Calendar management

This page is for installer-admins who configure Reonic's calendar surface for the whole organisation: adding shared / company calendars, understanding which calendar belongs to whom, scheduling appointments on behalf of colleagues, and troubleshooting why a colleague's events don't appear in your view.

Note: This page covers organisation-level calendar setup. For day-to-day scheduling tasks (create / move / link an event), see the Calendars section of the CRM deep-dive. For event-template management, see Appointment templates. For category configuration, see Calendar categories.

Who this is for

• Installer-admins setting up shared organisation calendars, deciding which events live on company-wide calendars vs team calendars, and resolving "I can't see my colleague's calendar" tickets.
• Account managers who occasionally schedule appointments on behalf of colleagues (e.g. for a customer call a teammate is taking).

Before you start

• Calendar is on by default, so almost every company already has it. It's an optional feature an admin can switch on or off in company settings, alongside other optional features. While it's on, you get the full surface: the calendar grid, the event drawer, shared-calendar setup, and template selection. If a company turns it off, those screens are hidden for everyone. So if you don't see a Calendar page or the Calendar management settings page (under Settings > Organisation) at all, an admin has switched calendar off for your company.
• You are signed in as an admin in the Reonic Portal.
• The colleagues whose calendars you want to manage are already invited as users in your workspace. New users are added in Settings > Company settings > Users & Teams.
• If you want to connect a shared company mailbox calendar (e.g. service@yourinstaller.com), you have the credentials for that mailbox owner.

Note: Appointments you've already shared with a customer stay visible to them in their Customer Portal My Appointments view, even if an admin later switches calendar off for your company.

The four calendar scopes and who manages them

Reonic organises calendars into four scopes. The scope determines who can write to a calendar and who can see it, whether the calendar's source is Reonic-native, Microsoft 365, or Google Workspace.

• **Company** — The whole organisation (one or more) — Admins only — All internal users in your workspace.
• **Team** — A specific team (one per team, created automatically) — Team leads — Team members and team leads. External users see only teams they lead.
• **Personal** — A user's personal calendar within your company — The user and their team leads — The owner and the team leads of the teams the user belongs to.
• **User** — A user across every company they can access — The user and an admin — The owner only.

As an admin, you mostly work with Company calendars (everything company-wide) and you supervise Team calendars (one per team is created automatically when a team is created). Personal and User calendars belong to the individual user.

Note: A Personal calendar is a user's calendar within your company. A colleague who works across two of your companies has a separate personal calendar in each.

Connect and verify a shared organisation calendar

A shared organisation calendar (e.g. a service@ or dispatch@ mailbox) is added at the org level, not by an individual user.

1. As admin, open Settings > Organisation > Calendar management.
2. Find the section for the provider the mailbox lives on, Microsoft or Google Workspace, and click the Add button at the bottom of that section. Each provider has its own Add button.
3. Enter the shared mailbox's email address.
4. Reonic sends a verification email to the calendar's owner.
5. The owner clicks the verification link. The shared calendar becomes active for whichever users you grant access to.

Note: The shared-mailbox flow is most commonly used with Microsoft 365. Google Workspace also supports shared calendars, and the verification step works the same way.

Add a colleague's Microsoft calendar by owner email

If your company has a Microsoft 365 integration set up, you can add a colleague's shared Microsoft calendar directly, without that colleague re-running their own connection. In Settings > Organisation > Calendar management > Personal calendars, use the Add by owner email option and enter the colleague's email address. A verification email goes to that owner. Once they confirm, their shared calendar appears in your grid. This is the way to surface a colleague-shared Microsoft calendar that a normal personal connection wouldn't pick up.

Connect all of Google Workspace at once

For Google Workspace, an admin can do a one-time company-wide setup instead of asking every user to connect their own Google calendar. Once your Google Workspace administrator configures this in Reonic's company settings, every user in the workspace gets Calendar and Gmail integration automatically, with no per-user sign-in. Per-user Google connections continue to work alongside it. This changes only how access is granted; the four calendar scopes and their visibility stay the same.

Note: An Outlook Bookings or Calendly link is a different surface. That's the customer-facing booking embed shown on your public after-request page (set via the Booking link profile field), not calendar sync. Setting a booking link doesn't connect anyone's calendar, and connecting a calendar doesn't set a booking link.

Create an appointment for a colleague with a customer

When a customer call or site visit needs to be booked into a colleague's schedule, create the event on a calendar the colleague is on, and invite them as an internal attendee.

