Calendar FAQ
Answers to common setup and operating questions about Calendar.
For what the app is and how to set it up from scratch, see the
Calendar Overview.
Setup
Do I need to enable sync before anyone can use the calendar?
No. The calendar grid, native events, RSVP, and check-in all work without external sync.
Sync to Google Calendar or Outlook is a separate opt-in under Settings → Connect.
Enable the provider-level switch there and choose a connection mode (Per-User OAuth or Org-Enforced) before users can connect.
Who can access Calendar settings?
Only users with the Calendar App Admin role or a business-level Admin or above role can open the Settings tab.
All other users see the Dashboard, My Calendar, My Stats, Events I Host, and My Integrations tabs.
Permissions and access
Who can create events, and who can edit them?
Any user with access to Calendar can create events.
Only the event host (or a delegate acting on their behalf) can edit or delete the event.
Calendar App Admins can view non-confidential events for oversight, but editing is still restricted to the host.
What does delegation mean, and how do I set it up?
Delegation lets an assistant create and manage events on behalf of another person.
A Calendar App Admin opens Settings → Events, finds the More ways to manage events card, and clicks Manage delegation to name a principal (the leader) and a delegate (the assistant).
The delegate can then compose events that appear as hosted by the principal.
Delegation must be enabled in settings; the toggle is Allow delegation on the Invites settings group.
Why can’t some users see the Analytics tab?
The Analytics tab appears only when the user’s role matches the analytics dashboard permissions configured in Settings → Analytics.
By default, the Core and Autonomous dashboards are visible to Calendar App Admins and leadership roles, and the Connect dashboard is visible to Calendar App Admins only.
Day-to-day
How do RSVP responses work?
Invitees can respond Yes, No, or Maybe.
The Maybe option can be hidden by turning off Allow Maybe in the RSVP settings group.
When Require decline reason is on, declining requires a reason from an editable list (defaults: Schedule conflict, On leave, Not relevant to role, Other).
Invitees may also attach a free-text comment up to 500 characters if Allow RSVP comment is on.
Can I ask the host a question before the event?
Yes. Every event page has a Discussion thread at the bottom: post a comment, reply to one, and type @ to mention a colleague.
The host and their delegate are told about every comment, the person you replied to is told about the reply, and anyone you @mention is told — but only if they can see the event.
Invitees, registrants, and people on the waitlist can post; anyone who can see an open event’s listing can read the thread before registering.
Who can delete a comment on an event?
The comment’s author, the event’s host or delegate, and admins (business admins and Calendar app admins).
Deleting a comment removes its replies with it.
Can people outside my company RSVP to an event?
Yes, if the Allow external (email) attendees to RSVP via signed link setting is on (it is on by default).
External guests receive an email with a secure signed link and can respond Yes, No, or Maybe without logging in.
Turning this setting off disables the public RSVP page for the entire business.
How do recurring events work?
When creating an event the host sets a recurrence rule (daily, weekly, monthly, or a custom pattern).
Editing a recurring event offers three choices: This event only, This and following events, or All events in the series.
Admins can turn off series-wide edits via the Allow series-wide edits recurrence setting.
Open-ended series generate occurrences up to 2 years ahead by default (configurable from 1 to 10 years), with a hard cap of 3,650 instances per series.
What is natural-language quick-add?
When Natural-language quick-add is on in the Composer settings, users can type a sentence like “Lunch with Sam Friday 1 pm” in the composer and the app parses it into a structured event.
The host reviews and adjusts the result before saving.
What does conflict detection do, and how do I configure it?
Conflict detection warns hosts about double-booked attendees.
Under Settings → Conflicts, you choose a mode: Off, Suggest (badge plus alternate times), or Auto-Resolve (move with attendee consent).
Switching to Auto-Resolve requires confirmation because it moves events automatically.
External sync
Which external calendars can users connect to?
Google Calendar and Microsoft Outlook, each via OAuth.
Users can also subscribe from any app that supports iCal using a read-only feed URL.
Each provider must be enabled in Settings → Connect before users can connect.
Is sync one-way or two-way?
It depends on the provider and on an admin setting. Google Calendar sync is outbound
by default, and becomes two-way when your administrator sets Sync Direction to
bi-directional under Calendar Settings → Connect — edits made in Google Calendar then
flow back into MangoApps (a change made on both sides since the last sync is paused
for review rather than overwritten). Outlook sync is outbound only: events created in
MangoApps flow to Outlook, and changes made in Outlook do not flow back.
