

The event form, with the additional options shown.

• All day — the event covers the whole day, without hours.
• Location.
• Participants — the invited colleagues; the event automatically appears in their calendars too.
• Private — only you and the participants see the event.
• Client — links the event to a client, with a link to their record.
• Frequency — No Recurrence (default), Daily, Weekly, Monthly, Quarterly, Half-yearly or Yearly, with the Next event and Recurrence stop date fields.

Save with Save; validation errors appear at the top of the window.

6. Adding a reminder

A reminder is a bookmark with a notification: on the set date you receive an e-mail and an in-platform notification.

The reminder form.

• Title — mandatory.
• Notification Date — mandatory.
• Frequency — the same options as for events.
• Description.

The reminders created in the calendar are personal. The e-mail contains the title, the description and a link that opens the reminder in the calendar. A reminder without recurrence, once sent, is marked Sent and can no longer be modified; recurring ones are rescheduled automatically until the stop date.

7. Details, editing and deletion

Clicking any item opens the details window, with the information specific to the type: organiser, date, frequency and next occurrence, client, order, description, location, participants or employees involved, respectively the sending status for reminders.

The details window of a delivery, with links to the order and the client.

The Edit and Delete buttons appear only on your own items. Appointments, leave and deliveries are managed in their own modules; the details window offers the link to the source.

8. Calendar settings

They are opened from the gear button in the sidebar and have two tabs: General and Event labels. All settings are personal.

Calendar settings, the General tab.

Calendar visibility

Controls who can see your events (title, time, location, client). The Private switch is active by default: only the colleagues chosen in the Colleagues with access field see your calendar. Turned off, all the colleagues in the company see it.

External calendar (ICS subscription)

Displays the iFlows calendar in Google Calendar, Outlook, Apple Calendar etc., through a subscription to a personal link. The Event types section chooses what is published: Appointments, Leave, Events, Reminders (active by default) and Deliveries (off by default). In the Subscription area you have: Link format (https or webcal), Subscription link (personal and secret, with a Copy button), Download ICS and Regenerate link (invalidates the old link). The external calendar contains only your own items and covers about 30 days back and 90 days ahead.

Google Calendar

Two-way synchronisation. Press Connect Google Calendar and authorise the account. After connecting you see the connection status, the account, the Google Calendar field and the Synchronisation active switch, plus the Reconnect and Disconnect actions. Events and reminders from iFlows are sent to Google, and the changes made in Google (including new events) come back into iFlows. Appointments, leave and deliveries are only published to Google. The first synchronisation can take a few minutes.

Event labels

Adding, renaming and deleting the personal labels used for events; they appear in the sidebar as additional filters.

9. Permissions and visibility

Access to the calendar is controlled by the Can Access Calendar permission; users with administrator rights have it by default. Your own calendar is always fully visible; colleagues’ calendars are seen only if they are public or access was granted to you; events marked Private remain visible exclusively to the owner and the participants.