Default Calendar
The Default Calendar option available in the Event Settings section allows you to set a calendar of your choice as a default selection whenever a new event is created. The choice of calendars extends to My Calendars, App Calendars, Group Calendars, Shared Calendars, or Synchronize Calendars (listed under App Calendars). The feature enhances the user experience by pre-selecting the default calendar for event creation thereby reducing the manual efforts needed each time.
Note:
This feature is available only to the users who have subscribed to one of our paid plans.
Steps to set default calendar
Follow the below steps to set your default calendar.
- Log in to Zoho Calendar.
- Go to Settings > Calendar > Event Settings.
- Navigate to the Default Calendar section and select the preferred calendar as your default from the drop-down list.
Note:
- By default, the primary calendar is set as the default calendar until it is changed by the user.
- If the selected default calendar is removed, the system automatically switches the default to the user’s primary calendar.
Supported calendars for event creation
The supported calendars for default calendar setting under event creation form includes:
- My Calendars - Includes the primary and other personal calendars created by the user.
- App Calendars - Includes calendars integrated from other Zoho applications : Zoho CRM, Zoho Recruit, Zoho Task.
- Group Calendars - Denotes the group calendar which the user created or is a part of as a Member or Moderator.
- Shared Calendars - Includes calendars that are shared with the user by an individual or team with permission to edit or delegate.
- Synchronize calendars - Denotes the primary calendar of Google and Outlook calendars which will be listed under App Calendars when an event is created.
When a new event is created, you can add additional feature elements like Add rooms, Add to free/busy schedule, and Add reminders. However, the availability of these features depends on the type of default calendar selected. Below are the corresponding details.
Supported Calendars for Add room
When you create an event, you can select and add room from where the event has to be hosted. The list of default calendars that support Add room features are:
- My Calendar
- Group Calendar
Know more about the steps to Add room.
Note:
When a default calendar that doesn't support Add room is set (App, Shared, or Synchronize Calendar), and you need to add a room for your event, change your default calendar to any of the calendars listed above.
Supported Calendars for Add to free/busy schedule
You can add an event to your free/busy schedule when the event is created. The free/busy schedule will include events only from the below calendars:
- My Calendar
- Synchronize Calendar (Google calendar, Outlook Calendar)
- Shared calendar (Permission - Edit and Delegate)
Know more about the steps to Add to free/busy schedule.
Note:
When a default calendar that doesn't support Add to free/busy schedule is set (App, or Group Calendar), and you need to add free/busy schedule for your event, change your default calendar to any of the calendars listed above.
Supported Calendars for Add reminders
Create Event window allows you to set reminders for every event created. The list of default calendars that support Add reminders feature are:
- My Calendar
- Shared Calendar (Permission - View details, Edit event, Delegate)
- Subscribe (Permission- View Details)
- Synchronize Calendar (Google calendar, Outlook Calendar)
Know more about the steps to Add reminders for the event.
Note:
- When a default calendar that doesn't support Add reminders is set (App, or Group Calendar), and you need to add reminders for your event, change your default calendar to any of the calendars listed above.
- The Import to calendar under Import section accepts the default calendar as either My Calendar or Group Calendars only. If any other calendar is set as default, the system automatically changes to the primary calendar of the user during the import process.
- If the default calendar doesn't support specific event creation field ( like Add rooms, Add reminders), the user can override the default selection and choose a different calendar that supports the required field.
Change default calendar
The default calendar set under Event Settings page can be changed depending upon the user's need. However, there are cases where the system automatically prompts you to change to a different default calendar. The cases are:
- Unsyncing default calendar
- Loss of access to shared calendar
- Delete default calendar
- Unsubscribe default calendar
- Hide default calendar
Unsyncing default calendar
When you unsync an App calendar or a synchronize calendar that is set as default, you will be prompted to select a new default calendar before proceeding. Only after the selection and confirmation of the new default calendar, the previous one will be unsynced.
Loss of access to shared calendar
If you lose the ability to create events in your default shared calendar due to permission changes, access revocation, or calendar deletion, a dialog box prompts you to select a new default calendar. If the user is active in calendar or live in process of creating an event , a dialog will prompt immediately when access is revoked. If the user is logged out, the dialog will be prompted upon next log in.
Delete default calendar
If you need to delete a calendar which is set as default, a dialog box prompts you to select a different calendar as default before the current one is deleted.
Note:
- Delete option is available only for My Calendars and Group Calendars.
- You cannot delete a primary calendar.
Unsubscribe default calendar
If you unsubscribe from a Shared or Group Calendar that is set as default for event creation, a dialog box prompts you to select a different calendar as default before you unsubscribe the current one.
Hide default calendar
When you try to hide a calendar that is set as default, a dialog box prompts you to select a different calendar as default before hiding the current one.
Note:
You cannot hide a primary calendar.