Submit a request

How can we help?

Articles in this section

See more

Calendar

Updated

The Insightly calendar shows your events, dated tasks, and milestones in one view.

On this page:

What it shows

Insightly includes an integrated calendar displaying all your Insightly events, your tasks with due dates or start dates, and your milestones. The iOS and Android apps include a mobile calendar view of your own Insightly tasks and events. The web calendar can also display meetings from your main Google Calendar or a Microsoft Exchange calendar (supported by many Outlook installations) through the sync option, available with Insightly paid plans. You can also subscribe to the calendar feed in other calendar apps.

ℹ️ The Insightly calendar is meant to supplement your main calendar application, not replace it. Actions like meeting invitations and scheduling appointments for others are not supported.

To view the calendar in your web browser, click the calendar icon. In the right sidebar, the checkboxes at the top show or hide your events, tasks, and milestones. The checkboxes under Also show events for display public events from other Insightly users, and the color boxes change the color of a selected item.

Above the calendar, click Today to jump to today’s date, use the left and right arrow buttons to move between time periods, switch between Day, Week, and Month views, and click New Event to add an event. Clicking an item on the calendar displays a small window with the details of the event, milestone, or task, from which you can jump to a linked item, edit the details, or delete the item.

Calendar View with Event Filter Options — The Insightly CRM calendar displays a monthly view for October 2017, showing color-coded events, tasks, and milestones. A red arrow highlights the “Show on My Calendar” panel on the right, where users can toggle visibility of their events, tasks, milestones, and other users’ events like those belonging to Frank Martin.
Calendar Navigation Controls in Monthly View — The image highlights the calendar toolbar in Insightly CRM, showing the Today button, back and forward arrows, current month label (March 2014), and Day/Week/Month view options outlined in red. These controls allow users to navigate between dates and switch calendar views when managing events and milestones.

Events

Calendar events track conferences you’re attending, gatherings you’ve organized, office holidays, and other dates. You can link events to other records to identify contacts like organizers, suppliers, or participants, along with related projects or opportunities. You cannot schedule an event for another user or invite others to an event in Insightly; continue using your calendar application for meeting invitations.

Begin creating a new event using one of these methods:

  1. From the Quick Add menu at the top of the page, select Add New Event.
  2. From a contact, organization, opportunity, or project, click the Actions menu and then Add New Event. Insightly automatically links the new event to the item you are viewing.
  3. From within the Events subtab for a contact, organization, opportunity, or project, click the Add Event button. Insightly automatically links the new event to the item you are viewing.

Enter a name, location, date, time, and description. Click the time field and use your keypad or arrow keys to enter or select a time. If your event is an all-day event, check the box for All Day Event. Choose the public or private option from the Visibility list (this option only appears if you have Simple Permissions enabled); public events can be viewed by your other Insightly users, while private events may only be viewed by you and your Insightly administrators. Fill out any custom fields you have added, then click Save.

To link an event to another record, which then displays the event on the linked record’s Activity subtab, click Add Link in the event’s Related tab and begin typing the name of the record. Insightly displays matching records as you type. Click the record you want to link and click Save.

ℹ️ All events in Insightly are displayed in your own time zone. See Changing time zone and other calendar settings to change your time zone setting.

Adding a New Event in Insightly CRM — The screenshot shows the Insightly CRM interface with a dropdown menu open from the top navigation bar, highlighting the “Add New Event” option with a red arrow. This helps users locate where to quickly create a new event from any page within the CRM.

1 Adding a New Event in Insightly CRM

 Add New Event Form in Insightly CRM — This image shows the “Add New Event” form in Insightly CRM, which includes fields for entering an event title, location, start date and time, end date and time, and an option to mark it as an all-day event. This would help users understand how to create and schedule events within the CRM platform.

2 Add New Event Form in Insightly CRM
Event Visibility Dropdown with Private Option — A dropdown menu for “Event Visibility” is shown with two options: “Public Event” and “Private Event,” with “Private Event” currently highlighted and selected. This setting controls who can view a calendar event, which is important for managing the privacy of sensitive or internal meetings within Insightly CRM.

