Connect a calendar and manage events

Connect your Google Calendar or Outlook Calendar and your events show on the Calendar page in the sidebar. From there you create and move events, and link them to your customers’ records. A record is one entry in Mesy, such as one customer, company or deal.

Each person connects their own calendar and sees only their own events here.

Connect Google Calendar or Outlook Calendar

To connect your first calendar:

1. Open Calendar in the sidebar.
2. Under Connect a Calendar, click Google Calendar or Outlook Calendar.
3. Sign in to Google or Microsoft.
4. Allow Mesy to use your calendar. On Google’s screen, keep the calendar permission ticked.
5. Mesy brings you back to the Calendar page and shows “Google Calendar connected” or “Outlook Calendar connected”.

To connect the other one later, find it under My Calendars on the left of the Calendar page. Its row says “Not connected”. Click the row and sign in the same way.

Settings also lets you connect or disconnect a calendar. See Connect and disconnect integrations.

If you later connect a different Google or Microsoft account, Mesy removes the old calendar’s events and their links to records. It shows a message such as “Google Calendar connected. Events from the previous calendar were removed”.

Find your way around the calendar

The page opens in Week view on a computer and Day view on a phone. Switch with Day, Week and Month at the top.

• Use the arrows to step back or forward, and Today to come back to today.
• Click the date at the top to pick any date. The view stays the same.
• On the left, click a day in the small calendar to open it in Day view.
• Upcoming on the left lists your next five events and tasks, from today to 14 days ahead. Ones that have already ended are struck through. Click one to open its day.
• Under My Calendars, tick or untick Google Calendar, Outlook Calendar or Tasks to show or hide them. Mesy remembers your choice on this device.
• Type in the “Search events…” box to show only events whose title or description contains those words. Tasks stay on the calendar while you search.
• The small label next to the date shows your device’s time zone. The calendar and the event form use it.
• An open event shows its times in your Event detail timezone. You set it in Settings on the Appearance tab. See Change how Mesy looks.

On a phone, the left side is hidden. Buttons named Google, Outlook and Tasks at the top show or hide each calendar. Only connected calendars get a button.

Tasks appear on the calendar on their due dates. See Create and track tasks for how they work there.

To see when you are free, click My availability at the top. Admins see Staff availability instead, which also shows the rest of the team. See Check who is free and set working hours.

Colour your events

The menu at the top starts on Color: Provider, which colours events by their calendar. Change it to:

• Color: Category to use the colour you gave a Google event. Outlook events get one colour for each category name, which may not match the colour in Outlook.
• Color: Deal stage to use the colour of the linked deal’s stage (the step the deal has reached).

An event with no colour or no linked deal keeps its calendar’s colour. Mesy remembers your choice.

Use keyboard shortcuts

The Calendar page has these shortcuts. They don’t work while you’re typing in a box.

• T goes to today.
• D, W and M switch to Day, Week and Month.
• The left and right arrow keys step back and forward.
• N opens a new event.
• Esc closes an open event.

Create an event

To create an event:

1. Click New Event, or drag across an empty time in Day or Week view.
2. Leave the switch at the top on Event.
3. If both calendars are connected, pick Google Calendar or Outlook Calendar under Calendar.
4. Type a title in Summary.
5. Set Start and End, or tick All day.
6. Add a Location and Description if you need them.
7. Under Attendees, type each person’s email and press Enter.
8. Click Create Event.
9. Mesy shows “Event created” and the event appears on the calendar.

Google or Outlook sends the invitations to your attendees.

In Day or Week view, a click on an empty time also opens the form. It sets up a one-hour event from the start of the half hour you clicked in. A click in the all-day row at the top opens the form with All day ticked. If an event panel is open, your first click only closes it. In Month view, clicking a day opens it in Day view.

To create a task instead, switch to Task at step 2.

