Calendar

The calendar shows every task, meeting and other dated activity with your prospects in one place, so you see what is due and when you are free. You can plan the next step in an empty slot and move things by dragging them. Each team member can also connect their own Google or Outlook calendar, so meetings planned in ProspectSafari reach the attendees and their answers come back.

Open the calendar

• "Calendar" in the left menu opens the full page.
• The calendar icon in the top bar ("My calendar") opens a small calendar over any page. On a phone it opens the full page.
• "Check my calendar", under the date in the task and meeting forms, opens your calendar to pick a free time (see below).

Read your calendar

The calendar opens on your own tasks, meetings and blocked time. Done tasks are faded and struck through, overdue tasks are red.

• Switch the view at the top right: "Month", "Week", "Day" or "Agenda". "Today" and the arrows move through time.
• Filter with the bar at the top:
  • Team members (admins in a team): "Only me", "Everyone" or the "Team members" you tick.
  • Lists: "All lists" or the lists you pick.
  • "Prospect": type a name to see only that prospect's items.
  • Type chips: "Tasks", "Meetings", "Emails", "Phone calls", "Messages", "Notes" and "Blocked time". A coloured chip is on, a grey one is off.
  • "Completed tasks" shows tasks that are already done.
  • "Reset" goes back to the standard view.
• A red chip such as "3 overdue tasks" counts your open tasks whose due date has passed, at any date.

The calendar remembers your filters and view in that browser. A team member who is not an admin sees their own items and the meetings they were added to.

Open an item

Click an item to see its card: what it is, its status, when it is, whose it is, and the deal it belongs to with its stage and probability. The buttons:

• "Timeline": opens the prospect's deals, what is next and the whole timeline beside the calendar.
• "Join": opens a meeting's video call link.
• "Open prospect": goes to the prospect view.
• "Edit": opens the item's form.
• "Complete" (open tasks): opens the form that does the task, such as the call log for a call task or the email form for an email task. Saving it completes the task.
• "Mark as done": ticks the task off without logging anything, after asking "Mark this task as done?".

Plan a task or meeting in a free slot

1. In "Week" or "Day", click an empty time, or drag over a stretch of time. In "Month", click a day (it starts at 9:00).
2. "Plan something" opens. Pick "Task", "Meeting" or "Blocked time".
3. For a task or meeting, search the "Prospect" and click "Continue". The usual form opens with the time filled in: a meeting gets the length you dragged, a task gets that due time.

Move things by dragging

Drag an item to another time, or drag the bottom edge of a meeting to change its length. A green message says where it moved.

• Open tasks, meetings that are not cancelled, completed or marked no show, and scheduled emails that are not sent yet can be moved (emails only to a later time).
• Logged calls, notes, messages and sent emails stay at the time they happened.
• Only the item's owner or an admin can move it.
• A scheduled or confirmed meeting moved to a new time becomes "Rescheduled". If it is in a connected Google or Outlook calendar, "Move this meeting?" asks first: it moves there too, and attendees may get an email with the new time.

Check my calendar (in the forms)

In the task and meeting forms, "Check my calendar" opens "Pick a time" with your own calendar. Click a free time to use it as the due date, or, for a meeting, drag over it to set the length too.

Blocked time

Blocked time marks when you are not available: a dentist's appointment, a holiday, the school run.

1. Click an empty time and choose "Blocked time" in "Plan something".
2. Fill in "What is it? (optional)", set "From" and "To", or switch "Whole day" on.
3. For a regular slot, switch "Repeat every week" on, tick the days and, if you like, set "Until (optional)".
4. Click "Save". It shows grey and striped on every calendar in the app.

Click it to "Edit" or "Delete" it; for one that repeats, choose "Only this day" or "Every week". If a meeting is planned or dragged into someone's blocked time, ProspectSafari warns you (for example "You blocked this time: Dentist") but lets you go ahead.

Blocked time stays in ProspectSafari: it is not sent to Google or Outlook.

The calendar in the top bar

The small calendar shows your own items in "Agenda", "Day" or "Week". On the prospect view, a switch narrows it to "Current prospect", "Current list" or "All prospects"; with "Current prospect", planning starts with that prospect filled in. "Open full calendar" goes to the page.

Connect Google or Outlook

Each team member connects their own calendar. It needs an active subscription.

1. Open "Integrations" in the left menu and click "Connect" on the "Calendar setup" card.
2. In "Connect your calendar", pick the "Calendar provider": "Google" or "Outlook", then click "Connect" and sign in.
3. Your calendar is listed on the card. The bin disconnects it.

If the connection breaks, a "Calendar error" popup offers "Fix", and the bell in the top bar tells you.

Once connected:

• Meetings you plan in ProspectSafari go into your calendar. The meeting form gets a "Calendar" field. When you save, Google asks "Notify Attendees?": "Save and send" emails an invitation, "No, only save" does not. Outlook always emails the attendees. For a video meeting, pick the "Video call link" and the link is made for you.
• Changes in Google or Outlook come back: a new time makes the meeting "Rescheduled", an attendee accepting makes it "Confirmed", and a cancelled event makes it "Cancelled".
• Events you create in Google or Outlook with one of your contacts as an attendee appear as a meeting on that contact's timeline.
• High priority tasks (with "Priority" set to "High") are also put in your calendar as a short event.

The calendar shows ProspectSafari's own activities only: other events in Google or Outlook do not appear on it.

With projects

Only once a workspace has a second project: the calendar works inside a project, so in All projects it asks you to pick one. Items from every project still show, each with its project's chip, and other projects' items are a little faded. The "<project> only" chip hides them. Blocked time shows in every project.