Using the calendar
Run the internal calendar — month, week and day views, the Create menu, the day agenda focus filter, the appointments list, team meetings and imported external bookings.
The Calendar is your team's internal view of everything with a date on it: meetings, routines, tasks, content, internal requests, lead follow-ups, your Google Calendar events and bookings imported from other schedulers. Its subtitle says what matters most — it is internal, and clients never see it.
Before you start
You need calendar access. The lead Follow-up creator filter only appears with leads view. Google events need Google Calendar connected, and imported bookings need a connected third-party scheduler.
Meetings and client calls
Booked by you, or through a booking page
Tasks, content and internal requests
Anything you gave a calendar day
Recurring routines
Ads, reports, SEO and maintenance checks
Lead follow-ups
Scoped by creator, with leads view
Google Calendar events
Once your Google account is connected
External bookings
Read-only, from Calendly or Acuity
One internal calendar, never visible to clients
Move around
Switch views
Month, Week and Day on the view strip.
Connect Google Calendar
Connect brings your Google events onto the grid.
Create something
The Create menu offers Task, Content item, Recurring routine, Meeting or Reminder.
Narrow the day agenda
In Day view, the focus filter runs Action, Scheduled, Routines and All, each with a live count.
| Setting | What it changes | Default |
|---|---|---|
| Create → Task | One-off work due on this day. | — |
| Create → Content item | Blog posts, social work or campaign content. | — |
| Create → Recurring routine | Repeating checks such as ads, reports, SEO and maintenance. | — |
| Create → Meeting | Jumps to the appointment list for that date. | — |
| Create → Reminder | A personal reminder that does not change team visibility. | — |
| Show SEO | Shows or hides SEO Command Center automation tasks. Saved per user. | — |
| Follow-up creator | Scopes lead follow-ups to one creator. Meetings always show regardless. | — |
| Day agenda focus filter | Action, Scheduled, Routines or All. | Action |
Month view carries four counters across the top: Overdue, Due today, Blocked and High priority.
Deleting one occurrence is not deleting the routine
A recurring routine offers Delete all instances as a separate choice from deleting the occurrence in front of you. Read the confirm.
The appointments list
Appointment List on the view strip gives you a table of meetings and lead follow-ups for a date window.
| Setting | What it changes | Default |
|---|---|---|
| Appointment status | Upcoming, Cancelled or All, each with a count. | Upcoming |
| Follow-up creator | Scopes lead follow-ups only. Meetings always show. | — |
| Meeting status | open, in progress, blocked, scheduled, completed or canceled. | — |
Columns are Title, Contact, Status, Appointment Time, Calendar, Appointment Owner and Actions. Edit opens the meeting editor; Complete and Cancel act on a lead follow-up and need the leads edit permission.
A project's meeting cannot be deleted here
Meetings that belong to a project are managed from the project. The list will not delete them.
Team meetings
Internal team meetings with reminders live at WorkMeetingsTeam Meetings. Creating and editing them needs the meetings create and edit permissions.
Meetings are scheduled links, not calls hosted in Zyan
The in-session team video runtime was retired. A team meeting carries a time, a reminder and whatever join link you put on it — nothing runs inside Zyan itself.
On plans without the Google Calendar sync feature, Team Meetings is the only thing the Meetings tab shows. The full scheduling page — client calls, booking pages and booking settings — needs that plan feature.
Meetings booked with your clients
The owner-only queue of client calls on your calendar is WorkMeetingsClient Calls, shown as a day or week calendar plus a list.
- Top tiles read Booked (30d), Canceled (30d), Upcoming this week, No-shows (30d) and Needs outcome.
- A call's pill reads Upcoming, In progress, Needs outcome, Attended, No-show or Canceled.
- Filter by teammate, or by Unassigned.
- Reschedule and cancel take an optional reason.
Marking attendance is an explicit action. Nothing decides a call was attended on your behalf.
Bookings made in another tool
If your workspace has Calendly or Acuity connected, WorkMeetingsExternal bookings lists what was booked there, read-only, in a 90-day forward or backward window.
Imported bookings are a view, not a booking lane
Availability and any changes stay in the tool that owns them. These rows never create an extra Google event, a native confirmation, a reminder or a portal grant. Only the first 200 bookings load for a range — narrow the range in Calendar to see the rest.
Connecting Calendly does not by itself start imports: its webhook capability requires an eligible Calendly plan.
Where the meeting link comes from
Client bookings carry a video link from whichever provider your workspace uses — Google Meet, a connected Zoom host, or no link at all. Zoom is a workspace-level choice made under WorkMeetingsSettings, and existing bookings keep the provider they were created with even after you change the default. A disconnected Zoom account never silently falls back to another host or to Google Meet.
Troubleshooting
| Symptom | Cause | Fix |
|---|---|---|
| A banner offers Retry Calendly | Calendly data failed to load for that range | Press Retry. Only the first 200 external bookings load for a range |
| SEO automation tasks clutter the calendar | The Show SEO toggle is on | Turn it off. It is saved per user |
| A deleted recurring routine came back | You deleted one occurrence, not the series | Use Delete all instances |
| A meeting will not delete from the appointments list | It belongs to a project | Delete it from the project instead |
| Complete or Cancel does nothing on a follow-up | Those actions need the leads edit permission | Ask an owner to grant it |
| The Meetings tab only shows team meetings | The full scheduling page needs the Google Calendar sync plan feature | Check your plan, or use team meetings |
| Zoom cannot be chosen as the location | Zoom bookings are not activated for the platform, or no healthy shared host is connected | The dropdown label says which. Connect Zoom from Settings → integrations |