--- title: "Team calendar: appointments by voice & on records" description: "One calendar for the whole business: add appointments by voice, link them to customers or jobs, series and tasks, subscribe from Apple, Google or Outlook." url: "https://toolyte.com/en/features/calendar/" language: "en" last_updated: "2026-09-22" alternate: "https://toolyte.com/de/funktionen/kalender/index.md" --- > Index: https://toolyte.com/llms.txt · Full content: https://toolyte.com/llms-full.txt Feature · Calendar # One calendar for the whole business, filled by voice. “Site measurement at Sander’s, Tuesday at 9” is all it takes. Toolyte creates the appointment, links it to the customer and colours it as a customer visit. Everyone sees the same appointments, everyone adds to them, nothing needs approving. [Try it free](https://app.toolyte.com/signup) [See how it works](https://toolyte.com/en/features/calendar/#sprache) 14 days free · no credit card needed 01 · Just say it ## Say what is coming up. Toolyte writes it down. A single appointment, a series or a recurring task, spoken or typed. Your trade makes no difference: Toolyte knows the appointment types, customers and jobs from your own business. 02 · One calendar for everyone ## One company calendar instead of many personal ones. No calendar per person, no sharing, no permissions to manage. Everyone in the business sees and edits every appointment. The one exception is the private switch. Then the others only see “Busy” and the time. - Everyone adds, everyone may edit - No invitations within the team, no accepting or declining - A private switch per appointment, try it here 03 · Views ## Month, week, day, agenda. A small month on the left to jump around, arrows and “Today” at the top. The agenda lists appointments, tasks and deadlines day by day, overdue items in red and on top. The view you picked last is back next time. Try the views here. 04 · Agenda ## The week as a list, day by day. The agenda shows appointments, tasks and deadlines in one running list instead of a grid. Good for days full of short appointments and for everything that has no time of day. On the phone it is the default view. - Overdue items sit at the top of their day, not somewhere in the grid - Tick off tasks and deadlines right in the list - Filter by person without opening anyone else’s calendar 05 · With the mouse ## An appointment in seconds, even without voice. Click or drag on a free slot, fill in a small window, done. Everything else sits behind “All details” and never slows down someone who just wants to jot something in. 1. Click or drag A click on a free slot creates the appointment, dragging sets the duration right away. Later, dragging moves the appointment and dragging its bottom edge makes it longer. 2. Fill in the small window Title, day, time, appointment type and attendees, with you already in it. If someone is already booked at that time, Toolyte tells you, but blocks nothing. 3. Save or “All details” Saving is enough, every change is stored immediately. For place, video link, repeat, links and private, “All details” opens the side panel while the calendar stays next to it. 06 · Linked appointments ## Appointments live on the record. Every appointment can be linked to any number of records: customer, job, vehicle, horse, site, whatever your business runs on. On the record, the “Appointments” card shows what is coming up, and you create the next one right there. - Upcoming first, past ones collapsed - New appointment from here, link already set - One click opens the appointment, just like in the calendar 07 · Recurring appointments ## Set it up once, it keeps going. Weekly lessons, monthly maintenance, the yearly inspection. You move or cancel single occurrences without breaking the series. On saving, Toolyte only asks: this one, this and all following, or the whole series. 08 · Tasks ## Recurring tasks that never expire. Tasks are appointments with a completion window: “VAT return” every month, “close the till” every evening. You see today plus the seven days before; older occurrences sit in a summary line below. Tick one off here to try it. - Named windows: morning, midday, evening, night - A person is optional, anyone may tick off - Toolyte records who ticked it off 09 · Appointment types ## Appointment types that fit your business. Name, colour, all-day or default duration, sortable by handle. Deliberately nothing more. Pick a trade and watch the week change colour. 10 · Who is in ## See at a glance who is where and when. Attendees sit on the appointment as initials in the person’s colour, from four people on as “+2”. A lock means private, a pin means place, a camera means video link. You filter by people and appointment types, and the selection sticks. - Invitations from email land in the calendar as proposals, accept and decline go back by mail - “No person” keeps the appointments nobody is attached to 11 · Deadlines and today ## One look in the morning and you know what is on. The “Today in the business” block on the start page shows all appointments, tasks and deadlines of the day. Deadlines from your records appear in the calendar as an all-day row with a checkbox, red when overdue. Tick them off right there, with undo. On saving, Toolyte points out overlaps but blocks nothing. 12 · On your phone ## Your appointments where you look anyway. Two personal subscription links, “My appointments” and “Company calendar”, for Apple Calendar, Google Calendar or Outlook. And inside Toolyte you run the full calendar on your phone as well: filters behind a button, appointment details as a full page. - Other people’s private appointments appear as “Busy” - 90 days back, everything older stays in Toolyte - Links can be renewed any time, deactivated accounts lose access The steps for each calendar app are in the help article “Get the calendar on your phone” right inside Toolyte. 13 · Frequently asked ## What businesses ask before they start. ### Can I hide appointments from colleagues? Yes. Switch the appointment to private and the others only see “Busy” and the time: no title, no place, no links, not even in the change log. Only the person who created the appointment may flip that switch. ### Does an appointment need approval? No. Everyone in the business may add, move and edit. There are no approvals and no permissions to manage in the calendar. Who changed what last is in the change log. ### Do email invitations end up in the calendar? Yes. When an invitation arrives in a connected mailbox, it appears in the company calendar right away as a proposal, dashed and pale. Accepting or declining sends the reply to the organiser through that very mailbox. A Google Meet, Microsoft Teams or Zoom link goes into the “Video link” field. ### Can I move a single occurrence of a series? Yes. When dragging, saving or deleting, Toolyte asks what the change applies to: this occurrence only, this and all following, or the whole series. A single cancelled occurrence disappears from the phone subscription too, a moved one shows up at its new time. ### What happens when I delete an appointment type? The appointments stay. They switch to the default colour, while title, time and attendees stay as they are, and you can assign them another type any time. ### Do tasks expire if nobody ticks them off? No. Open tasks stay open. You see today plus the seven days before; everything older sits in a summary line below, where you can tick it off in one go. ### How far back does the calendar on my phone go? 90 days. Everything older you see in Toolyte itself, where every appointment is kept. ### Can I add appointments in my phone calendar? No, the subscription is read only. Adding and editing happens in Toolyte, on the phone as well. Reminders you set in your calendar app, once per calendar. ## Tell your calendar what is coming up. Set up by voice message, add appointments by voice, everyone in the business on the same page. [Try it free](https://app.toolyte.com/signup) 14 days free · no credit card needed Still comparing? [Every feature at a glance](https://toolyte.com/en/features/)