Adding a new event

There are multiple ways how you can add a new calendar event:

• You can click the plus sign on the header menu and select New event.

  
• If you're in the calendar view, you can click on a time slot to add a new event.
  
• You can also click Select time slots to pick up to five suitable times in the calendar and then click Proceed.
  

Whichever way you're adding a new event, a new event window will pop up, and you can start adding the event title, description, and other details. This article will show you the various elements you can add or link to your event. 

1. Participants

If the event is meant for multiple team members, add the participants by clicking on their names or using the search bar.

To select an entire team, click on the group icon next to the search bar and select a team. The event will be added to all participants' calendars.

To remove a team member from an event, click on their picture or initials.

Click the Notify button to notify the event participants about the event. You can also send an email reminder by clicking Add reminder and selecting the reminder time. 

Note! If you only want to notify some users about the event, but their attendance is not required, do not add them as participants to avoid booking their time - instead, use comments and notifications.

2. Duration and time

Click the Duration dropdown field to select the duration of your event. To make it an all-day event, tick the All day checkbox.

You'll see a warning if one or more users are unavailable at the selected time. If you want to reduce the manual effort of finding a suitable time, use the Time slot finder, which will suggest the next available time slots based on the participants' calendars. Time slot finder is available when modifying or adding a single event.

Click the Time slot finder button and select the preferred time to browse as far ahead in the calendar as needed. Click the three-dot icon to access more advanced settings to narrow down the options even further:

• Required participants setting lets you select which participants' calendars to consider when finding common available time slots. Click on the image or initials for the user(s) whose attendance is optional.

• Adjust the working hours to ensure the time slot finder looks for available time slots during your team's work hours.

If you want to look at the participants' calendars before choosing an event time, scroll to the end of the suggested time slots and click View in Calendar. This will open a new tab with a filtered calendar view with all the event participants, including those whose attendance is optional.

The time slot finder also takes time off into account, meaning it doesn't suggest days when a required participant is known to be out of the office.

Click the three-dot icon to view more time slots for the suggested dates, and select the time slot you prefer for your event.

3. Recurring events

If the event happens regularly, you can add it as a recurring event. To do so:

1. Choose the start date in the Date field
2. Tick the Recurring checkbox
3. Set up the Repeating pattern and select an end date no later than 10 years from the start date (all later dates will be greyed out in the date picker). 

If you’ve integrated your Google Calendar with Scoro, you can sync recurring events from your Google Calendar. Learn more about recurring event management with Google Calendar.

4. Activity type

If you are using activity types, you can select the activity type for your event and leave the event title empty - when saving the event, the activity type will appear as the title. 

Adding activity types to your events lets you filter planned and already completed activities in detailed reports. You can manage your activity types under Settings > Work and projects > Activity types.

5. Status

Click the status button to set a status for your event. For example, you can use the 'Out of office' status to let your team know when you're out of the office.

6. Personal events

If it's a personal event, tick the Personal checkbox. Work reports do not take such events into account, but they can still be viewed in them if needed. 

Personal events have an incognito icon in the calendar. The icon is visible only to the event owner.

The visibility of personal events depends on the following:

• If you created the personal event, only you will see the full event details; other users, including site administrators, will only see it is a personal event.
• If another user created your personal event, both of you will be able to see the full personal event details; others, including site administrators, will only see that it's a personal event. 
• If the personal event is linked to a project accessible by other users, they will be able to see the full details of the personal event.

You can also link your personal events to a personal project.

If you're using the Google or MS Exchange integration with Scoro, events marked as private/personal in your Google or MS Exchange calendar are also synced to Scoro as personal.

7. Conference call

If your event takes place online or in a hybrid format, you can add a conference link to the event. 

If you use a static personal link for most of your online meetings, go to Settings > My Settings > My calendar and tasks and save your personal meeting ID in the Default conference call link field. Scoro will then auto-fill the conference call field for you by default every time you create a new event.

The conference link will also appear in the event data in the calendar view and can be accessed with just one click. To ensure the link is clickable, make sure to add the full URL (including https://).

8. Linking data with events

You can link your event to a company, contact person, project, documents, tasks, or other Scoro items. Click More above the link dropdowns to view even more options. While you don't have to link all these items, linking the company, contact, project, or task will give you more detailed reporting on the planned and done activities.

If you link a task, the event is logged under that task as a time entry.

Some of the items linked to an event, such as quotes and projects, will also appear in the event data in the calendar view and can be accessed with just one click.

9. Inviting guests and sending event invites

You can easily add external guests and send event invitations to their email addresses. This helps you ensure that billable time is logged in Scoro and automatically linked to the right project and other data, improving your data accuracy. 

To do this:

1. Enter your external guest’s email address in the Invite guests field.
   Click the + icon next to add more guests.
2. Once you've added at least one guest, the Send invite toggle on the left to the Save button will appear. It is enabled by default.
3. Save your event.

Once saved, Scoro will automatically send your guests an invitation email with the following info:

• key event details like date, time, location, participants, and a conference link
• .ics file they can use to add the event to their calendars
• buttons for confirming the event attendance

You can track who accepted or declined the invitation by checking the Guests section in the event detailed view.

 

10. Shared resources

Add the shared resources used during the event so the whole team can have an overview of which resources are booked and avoid double-booking them. These could be meeting rooms, company cars, supplies, etc. The shared resources can be added or modified under Settings > Work and projects > Shared resources.