How do I make Google Calendar sync two-way?
Open Settings → Connect and set Sync Direction to Bi-directional (the default is One-way).
From then on, edits made in Google Calendar flow back into MangoApps for every connected Google account.
The setting has no effect on Outlook, which stays outbound only.
If the same event changed on both sides since the last sync, that event is paused for review rather than overwritten.
How often does sync run, and how far ahead does it look?
The default sync interval is 30 minutes (configurable from 5 to 1,440 minutes).
The default look-ahead is 60 days into the future (configurable from 1 to 730 days).
A Global pause sync kill switch halts all sync without disconnecting users — useful during a provider outage.
I connected my calendar but nothing is syncing — what’s wrong?
Check these in order: (1) the provider-level switch for Google or Microsoft is on under Settings → Connect, (2) the Global pause sync switch is off, (3) the user’s integration shows as connected and sync-enabled on the User Integrations tab.
If admin approval is required, the connection may be pending approval.
Check-in and attendance
How do QR code and GPS check-in work?
The host opens the event and displays a QR code (a full-screen Display-QR mode is available for on-site projection).
Attendees scan the code to check in; a typed-code fallback is available for accessibility.
GPS geo-fenced check-in uses the device’s location: the default geo-fence radius is 100 meters (configurable from 10 to 10,000 meters per event type).
When a GPS reading is low-accuracy or times out, the host can manually confirm the attendee.
Can someone check in if they aren’t on the invite list?
Only if the admin turns on Allow walk-ins in the Attendance settings.
When enabled, an unmatched check-in is recorded as a walk-in for admin review rather than being rejected.
Company Events (open registration)
How do I find events I can register for?
Open Calendar and click the Events tab. It lists upcoming open events with the date, place, and spots left; click one for details and hit Register. On your phone, the same list is under Calendar’s Events section. Your own sign-ups are under My registrations.
If you don’t see an Events tab, Company Events isn’t turned on for your workspace yet — that’s an admin setting.
What happens when I register for an event?
It lands on your calendar like any invitation you accepted: you get the event’s reminders, the join link if it’s online, and you can check in on the day. You can cancel any time from the event’s page or from My registrations — cancelling frees your spot for the next person.
The event is full — what does joining the waitlist do?
You take a numbered place in line. The moment someone gives up a seat, the first person on the waitlist gets it automatically and is notified — no re-registering needed. When that happens, the event lands on your calendar just as if you’d registered directly.
Why does an event say “This event isn’t open to you”?
The organizer limited registration to specific groups, and you’re not in one of them. Events with no group restriction are open to everyone in the company.
Do I get points for attending an event?
Yes, when your workspace runs Levels & Badges: checking in at an event you registered for earns 15 points (up to two events per day count). Signing up alone doesn’t score — showing up does.
How do I open my event for registration?
On your event’s page, expand Open for registration. Set the capacity (leave it blank for unlimited), whether to run a waitlist, an optional registration window, a short summary, and who can register. Save, then click Publish to Events — the event appears on the Events tab immediately. Recurring series work too: registering signs someone up for every session, the listing shows the next session, and reminders and check-in run per session. Everyone who registers or joins the waitlist gets a confirmation email with the event on an attachable calendar invite, a waitlisted person is emailed again the moment a seat becomes theirs, and cancelling sends a confirmation with a link to register again while registration is open. The panel also shows the event’s own numbers (registered, waitlisted, attended, cancelled) and an Export roster (CSV) button — name, email, status, registration and check-in times.
Who can open events for registration?
That’s the “Who can open events for registration” setting in Calendar Settings: everyone, managers and admins (the default), or admins only. You also need to be the event’s host (or a delegate or admin) to manage its registration.
How do capacity and the waitlist behave?
A blank capacity means unlimited. When the event is full and the waitlist is on, new sign-ups join the waitlist in order. When someone cancels, the first waitlisted person is promoted automatically and notified — the seat is never left empty while people wait.
When does registration close?
By default, when the event starts. You can also set an explicit open and close time in the registration settings, or click Close registration at any point — that stops new sign-ups while everyone already registered keeps their seat, their reminders, and check-in.
How do I run the event on the day?
The Open for registration panel shows the roster — everyone registered and waitlisted. Check people in the way you would for any event (QR, GPS, or manually); a registrant who checks in shows as Attended on the roster.
