Skip to main content

​
Overview

Knowlix Calendar centralizes scheduling and time management across your organization. View personal appointments, team meetings, and project milestones in a unified interface that syncs with external calendar services. The Calendar module integrates with other Knowlix applications to schedule employee appraisals, coordinate project work, plan customer meetings, and manage any time-based activity. Create events directly from customer records, support tickets, or project tasks to maintain context. Sync with external calendar providers (Google Calendar, Outlook) for two-way synchronization. Updates made in either system automatically reflect in the other, ensuring your schedule stays current regardless of where changes originate. 💡 Pro Tip: Ask Your Knowlix for calendar management: “Schedule a team meeting for Friday at 2 PM” or “Show me my calendar for next week”

​
Calendar Views

Access your schedule in different time scales depending on your planning needs.

​
Available Views

To switch views: Click the view dropdown at the top (displays current view: Day, Week, Month, or Year). Day view: Hourly breakdown of a single day. Best for detailed scheduling and avoiding conflicts. Week view: Seven-day overview showing workweek or full week. Ideal for short-term planning. Month view: Entire month at a glance. Good for identifying busy periods and long-range planning. Year view: All twelve months displayed. Useful for annual planning and identifying seasonal patterns. View options: Toggle Show Weekends on or off depending on whether you want weekends displayed in week and month views. Navigation:
  • Click the arrow buttons (← →) to move between time periods
  • Click Today to jump to the current date
💡 Planning Workflow: Start each week in Month view to identify the week ahead. Switch to Week view for detailed planning. Use Day view when scheduling complex multi-meeting days.

​
Syncing External Calendars

Connect Knowlix with Google Calendar, Outlook, or other calendar services for unified scheduling.

​
Sync Configuration

To set up calendar synchronization:
  1. Navigate to Calendar → Configuration → Settings
  2. Configure credentials for your calendar provider:
    • Client ID: Provided by your calendar service
    • Client Secret: Authentication key from your calendar provider
  3. Optional: Enable Pause Synchronization to temporarily stop syncing without removing credentials (useful for testing)
  4. Click Save
Setting up credentials: Each calendar service (Google, Outlook, etc.) requires you to register Knowlix as an authorized application. This typically involves:
  1. Creating an app registration in the calendar provider’s developer console
  2. Generating OAuth credentials (Client ID and Secret)
  3. Configuring authorized redirect URLs
  4. Copying credentials into Knowlix settings
Consult your calendar provider’s documentation for detailed setup instructions.

​
How Synchronization Works

Once configured, synchronization is bidirectional: Events created in Knowlix:
  • Appear in your external calendar
  • Send invitations to attendees via the external service
  • Include all event details (title, time, location, description)
Events created in external calendar:
  • Appear in Knowlix Calendar
  • Sync attendee lists
  • Update if modified externally
Synchronization triggers: Sync occurs automatically when:
  • You create, edit, or delete an event in Knowlix
  • Changes are detected in your external calendar (typically every few minutes)
  • You click the sync button in Knowlix Calendar
💡 Testing Recommendation: Test synchronization with a non-production calendar first. Create test events, modify them, and delete them to confirm sync works as expected before connecting your primary calendar.
Important: When you delete an event in Knowlix, external calendar services send cancellation notices to all attendees. Same applies when adding or removing attendees from existing events.

​
Creating Events from Records

Schedule meetings and calls directly from customer records, opportunities, tasks, or any module without switching to the Calendar app.

​
Using the Activity Panel

Most record forms include an activity panel for scheduling time-based actions. To create an event from a record:
  1. Open any record (CRM opportunity, Project task, Support ticket, etc.)
  2. Click the Activities button in the activity panel
  3. In the Schedule Activity popup, select an activity type that links to Calendar:
    • Meeting
    • Call
    • Demo
    • Or other calendar-linked activity types
  4. Configure the activity
  5. Choose an option:
    • Open Calendar: Navigate to the Calendar app to finalize scheduling
    • Schedule & Mark as Done: Create and immediately close the activity
    • Done & Schedule Next: Create this activity and open a form for another
Context preservation: Events created from records include a link back to the originating record. When you view the event in Calendar, you can click through to the customer, task, or ticket for full context. 💡 Sales Workflow: While discussing a deal with a customer, schedule the follow-up call directly from the CRM opportunity. The call appears on your calendar with a link to the opportunity for pre-call review.

