---
title: How To Create, Edit, And Manage Calendar Events
description: Create, edit, and manage calendar events in Exterio. Covers project vs standalone events, crew and asset assignment, conflict warnings, and calendar sync.
---
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# How To Create, Edit, And Manage Calendar Events
## The calendar is where your sales appointments, inspections, jobs, and installations get scheduled — with the right people, the right crew, and the right information attached. Events sync both ways with your connected Google or Outlook calendar.
### When would I use this?
- Booking a sales appointment with a homeowner
- Scheduling an installation across several days with a crew assigned
- Setting an inspection and making sure the inspector is actually free
- Giving a crew the scope of work they’ll see in the mobile app
### Where is the calendar?
Click **Calendar** in the left-hand navigation menu.
### How do I book an event?
Select your desired time on the calendar. The **Schedule Event** modal opens.
### What’s the difference between a project event and a standalone event?
| Type | What it’s for |
| --- | --- |
| **Project event** | Tied to a project you’re managing. Automatically identifies who you’re meeting with and which project it belongs to. |
| **Standalone event** | Not tied to a project. You can optionally identify a contact. Best for personal items and reminders. |
**Project events are the common case** — installations, inspections, and sales appointments all belong to a job.
When you select a project, Exterio automatically fills in the event title, the primary contact on the project, and the default team member attending. All of it is editable.
### What are event types?
Event types are configured for your account — for example, sales appointments, jobs, inspections, and installations. You control which types exist.
The type you choose changes what options you get:
| Type | What becomes available |
| --- | --- |
| **Sales appointment** | Choose which team member or members attend |
| **Jobs, inspections, installations** | Multi-day scheduling, crew member assignment, and a Foreman portal |
### What is the Foreman portal?
A way to attach the scope of work and whatever information the crew needs to the event. Once they’re assigned, the crew sees it in the mobile app.
### How do I set the date, time, and attendees?
Set the **date**, **duration**, and **time**, then select who’s attending.
**Scheduling conflicts show in amber.** Any time slot where a selected team member is already booked is flagged. Remove the conflicting team member and the available windows show clearly in white.
You can still book someone who has a conflict — you just have to acknowledge that they’re not available.
### Can I add notes to an event?
Yes. Add notes for additional context before booking.
When you’re ready, click **Create Event**.
### Does the customer get notified when I book an event?
Automated text and email notifications to the customer are configured **by event type**, in **Settings → Event Types → Config**.
Whether a homeowner gets a confirmation depends on how your account has set up that event type — so check your configuration before assuming an appointment confirmation went out.
### What extra fields do installations have?
| Field | What it does |
| --- | --- |
| **Work type** | Designates which service is being performed that day — essential on multi-service projects |
| **Field users** | Assign who’s doing the installation |
| **Physical assets** | Pull from your asset library to attribute equipment to the event, which prevents double-booking. Assets are managed in **Settings → Field Assets**. |
### How do I schedule a multi-day job?
Jobs support multi-day scheduling:
- Add **additional days** that don’t need to be consecutive
- Set a full **date range** with a start and end day
- Set **specific times** for part-day events
### How do I use a portal template?
Select the **portal template** you want to give the assigned crew — the experience that tells them what needs to be done and shares the information you want them to have.
After selecting a template, you can **edit it for this project specifically**, making tweaks without changing the template itself.
Building form and portal templates is covered separately.
### How do events display on the calendar?
- **All-day events** appear in the all-day section at the top
- **Part-day and hourly events** appear in their time slot
### How do I review an event?
Click the event to open the event card, which shows:
- Primary contact
- The project, with a link to open it
- The project address — click for driving directions
- Team members attending
- Crew attending
- Assets attending
- A preview of the field portal
### How do I edit or delete an event?
**To edit:** click **Edit Event** and make your changes.
**To delete:** click **Edit Event**, then **Delete**. Confirm in the confirmation window, and the event is removed from the calendar.
**To reschedule quickly:** drag and drop the event to a different time or day. The event updates automatically.
### Do events sync to Google or Outlook?
Yes, in both directions. Events you create in Exterio appear on your connected Google or Outlook calendar, and events from those calendars appear on your Exterio calendar.
### Tips and gotchas
- **Don’t override a conflict without knowing why.** The amber warning exists because someone is already booked. Acknowledging the conflict is sometimes right — a rep can do two things in one trip — but double-booking a crew on an install day costs you a day of production.
- **Assign physical assets on install days.** Equipment double-booking is the kind of problem nobody catches until two crews show up expecting the same lift. If you’ve built an asset library in Settings → Field Assets, use it.
- **Set the work type on multi-service jobs.** A project doing roofing and gutters has install days for each. Without work type, nobody looking at the calendar knows which crew is needed.
- **The portal is what the crew actually sees.** Scheduling an install without a portal template means the crew arrives with a time and address and nothing else. Edit the template per project where the job has anything unusual about it.
- **Use project events, not standalone, for anything job-related.** Standalone events don’t carry the contact or the project, which means they don’t show on the job and don’t help anyone but you. Reserve them for personal reminders.
- **Drag and drop is fast — confirm the customer knows.** Moving an appointment updates the system and your connected calendar. Whether it tells the homeowner depends on your event type notification settings. If you’re moving an appointment someone took a morning off work for, call them.
- **Check the address before install day.** The event card gives driving directions from the project address. If the project address is wrong, the crew goes to the wrong house. See *How to Create a Project*.
- [How To](https://www.getexterio.com/help/how-to?hsLang=en#main-content)
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- [Projects](https://www.getexterio.com/help/how-to?hsLang=en#projects)
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- [Customer Portal](https://www.getexterio.com/help/how-to?hsLang=en#customer-portal)
- [Proposals](https://www.getexterio.com/help/how-to?hsLang=en#proposals)
- [Calendar](https://www.getexterio.com/help/how-to?hsLang=en#calendar)
- [Overview](https://www.getexterio.com/help/overview?hsLang=en)
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