Calendar

Calendar shows your events, your team and space calendars, scheduled meetings and board card due dates in one place. You can also book meeting rooms and desks, and connect Google, Microsoft or Exchange calendars. Open it from Calendar in the left menu.

Calendars in the sidebar​

Tick a calendar to show or hide it. Open a calendar's options to Edit and share it or Download as .ics.

When you open the calendar from inside a space, you see only that space's calendar.

Team calendars​

1. Select the plus button next to My calendars (New team calendar).
2. Enter a Name, a Colour and an optional Description.
3. Use Add people. People you add become editors; you can change their role later to Owner, Editor or Viewer.
4. Select Create.

Editors can add events. Viewers can only see them.

Views​

Pick Day, Week, Month or Agenda from View. Agenda lists the next 30 days. Use Today, Previous and Next to move around, or pick a date in the small month in the sidebar.

Creating an event​

Select New event, or drag across empty time in the day or week view. Right-clicking an empty slot also offers a new event at that time. Fill in:

• Title, Start date, Start time, End date, End time, or All day. Times are in your calendar time zone.
• Repeat: see below.
• Calendar: where the event is saved.
• Guests: add people by name, or anyone by e-mail. Availability shows who is busy at that time.
• Room: book a meeting room for the event. Crewhall suggests a free room that fits the number of guests. Rooms can only be added to one-off timed events.
• Location and Description.
• Reminders: Add reminder, for example At start, minutes, hours, days or weeks before, or Same day in the morning for all-day events.
• Show as busy: when off, you appear free in availability.
• Private: people who can see the calendar only see "Busy".
• Add a Crewhall meeting: opens a meeting room for the event. Its link goes to the guests and into the calendar invitation (.ics). All-day events cannot have a meeting.

Select Create. Guests in your organization get a notification, following their notification settings. Guests outside your organization get an e-mail with a calendar invitation (.ics) they can add to their own calendar.

Recurring events​

Repeat offers Does not repeat, Every day, Every weekday, weekly, monthly (by day number, by "2nd Tuesday" or by "last Friday") and yearly options. Custom… lets you set the interval, the days and when the series Ends: Never, After a number of occurrences or On a date.

When you change or delete one occurrence, Crewhall asks whether it applies to This event, This and following events or All events.

Moving events​

Drag an event to a new time, or drag its edge to change the duration. With the keyboard, press Alt with the arrow keys (15 minutes, or one day). If the event has guests, choose Notify guests to send them the new time. You can Undo a move.

Responding to invitations​

Open an event you were invited to and answer Going? with Yes, Maybe or No. The organizer is notified.

Linked items​

• Scheduled meetings come from Meetings. Change them there. Go to meeting opens the room.
• Card due dates come from boards. Change the date on the card. Open card opens it.

Rooms and desks​

Select Rooms and desks in the calendar sidebar.

1. Choose the Type (Rooms or Desks) and the Day.
2. Each resource shows its capacity, equipment and when it is Free or Booked.
3. Select Book, set the Start and End (or Working hours) and confirm.

The booking goes into your calendar. My bookings lists what is coming up. If a resource requires check-in, select Check in before the time shown, or the booking is released. Use Cancel booking if you no longer need it.

Calendar settings​

Open Calendar settings at the bottom of the sidebar.

• Time zone: used by the views and all-day reminders.
• Week starts on: Sunday, Monday or Saturday.
• Default reminder for new events.
• Working day starts and Working day ends.
• Connected accounts: see below.
• Connect with CalDAV: sync with Apple Calendar, Thunderbird or DAVx5. Copy the CalDAV address, and use a personal access token with the "Write calendars" scope as the password. Create one in My account › MCP and API.
• Import: choose an .ics file exported from another calendar to add its events.

Google, Microsoft and Exchange calendars​

Connect your account​

In Calendar settings › Connected accounts, select Connect a Google account, Connect a Microsoft account or Connect Exchange account. Events sync both ways, and Google or Microsoft sends the invitations for their own events. The connected calendars appear under Connected calendars in a few seconds.

For each account you can Sync now, Reconnect if access was withdrawn, or Disconnect. Disconnecting removes the calendars from Crewhall only. Nothing is deleted at Google or Microsoft.

Some calendars show Free/busy only: only your busy times come in, and Crewhall writes nothing to them. Accounts marked Added by your organization were connected by an admin.

Admin setup​

Admins set up connections in Admin › Calendar (Calendar connections):

• Google Calendar: enter the Client ID and Client secret of a "Web application" OAuth client, and add the shown Redirect URI to it.
• Microsoft 365 / Outlook: enter the client details and Tenant of a Microsoft Entra app registration with the Calendars.ReadWrite permission.
• Let people connect turns personal connections on.
• Sync organization-wide: syncs everyone's calendar without each person connecting. Google needs a Workspace service account key with domain-wide delegation. Microsoft needs the application permission consented by an admin and a tenant ID.
• Exchange (on-premises): enter the EWS address and choose NTLM or Basic authentication. Exchange 2013 and later.

Contact sync can be turned on for Outlook and Exchange in the same place.

Admins add rooms and desks in Admin › Rooms and desks with Add resource: Name, Location, Capacity, Equipment, Description, Require check-in with a Grace time (minutes), and whether it is Open for booking. Deleting a resource cancels its future bookings. See Administration.

Notifications​

You get notified about invitations, updates, cancellations, responses and reminders. Choose the channels under Meetings, calls and calendar in My account › Notifications.