​
Creating Events in Calendar

Build events directly in the Calendar module for meetings without a specific record context.

​
Quick Event Creation

To create an event:
  1. Open the Calendar app
  2. Click on the target date (and time, in Day or Week view)
  3. The New Event popup appears
  4. Enter an event title
  5. Configure basic details:
    • Start: Auto-filled with clicked date/time (editable)
    • End: Set the end date/time for multi-day or timed events
    • All Day: Check for events without specific start/end times
    • Attendees: Add participants (starts with you by default)
    • Videocall URL: Paste a meeting link or click Knowlix Meeting to generate one
    • Description: Add notes or agenda
  6. Choose how to save:
    • Save & Close: Create the event
    • More Options: Open the full event form for advanced configuration
💡 Quick Scheduling: Click directly on time slots in Day or Week view to create events at specific times. In Month view, clicking a date creates an all-day event by default.

​
Advanced Event Configuration

Click More Options to access the full event form with additional settings: Duration: Set the length in hours or toggle All Day mode. Recurrent: Enable to create repeating events. When checked, additional fields appear:
  • Timezone: Specify the timezone for the meeting
  • Repeat: Daily, Weekly, Monthly, or Yearly
  • Repeat Configuration: Depends on selected frequency (e.g., “Every Monday” for weekly)
  • Until: Number of repetitions, specific end date, or Forever
Tags: Categorize events for filtering (e.g., “Customer Meeting,” “Internal Review,” “Team Building”). Appointment: Link to appointment booking systems for customer scheduling. Privacy: Control event visibility to other users. Organizer: Defaults to you. Change if creating events on behalf of someone else. Reminders: Set notification preferences. Choose default reminders or configure custom alerts. 💡 Recurring Meeting Setup: For weekly team standups, create a recurring event. Set it to repeat every Monday at 9 AM until the end of the quarter. All occurrences appear on the calendar, and you can modify individual instances if needed.

​
Coordinating Team Availability

View multiple calendars simultaneously to find meeting times that work for all attendees.

​
Viewing Team Calendars

To check availability:
  1. Open the Calendar app
  2. Enable the Attendees checkbox
  3. Team members appear in the sidebar
  4. Check or uncheck individual team members to show or hide their calendars
All selected calendars overlay on the main view, showing occupied time blocks for each person. Color coding: Each person’s events appear in a different color for easy visual distinction. Finding free time: Scan the combined view for time slots where all desired attendees have no conflicts. Click the free slot to create a meeting. 💡 Scheduling Strategy: When planning a meeting with 5+ people, enable all their calendars first. Find a free slot that works for everyone before sending invitations. Reduces back-and-forth rescheduling.

​
Sharing Your Availability

Create booking links that allow others to schedule time with you based on your available slots.

​
Creating Availability Slots

To share your availability:
  1. Open the Calendar app
  2. Click Share Availabilities at the top
  3. Switch to Day view (required for selection)
  4. Click and drag on the calendar to select available time slots
  5. Repeat to add multiple availability windows
  6. Click the Open button to configure the appointment
Removing time slots: Hover over a selected availability block and click the trash icon that appears.

​
Configuring Appointment Settings

The appointment form controls how others book time with you. Scheduling constraints: Minimum Lead Time: Require appointments to be booked at least X hours in advance (e.g., “01:00” for one hour minimum notice). Cancellation Window: Allow cancellations up to X hours before the appointment. Availability On: Choose what attendees book:
  • Users: Meetings with specific people
  • Resources: Physical resources like meeting rooms, equipment, or tables
Front-End Display: Show pictures of users or resources on the booking page, or display no pictures. Manage Capacities: (For resources only) Limit how many people can book the same resource simultaneously. Assignment Method: Control booking flow:
  • Pick User/Resource then Time
  • Select Time then User/Resource
  • Select Time then auto-assign (resources only)

​
Schedule Tab

Add specific time slots when you’re available. To add time slots:
  1. Open the Schedule tab
  2. Click Add a Line
  3. Set From date and time
  4. Set To date and time
  5. Repeat for all available windows

