Tutorial ID | T-36 |
Section | Foundation |
Title | Using the Shared Company Calendar |
Subtitle | Keep calendar events conflict-free, complete, and correctly linked so the whole team works from the same schedule. |
Before You Begin
You have access to the Company Calendar and the case the event relates to.
You know which team members need to attend the event and what they'll need to prepare.
What You Will Accomplish
By the end of this tutorial, every event you create or fix will be conflict-free, linked to the correct case, complete with a description and location, and visible to everyone who needs to attend it.
Why Does This Tutorial Matter
The shared calendar is a source of truth for what the team committed to and when — not just a scheduling convenience. An event added correctly keeps the whole team working from the same information about deadlines, meetings, and case-related tasks.
An event that's missed, duplicated, incomplete, or missing a team member doesn't stay a small problem — it spreads across the case, the client, and the team. A double-booked slot causes someone to miss a meeting, an empty description leaves attendees unprepared, and a wrong case link puts the event in front of the wrong context entirely.
What to Do if Something Goes Wrong
The list below covers the most common problems with calendar events. Each entry follows the same pattern: what you'll notice, why it likely happened, a real example, and how to fix it.
Problem: Two events show at the same time and involve the same team members.
Likely cause: The calendar wasn't checked for conflicts before one of the events was created.
Example: A case review and a client call are both scheduled for the same hour, and the same reviewer is listed as an attendee on both.
Fix:
Open the Company Calendar from the context menu on the right.
Check the name, date, and time of the conflicting events to confirm they overlap.
Open both events and decide which one needs to change.
If both events involve the same time slot and the same team member, contact that team member before making any changes.
If one of the events is no longer needed, open it and click Delete.
If both events still need to happen, open the event the team member can't attend, remove them from the Attendees list, and add them to the event they'll attend instead.
Click Update and confirm the calendar now reflects the correct schedule.
Problem: A team member misses an event because they were never notified about it.
Likely cause: The team member wasn't added to the Attendees list when the event was created.
Example: A case strategy meeting happens without a key reviewer, who never received a notification because their name was left off the attendee list.
Fix:
Open the Company Calendar from the context menu on the right.
Find and open the event the team member wasn't notified about.
Check the Attendees field and add the team member's name.
Click Update — the team member will receive a notification once the update is saved.
If you receive a reminder for an event and can't attend, don't dismiss it without notifying the relevant team members.
Problem: An event is linked to a case that has nothing to do with it.
Likely cause: The case was selected too quickly when the event was created, or the wrong result was chosen from the list.
Example: A meeting meant for one client's case shows up linked to a different, unrelated case, confusing anyone who checks the case timeline.
Fix:
Open the Company Calendar from the context menu on the right.
Find and open the event with the incorrect case selected.
Check the Case field of the event.
Remove the incorrect case name and select the correct one from the list.
Click Update.
Notify the attendees that the event details have been corrected and ask them to confirm the update shows correctly on their end.
Problem: Attendees arrive at an event without knowing what it's about.
Likely cause: The event's description field was left empty when the event was created.
Example: A case review meeting turns into an unproductive conversation because no one prepared, since the event gave no indication of its purpose.
Fix:
Open the Company Calendar from the context menu on the right.
Find and open the event with the missing description.
Check the Description field of the event.
Add the purpose of the event and any other details attendees need to know.
Click Update.
Notify attendees about the event description directly so they have time to prepare.
Problem: Attendees can't join a remote meeting because there's no link to click.
Likely cause: The remote meeting link wasn't added to the Location field when the event was created.
Example: A remote case review starts, and half the attendees are still searching for a link that was never added to the event.
Fix:
Open the Company Calendar from the context menu on the right.
Find and open the event with the missing link.
Check the Location field of the event.
Paste the remote meeting link into the Location field.
Click Update.
Notify all attendees of the update so they have the link before the meeting starts.
Problem: An event that should still exist is missing from the calendar.
Likely cause: The Delete option was mistakenly selected instead of Edit, or Delete was used without reviewing the event details first.
Example: A recurring case check-in disappears from the calendar after someone meant to edit its time but deleted the event instead.
Fix:
Open the Company Calendar from the main menu.
Press on the time slot where the event belongs.
Use the Create Event window to recreate the event with its original title, date, and time.
In the Case field, select the case related to the event.
In the Attendees field, add all team members who were included in the original event.
In the Description field, restore the original meeting details and any materials attendees need.
In the Location field, add the meeting link.
Click Create.
Notify all attendees that the event has been recreated and ask them to confirm it's showing correctly on their calendar.
Problem: An event shows on the calendar, but its date or time is wrong.
Likely cause: The date or time was entered incorrectly when the event was created.
Example: A deadline reminder is set for the wrong day, and the team almost misses the actual submission date because the calendar showed the wrong one.
Fix:
Open the Company Calendar from the context menu on the right.
Find and open the event with the incorrect date or time.
Check the fields where the event's date and time are set.
Change the incorrect date and time to the correct ones.
Click Update.
Notify the attendees that the event date or time has been corrected and ask them to confirm the update shows correctly on their end.
Tip Before creating any new event, do a quick scan of that time slot for existing events involving the same attendees — catching a conflict before it's created is faster than untangling it afterward. |
Summary
Every event on the calendar now reflects the correct time, case, attendees, description, and meeting link — with conflicts caught before they're created and any mistake corrected and confirmed with the team — so the calendar stays a reliable source of truth for what the team committed to and when.