3 Event Visibility Dropdown with Private Option

 Calendar Event Details Popup in Monthly View — The image shows a monthly calendar view for April 2014 with a popup displaying details for a “Sales pitch” event scheduled on Thursday, April 10th from 2:00pm to 3:00pm in Meeting Room 222, owned by Michael Manager. This popup demonstrates how users can quickly view, edit, or delete event details directly from the calendar without navigating away from the monthly view.

4 Calendar Event Details Popup in Monthly View

Subscribing and sharing

Customers without Calendar Sync on their accounts can view the Insightly calendar in any calendar tool that supports HTTP calendar feeds. You can view the feed but not change anything on it, and apps like Google Calendar, Outlook, and mobile apps usually update the calendar items about once a day. If you have a paid subscription to Insightly, you will see the sync options instead. To set it up, go to User Settings > Calendar Sync and choose Google or Exchange from the dropdown. Once connected, events added, edited, or deleted in either calendar update the other. The exception is items that originated on the external calendar side: once synced into Insightly, those become read-only there, so edit them back on the external calendar instead.

To subscribe to your Insightly calendar feed:

  1. Go to the Tasks tab.
  2. Click Add Tasks To Google Calendar in the right sidebar. You may have to click the Show Sidebar icon above the list.
  3. When the window appears, copy the URL provided.
  4. In your calendar app, look for an option like “Subscribe to Calendar” or “Add by URL,” paste the calendar address in the appropriate field, and add the calendar.

The Insightly calendar then displays in your list of calendars, where you can hide it, change the colors, or remove it from your calendar settings page.

To stop sharing your Insightly calendar with an external calendar, or if you encounter an error, reset your calendar address: go to the Tasks tab, click Add Tasks To Google Calendar in the right sidebar, then click the link at the end of the sentence “…you can create a new URL by clicking here.” This changes the calendar address in the message and on your calendar page.

There are two ways to share Insightly calendars through Google. You can share your Insightly calendar’s subscription link with another person, or, if you are using the Google calendar sync feature, each user can share their calendars through Google calendar settings:

  1. Open the Google calendar page.
  2. Select the gear icon and choose Settings from the dropdown menu.
  3. Select the Calendars link in the upper right of the next page to display all your calendars in a list.
  4. On the line for the Insightly calendar you want to share, click the Shared: Edit settings link. These links only appear if you have elected to sync tasks and milestones; events are synced to your main calendar.
  5. Use the sharing options that appear to share by either organization or individual email address.

See Google Integrations for notification and removal behavior.

Adding Tasks to Google Calendar via URL — A dialog box in Insightly CRM displays a unique private URL that users can add to Google Calendar to sync their tasks. The popup warns that this URL should be kept private, and provides an option to generate a new URL if the current one has been compromised.

1 Adding Tasks to Google Calendar via URL

 Google Calendar Add from URL Menu — This shows the Google Calendar sidebar menu with options including “From URL” highlighted, which is used to subscribe to an external calendar feed. A user following Insightly CRM instructions would click this option to import their Insightly calendar into Google Calendar using a provided URL.

2 Google Calendar Add from URL Menu
Google Calendar Settings Showing Insightly Synced Calendars — The image shows the Calendars tab in Google Calendar Settings, where two Insightly calendars (Insightly-Milestones and Insightly-Tasks) appear under My Calendars after a successful sync. This confirms that the integration is working correctly, as both calendars are checked to show in the list and display shared edit settings.

3 Google Calendar Settings Showing Insightly Synced Calendars

 Google Calendar Sharing Settings for Insightly Events — This image shows the “Share this Calendar” tab in Google Calendar settings, where the option to share the Insightly-Events calendar with everyone in the organization is checked and set to “See all event details.” This setting is relevant because it controls who within the organization can view Insightly-synced calendar events and how much detail they can see.

4 Google Calendar Sharing Settings for Insightly Events

Related to

Related articles

Powered by Zendesk