1. Overview
The Calendar lets you turn different activity types on or off using its filters - for example Appointments, Tasks, Events and Birthdays. Previously, you had to re-select those filters every time you opened the calendar.
This update introduces Saved Calendar Views. You can now save a chosen combination of calendar filters under a name and switch between those combinations from a single dropdown at the top of the calendar - for example a "My Appointments" view, a "Tasks & Events" view, or a "Birthdays" view. The update also enriches the appointment quick view popup and improves how appointments behave on the calendar.
What's new at a glance
• Saved Views - save the current set of calendar filters as a named view.
• Quick switching - switch between saved views from one dropdown on the calendar toolbar. • "All" view - a ready-made view that shows every activity type.
• Delete - remove views you no longer need.
• Personal - each user's saved views are private to that user.
• Richer appointment popup - now shows Appointment Class, Type, Appointment With / Treatment Program, Duration, Status and Related To.
• Cancelled = free slot - a cancelled appointment automatically frees up its time slot on the calendar. • Smarter booking - an available time slot must be selected before saving, and duplicating an appointment clears the start time so a fresh slot is chosen.
2. Before You Begin
1. Sign in to the CRM with your normal user account.
2. Open the Calendar module from the main navigation.
3. Make sure you are on the main Calendar (schedule) view. The Saved Views dropdown appears only on this view. The calendar toolbar includes a filters panel where you toggle which activity types (feeds) appear - such as appointments, tasks, events and birthdays. Saved Calendar Views work on top of these filters: a view simply remembers which filters are turned on.
3. Finding the Saved Views Dropdown
On the calendar toolbar, look for the bookmark button that reads "View: All". This is the Saved Views dropdown. The word after "View:" always tells you which view is currently active.
Note: If you do not see the "View:" button, confirm you are on the main calendar view and not a detail or list screen.
Figure 1 - The "View:" (Saved Views) button on the calendar toolbar.
4. Saving a Calendar View
Set up the filters exactly the way you want them, then save that selection as a named view.
1. In the calendar filters panel, check the activity types you want this view to show and uncheck the ones you do not.
2. Click the "View:" (bookmark) button to open the dropdown.
3. Click "Save current view...".
Figure 2 - The View dropdown open, showing the built-in "All" view and "Save current view...".
4. In the "Save Calendar View" dialog, type a name for the view (for example, My Appointments). A name is required and can be up to 100 characters.
Figure 3 - The "Save Calendar View" dialog with a name entered.
5. Click Save, or press Enter.
6. A "Calendar view saved." confirmation appears. The new view is added to the dropdown list and the "View:" label changes to the name you entered.
Figure 4 - After saving, the "View:" label shows the saved view's name.
Tip: Name views by purpose so they are easy to recognise later - for example "My Appointments", "Tasks & Events" or "Birthdays".
5. Switching Between Views
1. Click the "View:" dropdown.
2. Select the saved view you want, or choose "All".
3. The calendar instantly turns on exactly the filters stored in that view, refreshes the events, and scrolls the day/week grid to business hours so the events are visible.
Choosing "All" turns on every activity type at once. "All" is built in and is always available at the top of the list.
6. Understanding the "View:" Label
The label next to "View:" updates automatically to reflect the filters that are currently turned on:
• All - every activity type is currently shown.
• A view name - the current filters exactly match that saved view.
• Custom - you have manually changed the filters so they no longer match "All" or any saved view. Save the selection if you want to keep it.
7. Updating a Saved View
To change the filters stored in an existing view:
1. Adjust the filters in the panel to the new combination you want.
2. Open the "View:" dropdown and click "Save current view...".
3. Give it the name you want and click Save.
4. Delete the old view you are replacing (see the next section) so the list does not keep an outdated copy. Tip: This keeps your dropdown tidy and avoids two views that look the same but show different filters.
8. Deleting a Saved View
1. Open the "View:" dropdown.
2. Find the view in the list and click the red trash icon on its right side.
3. The view is removed from the list immediately.
Figure 5 - A saved view in the dropdown with its red delete (trash) icon on the right.
The built-in "All" view cannot be deleted.
Note: Deleting a view only removes the saved filter combination. It never deletes any appointments, tasks or events.
9. Appointment Quick-View Popup
Figure 6 - An appointment shown on the calendar. Click it to open the quick-view popup.
Click any appointment shown on the calendar to open its quick-view popup. The popup is now wider and, for appointments, displays additional details:
• Appointment Class - for example, Individual or Facility.
• Appointment Type - the selected appointment type.
• Appointment With / Treatment Program - for an Individual appointment this shows the person the appointment is with; for a Facility appointment it shows the Treatment Program.
• Duration (min) - the length of the appointment in minutes.
• Status - the real appointment status (such as Scheduled, Completed or No-Show) instead of a generic task status. • Related To - the linked Intake Opportunity. Click it to open that record.
Figure 7 - The enriched appointment quick-view popup, showing Status, Related To, Appointment Class, Appointment Type, Appointment With / Treatment Program, and Duration.
These appointment-specific details appear only for appointments. Tasks, events and other calendar items keep their usual popup. The popup also works on mobile and in the single-day view.
Note: A detail row only appears when it has a value. If an appointment has no value for a field, that row is hidden to keep the popup clean.
10. Cancelled Appointments Free the Slot
When an appointment's status is set to Cancelled, it no longer appears on the calendar and its time slot becomes available again. This means the slot can be booked by a new appointment instead of staying blocked.
Figure 8 - After the appointment's status is set to Cancelled it no longer appears on the calendar, and its 2:30-3:30 PM slot is free again (compare with Figure 6).
11. Booking Behaviour When Creating or Editing an Appointment
CRM-3199 adds the following two safeguards on the appointment form:
Figure 9 - The Appointment form. CRM-3199 requires an available time slot to be selected here before the appointment can be saved, and clears the Start time when an appointment is duplicated.
• Slot selection required - for Individual and Facility appointments you must pick an available time slot. If you set a start time that does not match an open slot and try to save, the system blocks it and shows: "Please select an available time slot before saving."
• Duplicate clears start - when you Duplicate an appointment, the Start time is cleared so you must choose a fresh slot. This prevents accidentally re-booking the original time.
12. Quick Reference
• Save a view: calendar toolbar > "View:" (bookmark) dropdown > Save current view... • Switch view: "View:" dropdown > pick a view (or "All").
• Update a view: re-save with the new filters, then delete the old view.
• Delete a view: "View:" dropdown > red trash icon next to the view.
• See appointment details: click an appointment on the calendar.
• Free a booked slot: set the appointment status to Cancelled.