Calendar

The Calendar pulls together everything date-related in ORCA and shows it on a single view. To-dos, logged meetings, communication follow-ups, and standalone events all appear in one place, colour-coded by type.

Open it from the Calendar entry in the main navigation.

If you do not see Calendar in your navigation, it has not been enabled for your account. An Admin user can request it be turned on by contacting your ORCA account manager.

What Appears on the Calendar

The calendar merges four sources of date information across your account:

To-dos appear as all-day events on their due date. A completed to-do is shown with a strikethrough title and muted colour so it stays visible without drawing attention. See Assignable To-Dos for how to create and manage them.

Meetings are logged interactions (calls, visits, sessions) with a date. If a time was recorded, they appear as timed blocks; without a time, they show as all-day events. See Meetings for the full picture.

Communication follow-ups appear when a logged communication has a follow-up date set. They are scoped to the user they were assigned to. See Communications for details.

Events are standalone calendar entries created directly in the calendar or from a record. They have a type, optional location, notes, assignees, and can be linked back to a specific record. These are covered in more detail below.

Views

Use the view dropdown in the toolbar to switch between:

• Week (default) - a timed grid, one column per day, showing events as blocks at the correct time
• Day - the same grid zoomed into a single day
• Month - a monthly overview; events appear as colour-coded pills
• List - a compact chronological list, useful on mobile or for a quick agenda scan

Use the Prev, Today, and Next buttons to navigate between periods. The calendar defaults to List Week view on small screens.

Filters

Click the Filters button in the toolbar to open the filter panel. A small dot appears on the button when any filter is active.

Event categories - toggle To-dos, Comms follow-ups, and Events on or off. Useful if you want to focus on one type without the others getting in the way.

Event types - if your account has custom event types set up (see below), each type appears here with its colour swatch. Tick and untick to show or hide specific types. Use "Show all" to reset, or "Select all" to tick everything.

Assignees - filter the calendar down to one or more team members. All users on the account are listed. Use "Show all" to clear the filter.

Filter settings are saved per browser, so they persist between sessions without needing to be reconfigured each time.

Adding an Event

Click Add Event in the top-right of the toolbar to open the new event form. You can also click or drag on the calendar grid itself to open the form with the date and time pre-filled.

Fill in:

• Title - required
• Type - pick from your account's event types (see below)
• Start and end date/time - or tick All day to remove the time fields
• Location - free text; used for directions in the event detail
• Notes - any context you want attached to the event
• Assignees - one or more team members

Save to add the event to the calendar immediately.

Event Types and Colours

Events are colour-coded by type. Types are managed in Settings > Picklists - look for the picklist with the calendar category. Each option gets a background colour, text colour, and border colour that carry through to the calendar display.

Setting a default type means it is pre-selected in the new event form, saving a step for your most common event category.

Linking Events to Records

Events can be linked to a custom section record, so a visit or appointment sits directly against the relevant entry in your pipeline or project tracker.

To create a linked event from a record, open the record's show page and use the Add Event action. The event form opens pre-linked to that record. Once saved, the event appears on the calendar and the record detail shows the appointment.

When you open the event on the calendar, the detail panel shows:

• The linked record title, with a direct link to open it
• The contact associated with the record: name, email, and phone
• The contact's address, formatted and tappable as a maps link
• A Street View preview of the address (where coordinates are available)
• Quick-action buttons to email, call, or get directions (Google Maps and Apple Maps)

This makes the calendar useful as a day-planner for field teams: everything needed before a visit is in the event itself.

See Working with Records for more on records.

Partner Portal Bookings

When a partner submits a lead via the Partner Portal and the Sales tool is active on your account, they can book an appointment slot at the same time as submitting the lead. That booking lands directly on the calendar as a linked event.

The Partner Portal checks real-time slot availability against existing calendar events, so the same slot cannot be double-booked. Once the lead is submitted, the event appears on the calendar already linked to the new record, with no manual diary work needed on your side.

See Partner Portal for how to set up and configure feeds.

Rescheduling by Dragging

Events can be dragged to a new date or time directly on the calendar. Drop the event in the new slot and the change saves immediately. This works across all four event types in the week and day views.

In month view, dragging moves the event to a different day. In the time grid views, you can also resize a timed event by dragging its bottom edge to adjust the end time.

Related

• Assignable To-Dos - create and assign tasks that appear as all-day events
• Meetings - log interactions that appear as timed calendar events
• Communications - set follow-up dates on communications
• Working with Records - link calendar events to section records
• Partner Portal - partner bookings that feed into the calendar automatically