> For the complete documentation index, see [llms.txt](https://help.agencydesk.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.agencydesk.io/calendar/calendar.md).

# Calendar

Choose calendars and Day, Week or Month views, create and edit events, invite people, link meetings to Jobs, and book full-day or part-day leave.

The **Calendar** brings agency meetings, events and leave into one view. Use it to book client reviews, plan internal meetings and check availability alongside Job work.

Connected Google Calendar and Microsoft 365 calendars supply synced events. See [Integrations](/company-settings/integrations.md) for connection and calendar setup.

## Navigating to the Calendar

{% stepper %}
{% step %}
Click **Calendar** in the left-hand navigation.
{% endstep %}

{% step %}
Use **Month**, **Week** or **Day** to choose your view. The initial view is Day; **Today** returns the displayed dates to today.
{% endstep %}
{% endstepper %}

## What the Calendar Looks Like

The Calendar uses a familiar, clean layout designed for quick scanning and easy navigation. At the top of the page, you’ll find:

* **Date arrows:** move by a day, week or month according to the current view.
* **Today:** return to the current date.
* **Month / Week / Day:** switch the view.
* **Calendars:** choose which connected calendars to display.
* **+ Event:** open **New event**.

### Choosing calendars to display

{% stepper %}
{% step %}
Open **Calendars**. The count shows how many calendars are selected out of those available.
{% endstep %}

{% step %}
Tick the calendars you want to see; untick those you want to hide. The view changes immediately.
{% endstep %}

{% step %}
With more than five calendars, **Show all** is also available in the picker. If none are selected, use **Show all** in the page’s empty-selection message.
{% endstep %}

{% step %}
Close the picker by clicking outside it or pressing Escape.
{% endstep %}
{% endstepper %}

These choices filter the Calendar view. They do not disconnect a calendar or change invitations, and they do not hide that person’s meetings from My Desk or the Planner.

Use **Connect a calendar** in the picker for connection setup; [Integrations](/company-settings/integrations.md) explains which calendars are synced and how the default event calendar is chosen.

### Agencydesk Calendar and connected calendars

**Agencydesk Calendar** is listed alongside connected Google and Microsoft calendars. It shows meetings saved in Agencydesk without a connected-calendar link. With no external calendar connected, it is selected by default so those meetings can still appear.

Use **Calendars** to check that Agencydesk Calendar is ticked if a saved meeting seems missing. Hiding it only filters this view. It does not delete the meeting, remove it from My Desk or send it to Google or Microsoft.

The display picker and the Calendar field on a new event serve different purposes. When creating an event, check its actual Calendar choice. Do not assume that displaying Agencydesk Calendar makes new events on a connected account internal or prevents them syncing.

### Reading events

* **Day:** see the day’s timed events, durations and all-day events.
* **Week:** compare events across the week.
* **Month:** scan the month; use **More** where a date has additional events.
* Click an event to open its date/time, location, linked Job, attendees and Agenda. **Upcoming**, **In Progress** and **Past** are set from the event’s dates and times.

A **Join** button appears when the event supplies a meeting link. It opens that link in a new tab. A location written on the event is still shown separately.

## Adding an Event

Use **+ Event** to create an event. You can also click an available Day/Week time slot to start with that date and time, or a date in Month view. Check the defaults before saving.

{% stepper %}
{% step %}
Click **+ Event**. The **New event** slider opens.
{% endstep %}

{% step %}
Enter the **Event name** and check **Calendar**. The default connected calendar is selected when available; choose another if needed.
{% endstep %}

{% step %}
Set the dates and start/end times. Choose **All day** for a date-based event. Choose **Leave** for time off; leave All day off for part-day leave.
{% endstep %}

{% step %}
Use **Add** in the invitee area to open **Invite people**. Choose team members or type an external email and select **Invite** (or press Enter). Use **Select all** for the available team. Click **Done** to apply your selections to the draft.
{% endstep %}

{% step %}
Add a **Location** or link, and choose a Job under **Assign meeting to a Job** when the meeting belongs to client work. Write the **Agenda** if needed.
{% endstep %}

{% step %}
Click **Create event**. With a connected calendar, if **Send invitations?** appears, check the recipients and click **Save** to confirm, or **Cancel** to return without sending those changes. Without a connected Google or Microsoft calendar, Agencydesk saves without that external-invitation confirmation and does not send calendar invitations.
{% endstep %}
{% endstepper %}

{% hint style="info" %}
**Done** in the invitee picker applies the selection to a new or edited event’s draft. It does not replace **Create event** or **Save**. **Cancel** in the picker discards that picker’s changes.
{% endhint %}

{% hint style="info" %}
An account executive books a 45-minute client review, assigns the campaign Job, adds the designer and types the client’s email. The Job link keeps the meeting’s context with the work; the invitee list makes it clear who will receive the invitation.
{% endhint %}

### Editing an event

{% stepper %}
{% step %}
Click the event to open its details.
{% endstep %}

{% step %}
Open the event actions menu and choose **Edit**.
{% endstep %}

{% step %}
Change the details or invitees. Click **Done** after choosing people, then **Save** on the event.
{% endstep %}

{% step %}
If attendees changed, review **Send invitations?** and click **Save** to confirm the update.
{% endstep %}
{% endstepper %}

In event details, **Edit** beside **Attendees** opens the attendee-only picker. In this mode **Done** starts the save and invitation confirmation. If the confirmation is cancelled or saving fails, the picker stays open so you can check the selection.

### All-day events, leave and planned time

* **All day:** an event held by date rather than specific hours.
* **Leave:** absence for the invited people. Use All day for full days, or specific times for part-day leave.
* **Exclude from planned time:** use for an ordinary event that should remain visible without adding to planned time. The option is hidden while Leave is selected.

Full-day leave blocks Task booking in the Planner. Part-day leave reduces the available time and appears as a striped segment in the person’s capacity bar. When you select Leave, Exclude from planned time is cleared so the absence remains visible.

{% hint style="info" %}
A designer takes three hours off for an appointment. Set those hours and select **Leave**, keeping **All day** off. The Planner shows the absence while the rest of the working day remains available.
{% endhint %}

### Disconnecting a connected calendar

{% stepper %}
{% step %}
Open **Connect a calendar** from the Calendar picker, then manage the Google or Microsoft connection you intend to disconnect.
{% endstep %}

{% step %}
Click **Disconnect** and review the confirmation. Disconnecting stops that provider syncing for everyone in the account. Meetings already in Agencydesk stay, but the calendars must be connected and chosen again if you reconnect.
{% endstep %}

{% step %}
Choose **Cancel** to keep the connection, or confirm **Disconnect** when that account-wide change is intended. Afterwards, check the display picker and the meetings that remain under Agencydesk Calendar.
{% endstep %}
{% endstepper %}

## How the Calendar Works With Other Features

The Calendar complements:

* **Resource Planner:** meetings and leave appear alongside assigned Tasks so bookings can account for availability.
* **Jobs:** assign meetings to a Job to keep their context with that Job and its meeting reconciliation.
* **My Desk:** invited team members see today’s meetings in **For Today**, with future meetings and leave in the Timeline view.

The [Resource Planner](/task-schedule/resource-planner.md) guide explains meeting blocks, full-day and part-day leave, and creating an event from a person’s name block.


---

# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.

## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation by asking a question.

Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters:

```
GET https://help.agencydesk.io/calendar/calendar.md?ask=<question>&goal=<user_goal>
```

`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case.

The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.