CommTrak Calendar
The CommTrak Calendar enables you to add and display events for either yourself or other CommTrak users (assuming appropriate permissions have been assigned), and can be accessed by clicking on Calendar on the Main Menu, or by selecting an event in the Events summary panel that is located below the Search Dashboard.
Calendar events can be configured to synchronise with Microsoft Outlook. See the Outlook Calendar Synchronisation article for further information.
Calendar Screen
The Calendar screen displays meetings, appointments and CommTrak Jobs.
Calendar Views
The available views, which are accessed using the view buttons (top-right of above screenshot) are:
- Month (default)
- Week
- Day
- List (today's events)
The selected view is remembered when you leave and return to the Calendar screen.
Colour Code
- Appointments / Meetings are displayed in blue
- CommTrak Jobs are displayed in orange
Calendar Navigation
To navigate to the previous / next month, click the month navigation arrows . To navigate to the previous / next year, click the year navigation arrows .
View or Edit an Event
Holding the mouse cursor over any event item in the calendar will display a pop-up box containing the details of that event.
Clicking on an event presents a pop-out window containing the details of the event, which can then either be edited or deleted.
If a CommTrak Job (orange) event is clicked, the Job screen will be displayed in a new browser tab.
View Another User's Calendar
To view another CommTrak user's calendar, click the My Calendar link located to the right of the section bar at the top of the Calendar screen, then select the name of the calendar that you wish to display, from the dropdown list that is presented.
To view the Calendar of another CommTrak user, the other user must have given permission for you to do so. See My Details, Calendar / Tasks Sharing for further information.
Adding an Event
To add a Calendar event, click in the box containing the required date on the calendar; the Add new event pop-out will be displayed.
The following information can be specified for each event:
Summary (mandatory)
A summary of the event.
Location
The location of the event.
Event Type
- Public
- Private
Start Time
The default time is the start of day specified in the calendar Settings. The start date defaults to the date that was clicked on the calendar, and can be changed by clicking the calendar icon.
An alternative time zone can be specified.
End Time
The end date defaults to the selected Start Time date, and can be changed by clicking the calendar icon.
An event can occur over multiple days.
An alternative time zone can be specified.
Event Notification
The default is No. If you wish to be notified by email of the upcoming event, change this option to Yes, and specify how far in advance of the event you wish to be notified. For example, 10 mins, 2 days, etc.
Recurrence
If the event is to recur at regular intervals, specify the recurrence criteria.
Event Description
Detailed description of the event.
Calendar
The calendar to which the event should be added. Defaults to CommTrak's local calendar if no other calendar is available.
If Microsoft 365 integration has been implemented, the Local Calendar will always be displayed last in the dropdown list, ensuring that events are, by default, added to the MS365 calendar,.
Related to Lead
If appropriate, a valid Lead ID can be entered into this field.
This field is a standard CommTrak search field; enter a minimum of three consecutive characters, to display a list of matching Leads, and click an item in the resulting dropdown list to confirm your selection.
If a Lead is specified, the calendar event is linked to the Appointment field in the related.
Attendees
Multiple attendees can be invited to a calendar event. By default, a text box is presented for the entry of a single attendee; additional attendees entries can be added by clicking . To remove an entry, click
The Search for contacts or type email address text box is a CommTrak contact search field; either:
- enter a minimum of three consecutive characters from the contact's name to display a list of matching contacts, and select the required contact, or...
- type the email address of a contact
Action Buttons
confirms the event and sends invitations to attendees (if any).
Calendar Settings
To view or modify your Calendar settings, click the Settings link located to the right of the section bar at the top of the Calendar screen.
The available settings are:
Default event duration (default 30 mins)
The default duration when adding a new event.
First day of the week (default Monday)
The day of the week displayed in the left-most column of the Calendar view.
Days of the week
Specify which days of the week are highlighted in your calendar when in Month, Week or Day View:
- Selected days are displayed with a white background
- Deselected days are displayed with a grey background
Business hours
Select the start and end times for your typical working day. In the Week view, the selected business hours are displayed with a white (i.e. lighter) background.
Action Buttons
confirms any changes that you have made to the calendar settings.