Calendar Events
Create and manage meetings, test drives, and tasks with clear timing, ownership, and status.
Create an event whenever the dealership needs a shared record of work at a specific date or time. The event can stand alone or connect to team members, contacts, and vehicles.
Create an event
- Open Calendar.
- Select New event, or select an open date or time in Month, Week, or Day view.
- Choose the Event Type.
- Choose the Event Status.
- Enter the Event Title.
- Set Start Time and End Time.
- Add optional details and associations.
- Select Create Event.
A new event starts as a one-hour Meeting with Pending status. Review those defaults before saving.
Event details
| Field | Required | How it works |
|---|---|---|
| Event Type | Yes | Meeting, Test Drive, or Task |
| Event Status | Yes | To Do, Pending, or Complete |
| Event Title | Yes | The label shown throughout Calendar |
| Start Time | Yes | Beginning of the event |
| End Time | Yes | Must be later than Start Time for a timed event |
| Description | No | Context or instructions for the team |
| All Day | No | Switches Start and End to date-based controls |
| Managers | No | Team members assigned to the event |
| Contacts | No | Contact records involved in the event |
| Vehicles | No | Vehicle records involved in the event |
For an all-day event, the end date cannot be before the start date.
Edit or complete an event
- Select the event in Calendar.
- Change its fields in Edit Event.
- Update the status when the work moves from To Do to Pending or Complete.
- Select Update Event.
Changing status updates only the calendar event. It does not change a linked contact, vehicle, or transaction.
Move an event on the calendar
Drag an event to a new date or time in Month, Week, or Day view.
- Month view changes the date and preserves the event time.
- Week and Day views snap the new start time to a 15-minute interval.
- Dragging preserves the event's existing duration.
Open the event after moving it when you need to confirm the exact Start Time and End Time.
Delete an event
- Select the event.
- Select Delete.
- Confirm Delete Event.
You cannot restore a deleted event from Calendar. Deleting it does not delete linked contacts or vehicles.
Create each event separately
Calendar does not repeat events, send scheduled reminders, copy events, or connect to an outside calendar. Saving through Calendar notifies newly assigned team members. Assignments made by Spot do not send that notification.
Practical workflows
Customer meeting
Create a Meeting, set the appointment time, link the contact, assign the team member responsible, and keep the status Pending until the meeting is complete.
Test drive
Create a Test Drive, link the shopper and the vehicles they plan to drive, then add preparation details in the description. A valid storefront test-drive submission can create this one-hour Pending event automatically.
Follow-up task
Create a Task with the date and time the follow-up is due. Assign the team member who owns it and mark it Complete after the work is finished.