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DocsReminders & Calendar Sync
Set up reminders and sync with Google or Outlook calendars
How Reminders Work
Get notified before upcoming activities so you never miss an appointment.
Reminders notify you before a scheduled activity begins, giving you time to prepare. When a reminder fires, a notification appears in the CRM notification bell in the top navigation bar. The notification includes the activity type, subject, and the time it is scheduled for. Clicking the notification takes you directly to the activity detail.
Notification Timing
You can set reminders to fire at the following intervals before an activity:
- At the time of event — The reminder fires at the exact start time.
- 5 minutes before — A brief heads-up for quick preparations.
- 15 minutes before — Standard lead time for most activities.
- 30 minutes before — Extra time to review notes and prepare.
- 1 hour before — Useful for activities requiring significant preparation.
- 1 day before — Advance notice for important upcoming events.
Where Reminders Appear
- Notification bell — A badge count appears on the bell icon in the top navigation bar. Click to see all pending notifications.
- Notification panel — The full notification panel lists all recent reminders with activity details and quick action links.
- Browser notification — If you have enabled browser notifications, a desktop notification will also appear even when the CRM tab is in the background.
Setting Reminders on Activities
Add a reminder when creating or editing an activity.
Open the activity form
Locate the reminder field
Select the reminder timing
Save the activity
Google Calendar Sync
Connect your Google Calendar for two-way event synchronization.
Navigate to Settings
Connect Google Calendar
Grant permissions
Configure sync settings
What Syncs
- CRM to Google — Activities created in the CRM appear as events on your Google Calendar with the subject, time, duration, description, and attendees.
- Google to CRM — Events created in Google Calendar are imported into the CRM calendar. They appear as activities that you can link to companies, people, or opportunities.
- Updates — When you edit or delete an event on either side, the change is reflected on the other side within a few minutes. This includes updates to attendees and recurrence rules.
- Attendees — Attendees added to a CRM activity are passed to Google Calendar and Outlook when creating or updating synced events.
- Recurrence — Recurrence rules (daily, weekly, monthly, etc.) are synced when creating and updating events. Editing the recurrence pattern on an existing synced event pushes the updated rule to the external calendar.
Microsoft Calendar Sync
Connect your Outlook or Microsoft 365 calendar.
The Microsoft Calendar integration works the same way as Google Calendar. Navigate to Settings > Integrations, find the Microsoft Calendar card, and click Connect. You will be redirected to Microsoft to sign in and authorize the integration. Once connected, events sync bidirectionally between your Outlook calendar and the CRM.
Sync Settings
Configure the direction and scope of calendar synchronization.
Sync Direction Options
- Two-way sync — Events created or updated on either side are reflected on the other. This is the recommended setting for most users.
- CRM to external only — CRM activities are pushed to your external calendar, but external events are not imported into the CRM.
- External to CRM only — External calendar events are imported into the CRM, but CRM activities are not pushed to your external calendar.
Bidirectional Sync Behavior
How activities and events flow between the CRM and your external calendar.
CRM to External Calendar (Outbound Push)
When you create or edit an activity in the CRM with the Sync to Calendar checkbox enabled, the activity is pushed to your connected Google or Outlook calendar as an event. The event includes the subject, date, time, duration, description, attendees, and recurrence rules. Updates to the activity in the CRM (such as rescheduling, editing the subject, changing attendees, or modifying recurrence) are reflected on the external calendar automatically. Deleting a synced activity in the CRM archives it and removes the corresponding external calendar event.
External Calendar to CRM (Inbound Import)
Events created in your external calendar can be automatically imported into the CRM as activities. The sync engine matches event attendees against contact email addresses in your CRM. When a match is found, the imported activity is automatically linked to the corresponding person (and their company, if one is associated). Events with no matched attendees are still imported but remain unlinked until you associate them manually.
Cancelled Events
When an event is cancelled on your external calendar, the linked CRM activity is automatically archived. Archived activities no longer appear in the default timeline view but can be viewed by enabling the "Show archived" filter. This keeps your timeline clean while preserving the historical record.
The Sync to Calendar Checkbox
Control whether individual activities are pushed to your external calendar.
The Sync to Calendar checkbox appears on every activity creation and edit form when you have a calendar integration connected. It gives you per-activity control over which activities appear on your external calendar. If no calendar is connected, a Connect your calendarlink appears instead, directing you to Settings > Integrations.
Default Sync Behavior by Activity Type
The checkbox uses smart defaults based on the activity type and date to minimize manual steps:
| Activity Type | Future Date | Past Date |
|---|---|---|
| Meeting | Checked | Unchecked |
| Call | Checked | Unchecked |
| Follow-up | Checked | Unchecked |
| Unchecked | Unchecked | |
| Task | Unchecked | Unchecked |
| Note | Unchecked | Unchecked |
You can always override the default by checking or unchecking the box before saving.
Batch Calendar Export
How activities are exported to external calendars in bulk.
In addition to real-time sync when you save an individual activity, a background process periodically exports pending activities to your connected external calendar in batches. The following activity types are included in the batch export:
- Meetings — All synced meetings are included in batch exports.
- Calls — All synced calls are included in batch exports.
- Follow-ups — Synced follow-up activities are now included in batch exports, ensuring they appear on your external calendar even if the real-time push was delayed.
Profile Sync Settings
User-level settings that control the overall sync direction.
In addition to the per-activity toggle, two profile-level settings in Settings > Integrations control the overall sync behavior for your account:
- Sync CRM to Calendar (
sync_crm_to_calendar) — Controls outbound push. When enabled, CRM activities with the Sync to Calendar toggle turned on are pushed to your external calendar. When disabled, no CRM activities are pushed regardless of the per-activity toggle setting. - Import External Events (
import_external_events) — Controls inbound import. When enabled, events from your external calendar are imported into the CRM as activities, with automatic contact matching. When disabled, external events are not imported.
Troubleshooting Sync Issues
Common issues and how to resolve them.
- Events not appearing— Sync may take a few minutes. If events are not appearing after 10 minutes, try disconnecting and reconnecting the integration in Settings > Integrations.
- Duplicate events— This can occur if you manually create the same event in both the CRM and your external calendar. The sync engine uses event identifiers to prevent duplicates, but manually created copies on both sides will not be merged.
- Authorization expired— If your Google or Microsoft token expires, you will see a warning banner on the calendar page. Click the banner link to re-authorize the integration.
- Wrong calendar selected— Verify that the correct calendar is selected in your sync settings. If you have multiple calendars in Google or Outlook, events may be syncing to a different calendar than expected.