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Template. You can change anything about this app by describing it in its build chat. See App templates.
Keep your team and your clients looking at the same schedule. Your team creates events and invites clients, companies, and teammates as guests. Clients see their events in your client experience, accept or decline them, and get reminders before they start. Category: Trackers · Used by: your team and your clients · Works with: CRM

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Features

  • Month, Week, and Day views for your team, plus a List of upcoming events for clients
  • Events with a title, date and time or All day, location, video call link, description, and a color
  • Guests: invite clients, whole companies, and teammates to any event
  • Repeating events: daily, weekly, monthly, or a custom pattern, ending never, on a date, or after a number of occurrences
  • Up to five reminders per event
  • Drag an event to a new time, with the option to tell guests about the change
  • RSVPs: clients accept or decline, and you see each guest’s response on the event
  • Filter the calendar by guest, and keyboard shortcuts for moving around
  • The calendar also shows on each client’s and company’s page in your CRM

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How to use it

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For your team

  1. Click New event, or click a time on the calendar.
  2. Enter the Event title. From a quick-create box, click More options to see every field.
  3. Set the start and end date and time, or turn on All day. New events can’t start in the past.
  4. Optionally choose Repeat, add a location, a video call link, a color, and a description.
  5. Under Guests, add the clients, companies, or teammates who should attend.
  6. Under Reminders, click Add reminder to add up to five.
  7. Click Create event.
An event with at least one client or company guest shows on the calendar of those clients. An event with only teammates as guests stays internal.
Open the event and click Edit, make your changes, then click Save changes. You can also drag the event to a new time on the calendar.If you change the time of an event with guests, you’re asked whether to tell them. Choose Notify everyone or Don’t notify. When dragging, choose Update & notify attendees or Update without notifying.For a repeating event, choose whether the change applies to This occurrence or to This and future events. When dragging, choose This occurrence or Entire series.
  1. Open the event and click Cancel event.
  2. For a repeating event, choose This occurrence or This and future events.
  3. If the event has guests, keep Notify guests on to tell them, and optionally add a message.
  4. Click Cancel event. Canceled events disappear from every calendar.
Open an event to see its guests, with Accepted or Declined next to each one who has responded. On your own calendar, events you haven’t responded to show as an outline, and events you declined are struck through.
Click Filters and pick one or more guests to see only their events. Press ? to see the keyboard shortcuts, such as n for a new event and t to jump to today.
Open Settings from the app’s menu to choose the Default view and the Date format.

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For your clients

Clients see their events in Month, Week, Day, or List view. The list groups upcoming events by day, starting with Today. Opening an event shows its time, location, guests, and description, and Join meeting when it has a video call link.
From an open event, the client clicks Accept or Decline. Their answer then shows as Going or Not going, and they can change it. For a repeating event, the answer applies to that occurrence.
Clients can open Display preferences to choose their Default view, Time format, and Time zone.
Clients can’t create, edit, or cancel events. They only see events they’re invited to, events for their company, and events made for them. An event made for one client never shows to the other clients in their company.

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Notifications

  • When you create an event, client and teammate guests get an email and an in-product notification.
  • When you reschedule or cancel an event, guests are notified unless you choose not to. A cancellation includes your message if you add one.
  • When a client accepts or declines, the teammate who created the event is notified.
  • Reminders go to client and teammate guests at each reminder time you set on the event.
Companies you add as guests can see the event, but only clients and teammates added by name get notifications and reminders. You never get notified about your own changes. To change who’s notified or what the messages say, see Configuring notifications.

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Set it up

1

Add the template

Click Add App in the Dashboard sidebar. Find Shared client calendar under Start from a template, or scroll down to Browse all apps and pick the Trackers filter.
2

Try it as your team

The app lands in your sidebar as a draft. Create a test event and add your test client as a guest.
3

Check the client side

In the builder’s Client view, pick your test client, open the event, and accept or decline it.
4

Publish it

Publish the app with visibility set to Hidden from all people, or on plans with custom visibility, limited to your test client. Sign in as your test client to try it in the real client experience, then make it visible to the clients who should use it. See Launching apps.

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Change it with the app builder

This app is a template, so you can change anything about it by describing what you want.
1

Open the build chat

Open Shared client calendar from your Dashboard sidebar, click its name at the top, then click Switch to builder.
2

Describe the change

Write what you want the way you’d ask a teammate. Say who it’s for and where it shows up, such as your team’s calendar or the client’s event list.
3

Check the preview

The app builder makes the change and updates the preview. Switch between Team view and Client view to check both sides, and pick a client to see it as them.
4

Publish

Click Publish when you’re happy. Until you do, your clients keep seeing the last published version.
Changes people often make to this template:
  • “Let clients book a 30-minute call from the calendar”
  • “Add a Category field with Meeting, Deadline, and Milestone, and color events by it”
  • “Send reminders to every client in a company when the company is a guest”
  • “Let clients propose a new time when they decline an event”
  • “Show our team’s tasks with due dates on the calendar”
  • “Add an agenda list view to the team calendar”
See Iterating on apps for how to describe changes well and how to go back to an earlier version. To rename the app, or change who can see it and how it notifies people, click its name at the top and choose Rename app or Manage app.

Events and RSVPs

Invite clients to events and collect their responses

Client project tracker

Milestones and progress for each client project
View this template on assembly.com