Calendar initialization

Calendar initialization

A good calendar doesn't just show appointments. It gives a company a common rhythm: working hours are visible, holidays are taken into account and every appointment has the correct time reference. In Administration > Calendar Initialization Create this time base cleanly so that planning later becomes easy and reliable.

1. Set calendar name and time zone

• Calendar name: Clear, descriptive name, for example for a location, a team or a jointly planned area.
• Time zone: Specifies the local time reference in which the calendar data is understood.

Choose the time zone not only based on where you work today, but also based on the professional use of the calendar. If you make a later change, check existing appointments particularly carefully so that the start and end continue to correspond to the intended local time.

2. Create working days with the wizard

The Working days assistant creates core working hours in a controlled step:

• Calendar: Target calendar for which the working days are created.
• Start date and end date: Period that the assistant should process.
• Monday to Sunday – start and end: Start and end of work for each day of the week.
• Create working days: Creates the entries for the selected time period.

Check the calendar, period and times of the week before creating. The assistant saves a lot of manual work - but the impact of an incorrect selection is correspondingly great. Weekends or non-standard shifts should be filled consciously and not out of habit.

3. Check and maintain individual working days

• Calendar name: Calendar to which the working day belongs.
• Start: Date and time of start of work.
• End: Date and time of end of work.
• Day of the week: Shows the day of the week associated with the date.
• Duration (hours): Is calculated from the start and end and is used for a quick plausibility check.

Use the list of working days to randomly check the assistant run and adjust targeted exceptions in a comprehensible manner.

4. Enter holidays and exceptions

• Calendar name: Calendar to which the exception applies.
• Start of holiday: Start of the non-working or deviating period.
• End of holiday: End of exception.
• Holiday name: Understandable name so that the reason remains immediately recognizable later.

Since the start and end contain times, not only entire days but also time-limited exceptions can be documented. Check that the time period does not accidentally extend beyond the intended day.

5. Make appointment categories understandable

• Name: Meaningful name of the category.
• Color: Visual labeling that helps distinguish appointments in the calendar more quickly.

Use a few, clearly distinguishable categories. Colors should provide orientation, not cause additional explanation work.

6. Create a complete test appointment

With a test appointment you can check whether the calendar and time base work together comprehensibly in everyday life:

• Calendar name: Calendar in which the appointment appears.
• Description: Short, clear title of the appointment.
• Start date and end date: time frame; the end must be after the beginning.
• Meeting point: Location or agreed meeting point.
• Labeling: Additional visual or technical classification of the appointment.
• All day: Marks an appointment without a specific time within the day.
• Done: Indicates a completed appointment.
• Reminder: Activates a reminder for the appointment.
• Info: Additional information that does not belong in the short title.

Recommended setup flow

1. Create a calendar name and appropriate time zone.
2. Define a manageable test period and create the working days with the wizard.
3. Control multiple weekdays, weekends and calculated duration.
4. Capture a holiday or known exception.
5. Create a category with a clearly recognizable color.
6. Create a test appointment and check the display, time, all-day license plate and reminder.

Check before sharing

• Calendar name and time zone match the professional use.
• Working days have no gaps, no overlaps and have plausible start and end times.
• Weekends, shifts and other days were consciously taken into account.
• Holidays have the correct calendar, period and an understandable name.
• Categories are also clear for new employees.
• A test appointment appears at the expected local time and with the correct label.

What your team gets out of it

Planning is no longer driven by silent assumptions about working hours and local time. X-ERP provides a common, visible time base - so that appointments end up where people expect them and exceptions are not only noticed when it is too late.

In this chapter

• Calendar names
• Calendar entry categories
• Holiday calendar
• Working Day Assistant
• Working days

Related topics

1. For key users – understand and prepare processes › Email initialization
2. For specialist users – use individual modules safely and efficiently › Modules › Calendar
3. For key users – understand and prepare processes › Basic settings › Company › Time zones

Frequently asked questions