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 → Sync & 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, Company Events (when it is turned on), 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.
Normally only the event host (or a delegate acting on their behalf) can edit or delete the event — with two exceptions. A host can let guests edit the event (or only invite others) under the event’s guest permissions. And when the host has left the organization, a Calendar App Admin can cancel the non-confidential event they left behind, and edit it too if they were invited to it.
Calendar App Admins can otherwise view non-confidential events for oversight, but cannot edit them.
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, and in the Invites card clicks Manage Delegation (under Allow 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 answer Going, Maybe, or Can’t go — the same three words on the event page, the phone, the invitation email’s buttons and the public RSVP page. On the host’s Responses card anyone who has not answered is listed under No response.
The Maybe option can be hidden by turning off Allow Maybe in the RSVP settings group.
When Require a reason for Can’t go is on, answering Can’t go asks for a reason from an editable list, Reasons for Can’t go (defaults: Schedule conflict, On leave, Not relevant to role, Other).
Guests can also add a note for the host to their answer, up to 500 characters, if Allow RSVP comment is on.
To write to one group, the host opens it on the Responses card and presses Message: Messages opens with that group’s people already added, and nothing is sent until the host sends it. Guests invited by email only are not in Messages, so they are left out, and the card says how many.
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 Let guests answer from the invitation email without signing in setting is on (it is on by default).
External guests receive an email with a secure signed link and can answer Going, Maybe, or Can’t go without logging in.
Turning this setting off turns off that page for your whole company: guests without an account can’t answer.
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, This and Following Events, or All Events.
Admins can stop This and Following Events edits with the Allow series-wide edits recurrence setting; edits then apply to one date or to the whole series.
Open-ended series generate occurrences up to 2 years ahead by default (configurable from 1 to 10 years), with a cap of 3,650 occurrences per series by default (configurable from 1 to 10,000).
Where do I find last week’s event on my phone?
Calendar on your phone lists today and the six days after it. The arrows either side of the dates show the seven days before or after, as far back or ahead as you need, and Today brings you back. Tap an event to open it — its discussion, and the feedback survey when one was sent to you — and the back arrow returns you to the same days.
Can I book a meeting room for my event?
Yes, when your organization uses the Bookings app and it is open to you. In the event composer, click Book a Room beside Address or room: it lists the organization’s meeting rooms for the time you picked — rooms that seat your whole guest list first — and says why a room can’t be booked (taken, outside its bookable hours, or longer than it can be booked for). The room you choose is reserved in Bookings for each in-person date of the event; dates further ahead than the room allows are booked automatically once they come inside its booking window. The room belongs to every date of a repeating event — if it is taken on one date, you are told, and you can move that date to a time the room is free or pick another room for every date. Cancelling a date, the event, or switching it online gives the room back. An all-day event doesn’t hold a room. Desks and equipment are booked in the Bookings app itself.
What is natural-language quick-add?
When Natural-language quick-add is on in the Composer settings, users can type a sentence like “Sync every Wed 10:30 AM in Room 4B” 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 → Smart Calendar → Conflicts, you choose a mode: Off, Suggest (badge plus alternate times), or Auto-Resolve (Calendar moves the event to a free time after a response window; the person with the conflict can keep the current time by dismissing it on the event page, the host by turning on Don’t auto-move this event, and the move can be undone for 60 minutes).
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 → Sync & Connect before users can connect.
How do I connect my own Google or Outlook calendar?
Open Calendar → My Integrations and press Connect on the Google or Outlook row under Your calendars (you can connect one of each); for a read-only feed in any other calendar app, choose Subscribe to Your Calendar.
Everyone with Calendar can open My Integrations — the Settings tab is for Calendar admins.
If a provider is missing from the list, your organization has not turned it on, or does not let people connect their own calendars; a Calendar admin changes that under Settings → Sync & Connect.
Ask AI can check whether your calendar is connected and syncing, but it cannot connect one for you.
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 Settings → Sync & Connect and turns off Make events read-only
(on by default). Through Calendar Connect, edits made in Google Calendar to Calendar
events then flow back into OneMango. Change an event in one place: when the same event
also changed in OneMango before the two synced, the edit made in Google can be overwritten.
Through a person’s own Google connection, edits to task, mentoring-session and 1:1 copies
flow back. Shifts, leave, holidays, interviews and training deadlines never change from a
calendar: they change only in OneMango, where the people they affect are told. Outlook sync is outbound
only: events created in OneMango flow to Outlook, and changes made in Outlook do not
flow back.
How do I make Google Calendar sync two-way?
Open Settings → Sync & Connect, set Sync direction to Bi-directional (the default is One-way) and turn off Make events read-only (on by default — while it is on, edits made in Google Calendar to OneMango’s events are not copied back).
From then on, edits made in Google Calendar flow back into OneMango for every connected Google account: to Calendar events through Calendar Connect, and to task, mentoring-session and 1:1 copies through a person’s own Google connection.
Shifts, leave, holidays, interviews and training deadlines never change from a calendar — they change only in OneMango.
The setting has no effect on Outlook, which stays outbound only.
Change an event in one place: when the same event also changed in OneMango before the two synced, the edit made in Google can be overwritten.
How often does sync run, and how far ahead does it look?
The default sync interval is 15 minutes (an admin can choose every 15, 30 or 60 minutes).
A person’s own Google or Outlook connection looks 30 days ahead (fixed); Calendar Connect’s Google sync reads up to a year ahead.
A Global pause sync switch stops Calendar Connect syncing in both directions without disconnecting anyone — 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 → Sync & 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.
Check-in and attendance
How do QR code and GPS check-in work?