1. Open the Calendar page in the Portal.
2. Drag on the time slot you want, or click + New event. The event drawer opens.
3. In the Destination calendar dropdown, pick where the event should live: the colleague's Team calendar for a team appointment, a Company-wide calendar to make it visible to the whole company, or the colleague's Personal calendar to keep it between you, the colleague, and their team leads.
4. Fill in title, start / end, location, and description.
5. Under Internal attendees, add the colleague. They receive an email invitation if their Notify me about calendar invitations setting is on.
6. Optionally link the event to a project via the Project field. This pulls in customer context and lets the event flow into the Customer Portal view. Project-linked events are also logged to the project's activity feed.
7. To let the customer see this appointment in their Customer Portal, toggle Show to customer on. Fill in the customer-facing title and description if you want different wording than the internal one.
8. Add the customer's email address as an external attendee to send them an .ics invitation email.
9. Click Save.

Note: The Show to customer toggle and the customer-facing title / description fields are available on Reonic-native events. To surface an appointment to a customer, create it on a Reonic calendar rather than a Microsoft 365 or Google Workspace one.

Note: The Destination calendar dropdown shows the calendars you can write to. If a colleague's calendar isn't listed, it's either a User calendar (only the owner writes) or one where you don't have admin / lead permission.

When a colleague's events don't appear in your calendar

A frequent admin question: "My colleague said they shared their calendar with me, why don't I see their events in Reonic?" The answer depends on which type of calendar they meant.

If the colleague shared their Microsoft / Google calendar with you on the provider side, that sharing lives in Outlook or Google. Each user in Reonic sees what their own Microsoft / Google account is permitted to see, so the fix is on the provider side: confirm the Outlook / Google sharing permissions, then connect your own provider account in Reonic via Settings > Organisation > Calendar management > Personal calendars. To pull in a colleague's shared Microsoft calendar specifically, see Add a colleague's Microsoft calendar by owner email above.

If the colleague meant their Reonic calendar, visibility follows the calendar scope rather than a sharing toggle:

• A Personal calendar is visible to the owner and to their team leads. To see it, become a lead of a team the colleague belongs to, or have an admin add the colleague to a team you already lead.
• A Team calendar is visible to all members and leads of that team. Join the team to see it.
• A Company calendar is visible to all internal users in your workspace. If one is missing for you, check that you have an internal (not external) user role.
• A User calendar is visible to its owner. It stays private to that one person.

Note: When an event lives on a Team or Company calendar that a colleague attends, it also appears as a read-only copy on their Personal calendar. You may see the same event in two places, once on the team or company calendar and once on the colleague's personal view. Edit it on the original; the personal view is a display copy.

Things to know

• The four calendar scopes are fixed. You cannot create a new scope. Visibility rules only ever apply to the Company, Team, Personal, and User scopes.
• Every team has a calendar. When a team is created in Settings > Company settings > Users & Teams, Reonic creates a Team calendar for it automatically. Leads write, members read.
• Calendar is switched on as a feature; the templates page is controlled by role. Turning the calendar feature off hides the grid, the event drawer, sync setup, and template selection. The Appointment templates settings page is controlled by role rather than by the calendar feature, so it may still be reachable when calendar is off. You apply a template by creating an event, which is part of the calendar surface, so keep calendar on to use templates.
• External calendars are read-only inside Reonic. Microsoft 365 and Google Workspace events appear in the Reonic grid for visibility, but changes you make in Outlook or Google do not write back to Reonic. Edit those events in Outlook or Google. Reonic-native events sync out to the provider when they live on a connected calendar.
• Toggle which connected calendars appear in the grid. Connect as many Microsoft 365 / Google Workspace calendars as you like, then toggle which ones show together in the unified grid. If you work with a large number, keep only the ones you need visible at a time for readability.
• Start a Meeting Assistant recording from an event. If your company has the Meeting Assistant feature, the event detail view carries a start meeting action. The recorded result links back onto the event afterward, and once a recording exists the event also shows the meeting summary.
• External attendees receive an `.ics` email invitation. Internal attendees receive an email when their personal Notify me about calendar invitations setting is on.
• "Make service meeting" on a template generates a video-meeting link. On a Microsoft calendar Reonic creates a Teams link, and on a Google calendar a Google Meet link. On a Reonic calendar the option simply has no link to generate.
• To find an open time, check the colleague's visible calendar or ask them. Pick the slot yourself.
• Reonic saves overlapping events. Your upstream provider may show its own double-booking warning.
• Create each occurrence of a repeating appointment as its own event. Copy the event for each date you need.

Need help?

If a shared calendar isn't verifying, a colleague's calendar won't appear, or the calendar surface is missing entirely for your company, contact Reonic support.

• Step-by-step questions about this flow contact your Reonic account manager.
• Feature requests or something missing drop a note to your account manager.
• Bug reports include a screenshot and the URL where it happened in your support email.

Last updated on August 4, 2026