Calendar

The Calendar module helps MSPs schedule and manage client meetings, including Quarterly Business Reviews (QBRs), strategy sessions, and regular check-ins. View meetings across all companies or filter by specific clients.

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Navigating the Calendar

The calendar opens in a monthly view by default. Use the view switcher in the header to change between Day, Week, Month, and Year views. Each event card shows:

• Meeting title - The name of the meeting (e.g., “QBR” for Quarterly Business Reviews)
• Company name - Which client the meeting is associated with
• Color coding - Visual distinction between different meeting types

Hover over any event to see a tooltip with the meeting’s time, company, assigned staff, and notes without opening it.

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Viewing Options

Use the Global View dropdown at the top to:

• View meetings across all companies
• Filter to a specific company’s meetings
• See only your assigned meetings

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Filtering the Calendar

Open the filter drawer from the calendar header to narrow what’s displayed. You can search events by name and filter by:

• Event Types - QBRs, client meetings, internal meetings, training, and more
• Companies - Show only selected clients
• Staff - Show only selected team members
• Status - Including Draft, so you can find meetings that haven’t been sent yet
• Role - Filter by your team’s assigned roles

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Quick Preview

Click any meeting on the calendar to see a preview dialog: The preview shows:

• Date and time - When the meeting is scheduled
• Location - Where the meeting takes place (physical address or virtual link)
• Attendees - Who’s invited to the meeting
• Notes - Any meeting notes or preparation materials

Click Open Meeting Page to access the full meeting details and management features.

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Creating a Meeting

To create a new meeting: If any attendee is already busy at the selected time, MSPortal warns you about the conflict and shows who is busy and when. You can pick a different time or choose Schedule Anyway.

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Draft Meetings

Every new meeting starts as a draft. A draft appears on your calendar with a Draft status, so your team can see and refine it, but attendees receive nothing until you decide to send it.

• Save Draft keeps the meeting internal. You can keep editing the time, attendees, agenda, and details.
• Save & Send publishes the meeting and sends calendar invitations to all attendees.

Once a meeting is published, the meeting dialog shows its publication status, such as Pending, Synchronized, or Failed. If publication fails, use Retry publication to try again.

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Invitations, Microsoft 365, and Teams

When your tenant is connected to Microsoft 365, each published meeting creates a single organizer-owned event in the organizer’s Microsoft 365 calendar. Attendee lists are deduplicated, so every participant receives exactly one invitation with one meeting link, and updates to the meeting flow through to everyone’s calendar.

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Teams Meeting Link

Each meeting has a Teams meeting toggle that controls whether the invitation includes an online meeting link:

• Turn it on to add a Teams link to the calendar invitation. Once the meeting is published with Teams enabled, the link cannot be turned off.
• Turn it off for in-person meetings or meetings that use another conferencing tool.
• After publishing, use Join Teams meeting to join directly, or Copy Teams link to share it.

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Without Microsoft 365

Tenants without a connected Microsoft 365 calendar still send full calendar invitations. When Microsoft 365 publishing isn’t available for the organizer, the meeting dialog offers Use ICS invitations: attendees receive a standard email invitation with an ICS attachment that works with any calendar application. You can also export any meeting with Export .ics from the meeting dialog’s options menu.

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Recurring Meetings

Set the Recurrence field in the meeting dialog to make a meeting repeat. Available patterns:

• Daily
• Weekly
• Biweekly
• Monthly
• Quarterly
• Yearly

For each series you control exactly when it ends: Never, On date, or After occurrences (a set number of meetings).

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Editing a Recurring Meeting

When you edit or cancel a meeting that belongs to a series, MSPortal asks whether the change applies to:

• This occurrence - Only the selected meeting changes. The rest of the series is untouched.
• Entire series - The change applies to this and all other meetings in the series.

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Time Zones

Every meeting has an explicit time zone, set in the meeting dialog. Invitations and calendar entries land at the correct local time for each participant, including across daylight saving transitions. You can also enable Multi-timezone Display in calendar settings to show additional time zones alongside your own.

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Meeting Types

MSPortal supports various meeting types:

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Calendar Layers

Beyond meetings, the calendar carries two toggleable layers in its header:

• Appointments - MSPortal meetings, Microsoft 365 busy blocks, and appointments, service calls, and schedule entries from your PSA
• Changes - scheduled changes from MSPortal and your PSA, plus freeze windows, with conflict warnings

Each toggle shows a badge (MINE, SITE, or ALL) reflecting how much of that layer your role can see, and a layer your role has no access to is hidden entirely. Freeze windows are managed under Calendar > Settings > Freeze Windows. See Change Management for the full workflow.

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Next Steps