Connect Calendar Events

An event is more useful when everyone knows who is responsible and which customer or vehicle is involved. Add those connections while creating or editing the event.

Assign team members

1. Create a new event or open an existing event.
2. Open Managers.
3. Search for and select one or more team members.
4. Save the event.

Saving an event through Calendar sends a notification to each newly assigned team member. Calendar does not send scheduled reminder notifications.

When Spot creates or updates an event, it can save member assignments but does not currently send the assignment notification. Review Spot-created events and notify the assignee separately when the handoff is time-sensitive.

Assignments do not make an event private. Every event stays on the shared dealership calendar. Use the Members filter to focus on a person's assignments. A team member's dealership location does not limit what they can see in Calendar.

Link contacts

1. Open the event form.
2. Open Contacts.
3. Search for and select one or more contacts.
4. Save the event.

The event shows which contacts are involved. A contact does not have a separate event history, so return to Calendar to find and manage the appointment.

Link vehicles

1. Open the event form.
2. Open Vehicles.
3. Search for and select one or more vehicles.
4. Save the event.

Linking vehicles is especially useful for a Test Drive, but it does not reserve inventory or change vehicle status. Confirm the current vehicle record before the appointment.

Find connected events

Calendar can filter the shared schedule by:

• Members for assigned team members
• Contacts for customer-related events
• Vehicles for inventory-related events
• Type and Status for the work itself

Combine filters to focus on a smaller set of events. Clear all filters to restore the full shared calendar.

Storefront test-drive connections

A valid test-drive request from a branch storefront creates a one-hour Pending Test Drive event. DealerSpot links:

• The contact created or updated by the submission
• Selected vehicles that are still Listed and belong to that branch

The request does not appear in Contact Activity or automatically assign a team member. Review new storefront events, assign the right person, and add a contact note when the team needs the request to stay visible.

Practical workflows

Prepare a test drive

Link the shopper, each vehicle they want to compare, and the team member handling the appointment. Add preparation or meeting-location details to the description, then confirm the vehicles are still available before the event.

Coordinate a delivery

Use a Meeting, link the buyer and sold vehicle, assign the team members involved, and add handoff details in the description.

Own a follow-up

Use a Task, link the contact, assign one team member, and update the status as the follow-up moves from To Do to Complete.

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