How do I tell the company about my event?
Click Announce… on the registration panel. It opens the composer with a ready-to-send post — the event’s name, time, place, and a registration link — and you choose how loudly it lands, from a feed post to a broadcast.
Can I bring in events from a spreadsheet?
Yes — Import events on the Events tab. One row per event, with columns for the event name, date, start and end time, place, seats, waitlist, and details. Each row lands already published on the Events tab, ready for registrations. This is the fastest way to move an old sign-up sheet over.
Can a live stream be opened for registration, and how do people watch it?
Yes. When a host schedules a stream in Livestreaming and ticks Open for registration under Events, its calendar entry is published on the Events tab for everyone, so people outside the stream’s audience can register and get the reminder and watch link.
The calendar event page shows the stream’s state: the start time before it airs, a Watch live button while it streams, and Watch recording once a recording is ready.
Anyone who watches the stream while registered is marked Attended on the roster, the same as a QR check-in at an in-person event.
The switch only appears when Company Events is on, the host may open events for registration, and Livestreaming is set to mirror streams onto the calendar.
Can I use Ask AI for an event’s discussion or its live stream?
Yes. Ask the Calendar agent what people are saying about an event (“what are people saying about the volunteer day”) and it reads the discussion thread — top-level comments with their replies — for any event you can see or hold a seat on.
Ask it to post a comment or reply (“ask on the volunteer day thread whether parking is free”) and it posts as you after confirming; the host and anyone you replied to are notified exactly as from the event page. Plain text only — @mentions need the event page.
For a streamed event, “how do I watch the town hall” returns the stream’s state — scheduled, live, or recording ready — with the watch link. The same answers are available to Claude through the MangoApps connector.
How do I turn Company Events on, and where else do open events show up?
It’s the Company Events switch on the Events tab of Calendar Settings — off by default, so turning it on is your call per workspace. Once on, open events also appear on the home dashboard’s Upcoming Events card, in company search results, and on Digital Signage screens that show event content.
When something looks wrong
My event disappeared — what happened?
If the event was part of a recurring series and someone edited “this and following events,” the series splits and earlier occurrences may have moved to a different parent record.
Check whether the event was cancelled by looking at the event’s audit log.
Confidential events are completely hidden (not just locked) from non-invitees — a user who was removed from the invite list will not see the event at all.
Why didn’t I get a post-event feedback survey?
Automatic feedback surveys are on by default, sent 30 minutes after an event ends.
Check that Auto-send post-event surveys is still on in the Feedback settings.
For recurring events, the Recurring event policy setting controls whether surveys go out after every occurrence, only the first, or only the last.
Licensing and limits
Does Calendar require a licence?
Yes. An administrator enables Calendar for the organization from Admin → Apps Marketplace; nothing works for employees until that is done.
Company Events is a separate switch inside Calendar Settings and is off until an admin turns it on.
What are the limits I should know about?
| What | Default | Configurable range |
|---|---|---|
| Attendees per event | 5,000 | 10–50,000 |
| File attachments per event | 10 | Fixed |
| Attachment size per file | 25 MB | 1–1,024 MB |
| Reminders per event | 5 | Fixed |
| Custom event types per business | 10 (plus 9 pre-built) | Fixed |
| Event duration | 1 minute–365 days | Fixed |
| Sync frequency | 30 minutes | 5–1,440 minutes |
| Sync look-ahead | 60 days | 1–730 days |
| Recurrence horizon | 2 years | 1–10 years |
| Max instances per recurring series | 3,650 | Fixed |
| RSVP comment length | 500 characters | Fixed |
| Event title length | 255 characters | Fixed |
| Event-type name length | 1–20 characters | Fixed |
| Default geo-fence radius | 100 meters | 10–10,000 meters |
| Check-in validity window | 15 minutes before/after | 0–240 minutes |
| ICS import | 200 events per file | Fixed; file size up to 1 MB |
| Registration capacity (Company Events) | Unlimited (blank) | 1–100,000 seats per event |
| Default capacity prefill (Company Events) | 0 (unlimited) | 0–100,000 |
| Waitlist on by default (Company Events) | On | On / Off |
| Who can open events for registration | Managers and admins | Everyone / Managers and admins / Admins |
More help
- Calendar Overview
- Ask AI — the assistant answers Calendar questions from these articles.