​
Options Tab

Configure additional appointment behaviors: Website: Select which website displays the booking page (multi-website environments). Timezone: Defaults to company timezone. Change if offering appointments in a different timezone. Location: Set a physical location. Leave blank for online-only meetings. Videoconference Link: Choose between Knowlix-generated meeting links, third-party services, or no video link. Manual Confirmation: (Resources only) Require administrator approval for bookings above a certain capacity percentage. Up-front Payment: Require payment before confirming bookings. Links to payment provider configuration. Limit to Work Hours: (Users only) Restrict bookable times to the selected users’ defined working hours. Create Opportunities: Automatically generate CRM opportunities for each booked appointment. Reminders: Send notification emails before appointments. Confirmation Email: Automatically email attendees when appointments are confirmed. Cancellation Email: Automatically email attendees if appointments are canceled. CC To: Add contacts who receive notifications but aren’t attendees. Allow Guests: Let attendees invite additional people to appointments.

​
Questions Tab

Collect information from attendees when they book. To add questions:
  1. Open the Questions tab
  2. Click Add a Line
  3. Enter the Question text
  4. Select a Question Type (text, multiple choice, date, etc.)
  5. Optional: Add a Placeholder answer
  6. Check Required Answer to make the question mandatory
Questions appear on the booking page. Attendee responses are included with the appointment details.

​
Messages Tab

Customize text displayed during the booking process. Introduction Message: Appears on the initial booking page. Use this for instructions, welcome text, or important information. Extra Message on Confirmation: Displays after attendees complete their booking. Use for next steps, preparation instructions, or thank you messages.

​
Publishing Availability

To make availability bookable:
  1. Click Preview to see how the booking page looks
  2. Once satisfied, choose a publishing method:
    • Share: Generate a direct link to copy and send via email, chat, etc.
    • Publish: Publish the booking page on your Knowlix website for public access
Anyone with the share link (or visiting the published page) can book appointments during your available times. 💡 Customer Service Use: Create availability slots for product demos, support consultations, or onboarding calls. Share the booking link with customers so they self-schedule without email back-and-forth.

​
Best Practices

​
Sync Only One Calendar per User

Avoid syncing multiple external calendars for the same user. This causes duplicate events and synchronization conflicts.

​
Use All-Day Events Sparingly

Reserve all-day events for actual full-day activities (conferences, vacations). For meetings without specific times, use timed events with tentative times.

​
Tag Events Consistently

Create a standard tag taxonomy (Meeting Types, Departments, Priorities). Consistent tagging improves filtering and calendar organization.

​
Set Reminders on Important Events

Don’t rely on memory for critical meetings. Configure default reminder notifications for all events, with earlier reminders for high-stakes meetings.

​
Check Team Availability Before Scheduling

Always view attendee calendars before scheduling group meetings. Finding a free slot the first time prevents rescheduling cycles.

​
Create Recurring Events for Standing Meetings

Set up weekly standups, monthly reviews, or quarterly planning sessions as recurring events. Saves time and ensures they’re never missed.

​
Limit Shared Availability to Focused Time

When sharing availability for bookings, only offer time you’re actually prepared to take meetings. Don’t offer every open calendar slot. Always add videoconference links to remote meetings at creation time. Adding links later often leads to last-minute scrambles.

​
Review Calendar Weekly

Spend 15 minutes each Friday reviewing the upcoming week. Identify scheduling conflicts, prepare for meetings, and adjust as needed.

​
Use Privacy Settings for Sensitive Events

Mark confidential meetings (HR discussions, legal matters, strategy sessions) as private to hide details from general calendar views.
  • Activities - Schedule and manage activities
  • Appointments - Advanced appointment booking
  • Discuss - Video conferencing for calendar events
  • Projects - Link events to project milestones
  • CRM - Schedule customer meetings from opportunities

​
Need Help?

Ask Your Knowlix:
  • “Schedule a team meeting for next Monday at 10 AM”
  • “Show me my calendar for this week”
  • “Create a recurring event for weekly standup every Friday”
  • “Find a time when Sarah, John, and I are all available”
  • “Share my availability for customer demos next week”
Contact Support: For questions about calendar synchronization, appointment booking configuration, or advanced scheduling features, contact Knowlix support through the Help menu.