Open, edit and delete an event

Click an event to open it. The panel shows the time, place, Description, Organizer and who’s coming. If a Google event was set in another time zone, a line such as “originally Wed, Sep 23, 9:00 AM GMT+1” shows its own time. To join a video call, click Join video call. To open the event in Google or Outlook, click Open in Google Calendar or Open in Outlook.

The edit and delete buttons appear only on events you organised or created in Mesy. On other people’s invitations, only the organiser can make changes.

To edit an event:

1. Click the pencil button (Edit event).
2. Change what you need.
3. Click Save Changes.
4. Mesy shows “Event updated. Attendees will be notified”, and Google or Outlook emails your attendees.

To delete an event, click the bin button (Delete event). Then click Delete Event to confirm. Before you confirm, Mesy tells you whether your attendees will be notified.

When you change a repeating event, Mesy changes only the date you opened. A note at the top of the panel tells you when an event repeats. To change the whole series, open it in Google Calendar or Outlook.

To ask Mesy AI (the AI you chat with) about an event, click the Mesy button (Ask AI about this event) in its panel.

Move or resize an event by dragging

In Day and Week view, drag an event to a new time or day. Drag its bottom edge to make it longer or shorter. Times move in 15-minute steps. In Month view, drag an event to another day.

Only events you can edit move this way. To ask Mesy AI about any event, drag it onto the Mesy AI bar, the box that says “Ask Mesy anything…”. The event stays where it is.

If the event has attendees, Mesy asks “Reschedule this event?” before it changes anything:

• For a Google event, you can skip the email. Untick the box, for example Notify 2 attendees by email, then click Reschedule silently.
• Outlook always emails attendees, so click Reschedule.

Press Esc or click Cancel to put the event back.

Link an event to a record

Linking an event to a record puts it in that record’s history.

Mesy links an event for you when an attendee’s email matches a record you can see. These links show a small AUTO tag.

You need permission to edit a record to link or unlink it. To link a record yourself:

1. Open the event.
2. Under Linked records, click Link record.
3. Click the record type, such as your contacts or deals list.
4. Search for the record and click it.
5. The record’s name now shows under Linked records.

Click a record’s name to open it. To remove a link, point at the name and click its cross. On a repeating event, a link covers only that date.

When an attendee leaves an event, Mesy removes their AUTO link. If you remove an AUTO link yourself, it comes back the next time Mesy fetches that event from Google or Outlook.

Each linked event shows on the record’s Timeline (its history) at its start time. If the event moves, it moves on the Timeline too. If you remove the link, it leaves the Timeline. Anyone who can see the record sees the event’s title and time, even though your calendar stays private.

A record’s side panel also has a Meetings tab. See Work a record.

Keep the calendar up to date

When you open the Calendar page, Mesy fetches your latest events, unless it did so in the last two minutes. A label such as “Synced 5m ago” shows when it last did.

Click Sync to fetch the latest events now. Mesy fetches only the calendars you have ticked under My Calendars.

If something doesn’t work

• If a red banner says “Google Calendar connection error”, Mesy has lost access to that calendar. Click Reconnect in the banner, or click the calendar’s row under My Calendars, and sign in again.
• If New Event is greyed out, Mesy has lost access to all your calendars. Reconnect one first.
• If connecting Google fails with “Insufficient permissions”, connect again and keep the calendar permission ticked.
• If you use Outlook with a work account, your IT admin may need to approve Mesy before you connect. See Get your IT admin’s approval for Outlook.
• If the calendar shows “Couldn’t load events.”, click Retry.
• If Sync says “Google: synced 0 events” (or “Outlook: synced 0 events”), there was nothing new to fetch, or Mesy fetched in the last 30 seconds.
• If a move fails with “Event changed in Google. Calendar refreshed” (or “in Outlook”), someone changed the event in Google or Outlook first. Mesy shows where it is now. Move it again if you need to.
• If saving fails because someone changed the event in Google or Outlook, Mesy keeps your edits in the form. Click Save Changes again.
• If Mesy says “Event was deleted in Google” (or “in Outlook”), the event is gone from that calendar, so there’s nothing to change.