Calendar Management
Master your schedule with integrated calendar, appointment booking, and task management
Overview
The Calendar module in Agent Teammate CRM serves as your central scheduling hub, integrating appointments, tasks, and important dates into a unified view. This powerful tool helps real estate professionals manage their time effectively and never miss important deadlines.
Calendar Views
The calendar offers multiple viewing options to suit your workflow:
- Month View: See your entire month at a glance
- Week View: Detailed weekly schedule with time slots
- Day View: Hour-by-hour breakdown of your daily schedule
- Agenda View: List format of upcoming events and tasks
Creating Appointments
Quick Appointment Creation
Click Create Button
Use the button to start scheduling a new appointment.
Select Appointment Type
Choose from common appointment types:
- Client Meeting: General client consultation
- Property Showing: Home tour or viewing
- Listing Appointment: Property evaluation and listing consultation
- Closing: Final transaction meeting
- Phone Call: Scheduled phone conversation
Enter Appointment Details
Fill in the appointment information:
- Appointment title and description
- Date and time
- Duration (automatically calculates end time)
- Location or property address
- Associated contact(s)
Set Reminders
Configure reminder notifications to ensure you never miss an appointment.
Save Appointment
Save the appointment to add it to your calendar and send notifications if configured.
Task Management
Creating and Managing Tasks
Tasks appear on your calendar alongside appointments, helping you manage both scheduled events and to-do items:
Add New Task
Click from the calendar or create dropdown.
Define Task Details
Enter task information:
- Task title and description
- Due date and priority level
- Associated contact or deal
- Estimated time to complete
- Task category or type
Set Task Priority
Assign priority levels (High, Medium, Low) to help organize your workload.
Track Progress
Mark tasks as completed or update progress as you work through them.
Task Categories
| Category | Color Code | Examples |
|---|---|---|
| Follow-up | Blue | Call back prospects, send property information |
| Marketing | Green | Create listings, schedule photography, social media |
| Administrative | Orange | File documents, update CRM, prepare contracts |
| Deal Management | Red | Schedule inspections, coordinate closings |
| Personal | Purple | Training, networking events, personal appointments |
Calendar Color Coding
Visual Organization System
The calendar uses color coding to help you quickly identify different types of activities:
- Blue Events: Client appointments and meetings
- Yellow Events: Tasks and to-do items
- Green Events: Marketing and business development activities
- Red Events: Important deadlines and deal milestones
- Purple Events: Personal and professional development
Customizing Colors
Access Calendar Settings
Click the settings gear icon in the calendar interface.
Modify Color Scheme
Customize colors for different event types to match your preferences.
Create Custom Categories
Add new event categories with custom colors for specialized workflow needs.
Calendar Integration
External Calendar Sync
Synchronize your Agent Teammate calendar with external calendar systems:
Supported Integrations
- Google Calendar: Two-way sync with Google Workspace
- Outlook/Office 365: Integration with Microsoft calendar
- iCloud: Sync with Apple calendar systems
- CalDAV: Standard calendar protocol support
Setting Up Calendar Sync
Access Integration Settings
Navigate to Settings > Calendar Integration from the main menu.
Choose Calendar Provider
Select your external calendar system (Google, Outlook, etc.).
Authenticate Account
Log in to your external calendar account to authorize the connection.
Configure Sync Settings
Choose sync direction (one-way or two-way) and which events to sync.
Test Synchronization
Create a test event to verify the integration is working correctly.
Sync Considerations
- Changes may take a few minutes to sync between systems
- Some event details may not transfer perfectly between different calendar systems
- Be cautious with two-way sync to avoid duplicate events
- Test thoroughly before relying on sync for important appointments
Recurring Events
Setting Up Recurring Appointments
Create repeating events for regular activities like team meetings, prospecting time, or client check-ins:
Create Initial Event
Set up the first instance of your recurring event with all details.
Enable Recurrence
Check the "Recurring Event" option in the appointment form.
Set Recurrence Pattern
Choose from recurrence options:
- Daily (every day, weekdays only, every X days)
- Weekly (specific days of the week)
- Monthly (same date each month, same day of week)
- Yearly (annual events)
Set End Conditions
Specify when the recurrence should end (after X occurrences, by specific date, or never).
Managing Recurring Events
- Edit Single Instance: Modify one occurrence without affecting the series
- Edit Series: Change all future occurrences of the recurring event
- Delete Instance: Remove one occurrence while keeping the series
- Delete Series: Remove all future occurrences of the recurring event
Time Blocking and Scheduling
Time Blocking Strategies
Use time blocking to maximize productivity and ensure important activities get dedicated time:
Recommended Time Blocks
- Prospecting Time: Daily blocks for lead generation activities
- Admin Time: Dedicated periods for paperwork and CRM updates
- Client Communication: Scheduled time for returning calls and emails
- Marketing Activities: Time for social media, content creation, and marketing
- Professional Development: Training, education, and skill development
Creating Time Blocks
Block Productive Hours
Reserve your most productive hours for high-value activities like client meetings and prospecting.
Create Buffer Time
Add 15-30 minute buffers between appointments to allow for travel and preparation.
Schedule Regular Blocks
Use recurring events to create consistent time blocks for routine activities.
Color Code Blocks
Use distinct colors for different types of time blocks for easy visual identification.
Mobile Calendar Access
Calendar on Mobile Devices
Access your calendar on the go with mobile-optimized features:
- Responsive Design: Calendar automatically adapts to mobile screen sizes
- Touch Navigation: Swipe between dates and tap to create events
- GPS Integration: Get directions to appointment locations
- Push Notifications: Receive appointment reminders on your device
- Offline Access: View upcoming appointments even without internet
Mobile-Specific Features
Quick Event Creation
Use voice-to-text or quick templates to rapidly create appointments on mobile.
Location Services
Enable location services to automatically detect property addresses and travel times.
One-Touch Actions
Quickly call clients, get directions, or reschedule appointments with single taps.
Best Practices
Effective Calendar Management
- Plan Weekly: Review and plan your upcoming week every Sunday
- Use Templates: Create appointment templates for common meeting types
- Block Travel Time: Always account for travel between appointments
- Prepare in Advance: Block time before important appointments for preparation
Client Scheduling
- Confirm 24 Hours Prior: Always confirm appointments the day before
- Send Reminders: Set up automatic reminder notifications for clients
- Flexible Rescheduling: Make it easy for clients to reschedule when needed
- Clear Instructions: Provide detailed location and meeting information
Time Management
- Batch Similar Activities: Group similar tasks together for efficiency
- Protect Prime Time: Reserve your best hours for high-value activities
- Regular Reviews: Weekly review calendar for optimization opportunities
- Emergency Slots: Keep some slots open for urgent client needs
Troubleshooting
Calendar Not Syncing
Cause: Authentication expired or sync settings incorrect.
Solution: Re-authenticate your external calendar account and verify sync settings are configured properly.
Duplicate Events Appearing
Cause: Multiple sync sources or two-way sync conflicts.
Solution: Check for multiple calendar integrations and configure sync direction carefully to avoid duplicates.
Reminders Not Working
Cause: Notification settings disabled or browser permissions not granted.
Solution: Check notification settings in both Agent Teammate and your browser, and ensure permissions are granted.