This works for events whose type’s Attendance is Check-in code, Location, or Code or location.
The host opens the event and displays the check-in code and its QR code (Display QR opens a full-screen version for on-site projection).
Attendees scan the QR code with their phone camera, which opens the event’s check-in with the code filled in, then press Check In — or they type the code under Attendance on the event.
Location check-in uses the phone’s location, inside the event’s Location check-in area, which its host sets on the event. Its radius is the event’s own, else its type’s Location check-in radius (meters), else Default location check-in radius (meters): 100 meters out of the box, from 50 to 10,000.
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 instead of being turned away.
Company Events (open registration)
How do I find events I can register for?
Open Calendar and click the Company Events tab. It lists upcoming open events — and, when your workspace uses Training, the instructor-led training sessions you can book — with the date, place, and spots left. Hit Register on a card, or click the event’s title first to open its page. A training session’s Register, Switch and Cancel are Training’s own, so the seat also shows on the course page. Use the Everything picker above the cards to see only company events or only training sessions. On your phone, the same list is under Calendar’s Company Events section. Your own event sign-ups are under My Registrations.
If you don’t see Company Events in Calendar’s menu on the left, Company Events is turned off for your company — 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 host 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 Company Events — the event appears on Company Events 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 gets a notice in their Notifications, and anyone with an email address also gets a confirmation email with the event on an attachable calendar invite. Joining the waitlist, getting a seat from it and cancelling are each told the same two ways: the waitlist email carries no invite, the seat email does, and the cancellation email links 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, people with direct reports, and admins (the default); or Business admins and Calendar app admins only. In both, admins means business admins and Calendar app admins. 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 Company Events. 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 Company Events, ready for registrations. This is the fastest way to move an old sign-up sheet over.
Can a Town Halls session be opened for registration, and how do people watch it?
Yes. When a host schedules a session in Town Halls and ticks Open for registration under Company Events, its calendar entry is published on Company Events for everyone, so people outside the session’s audience can register and get the reminder and watch link.
The calendar event page shows the session’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 Town Halls is set to mirror sessions 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 OneMango 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 — on for workspaces created since September 2026 and off for earlier ones, so an admin may need to turn it on. 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.
If the host cancelled it, everyone invited was sent an Event cancelled notice and email naming the event — check your notifications, or ask the host. An event that had already happened is deleted rather than cancelled, and nobody is told.
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 off until an admin turns on Auto-send post-event surveys in the Feedback settings, and an event only sends one when its event type has a survey linked (Post-event survey on the event type form, or the per-type map in the Feedback settings). The Surveys app must be on too. The survey goes out 30 minutes after the event ends (the Send delay setting).
Who gets the survey decides who counts as an attendee: everyone who answered Going or Maybe plus anyone who checked in (the default), or only the people who checked in — an event that takes no attendance still surveys the people who answered Going or Maybe. The event’s host never gets its survey.
For recurring events, the Survey for recurring events setting controls whether surveys go out after every occurrence, only the first, or only the last; an event type can set its own policy, which wins. A change to the policy applies to every survey that hasn’t gone out yet.
A survey is only ever sent for a session that ends after the event was saved: an event added after it had already happened, or an old series you edit, doesn’t survey past sessions.
If the event page says no survey will be (or was) sent, it names the reason — for example, the linked survey has no questions yet or is waiting for approval.
Can I send a follow-up survey after my event?
Yes, if you host the event, the Surveys app is on, and you can create surveys there. After the event starts, the Follow-up survey card on the event page lets you pick a survey you own or co-own (an admin can pick any) and send it to the people who checked in, everyone who answered Going or Maybe, or everyone invited. Sending the same survey again adds only people who don’t have it yet. You see the results once enough people respond to keep answers anonymous — unless the survey is confidential, whose results only its owner and the people it’s shared with can see. The Focus Group event type is made for this: a private session that takes check-in, followed by your questionnaire.
Can an event need approval before it opens for registration?
Yes, if your organization wants it. An admin creates an approval workflow for the Calendar app with the process Event publication (Admin → Approval Workflows). From then on the event’s Open for registration panel shows Submit for Approval instead of Publish to Company Events; once an approver approves it, Publish to Company Events returns. Changing the event’s title, description, summary or audience after approval needs a new approval. Without such a workflow, events publish directly.
Licensing and limits
Does Calendar require a licence?
No separate licence. Calendar is part of every edition, from the free account up, so it is on for everyone without an administrator turning it on; an administrator can switch it off from Admin → Apps → All Apps.
Company Events is a separate switch inside Calendar Settings (on for organizations created since September 2026, off for earlier ones; an admin can change it).
What are the limits I should know about?
| What | Default | Configurable range |
|---|---|---|
| Guests 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 company | 10 (plus 10 pre-built) | Fixed |
| Event duration | 1 minute–365 days | Fixed |
| Sync frequency | 15 minutes | 15, 30 or 60 minutes |
| Sync look-ahead (personal connection) | 30 days | Fixed |
| How far ahead repeating events go | 2 years | 1–10 years |
| Most times one event can repeat | 3,650 | 1–10,000 |
| RSVP comment length | 500 characters | Fixed |
| Event title length | 255 characters | Fixed |
| Event-type name length | 1–20 characters | Fixed |
| Default location check-in radius | 100 meters | 50–10,000 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) | Blank (unlimited) | Blank, or up to 100,000 |
| Waitlist on by default (Company Events) | On | On / Off |
| Who can open events for registration | Managers, people with direct reports, and admins | Everyone / Managers, people with direct reports, and admins / Business admins and Calendar app admins |
More help
- Calendar Overview
- Ask AI — the assistant answers Calendar questions from these articles.