Meetings and events: repeats, invites, rooms, links to jobs and customers

Create an event, repeat it, invite colleagues, book a room or vehicle, remind people, and tie it to the customer, deal, job or vehicle it is about.

Where it is

Calendar — New event, or drag on the grid

Settings for this

Calendar → ⚙ Default event length — How long a click on the grid or New event makes an event (your own setting)
Calendar → Rooms & vehicles — The rooms, bays, vehicles and equipment you can book onto an event
Settings → Team → Roles — “Create events and invite people” and “Edit anyone’s event”

Step by step

Open Calendar and press New event (or C, or drag across the grid). The editor opens on the right.
Title, then Type: Meeting, Internal, Training, Photoshoot, Delivery, Vehicle handover, Site visit, Social, Out of office, Personal, Working location or Other. The type sets the colour; pick your own under Colour if you like.
Visible to: Everyone shows the details to the team. Just me and attendees shows everyone else a plain "Busy" block. Personal and Out of office start private.
Starts and Ends, or tick All day. Working location is a whole day the team can see: In the office, In the workshop, On site or Working remotely.
Repeat: Daily, Weekly (choose the days), Monthly on a date or on "the second Tuesday" / "the last Friday", or Yearly. Then Forever, For a number of times or Until a date.
Location and Meeting link (a video call URL).
Book a room or vehicle: tick the rooms, bays, vehicles or equipment it needs. Manage → opens Rooms & vehicles if you're allowed.
Linked to: a customer or company, plus a deal, workshop job or vehicle (and, with Dealer Management, a stock vehicle or vehicle sale).
Who's coming: tick colleagues. Find a time looks at everyone's meetings, jobs, leave, connected calendars and trading hours for the next two weeks and offers times you're all free.
Remind attendees: At start, 10 minutes, 30 minutes, 1 hour or 1 day before. Reminders go to each person's bell.
Notes, then Create.

Invites and answers

Everyone you tick gets a bell and answers Going / Maybe / Not going from it. You're told when they answer.
Changing the time or place tells them; so does cancelling.
On a phone, turn on notifications so the bell reaches your lock screen (Install the app).

Linked meetings

A meeting Linked to a customer, company, deal, stock vehicle or sale shows on that record's Meetings panel (with its own + Schedule button), on the customer's timeline and, if they use it, in their customer portal under Appointments.

Changing, copying and cancelling

Click an event to open it. Only the organiser (or someone with Edit anyone's event) can change it; everyone else sees a summary that says so.
Editing or dragging one date of a repeating event asks This event / This and following / All events. Reminders belong to the whole series: change them with All events.
Duplicate makes a copy to change and Create.
Delete on a repeating event asks how much: just this one, this and every later one, or the whole series.
Moving or cancelling a meeting a customer booked through a booking link emails them. If that email fails you'll see "the customer wasn't told": let them know yourself.

Rooms and vehicles can't be double-booked

If a room or vehicle you ticked is already booked, the editor shows Already booked with the clash: pick another time or another room. For a repeating event where only some dates clash, it shows Booked at some of those times and offers Book anyway, which books the free dates.

Time zones

Times show in your own time zone, and the editor says which. A repeating event repeats on the business's time zone, set in Settings → Business details.

If something's not right

Can't move someone's meeting? You need Edit anyone's event, or ask the organiser.
No "Book a room or vehicle"? Nobody has added any yet. Someone with Manage bookable rooms, vehicles and equipment adds them under Rooms & vehicles.
Find a time says nothing is free? It only looks inside trading hours, two weeks ahead. Check Trading Hours and people's leave.