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 creates delegation grants under Settings → Invites by naming 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 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?
Sync is one-way outbound: events created in MangoApps flow to the external calendar.
Changes made in Google or Outlook do not flow back.
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.
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. Calendar requires a licence that your administrator enables for your organization.
It is included with MangoApps Workforce — there is no separate per-seat add-on cost.
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 |
More help
- Calendar Overview
- Ask AI — the assistant answers Calendar questions from these articles.