01Platform and tools · module
Calendar and resource booking
Shared calendar for meetings, calls and tasks, room and vehicle booking, and iCal feeds
- Event
- Resource
- Resource booking
- Calendar
- Calendar subscription
- Calendar permission
- Meeting
- 13
- capabilities
- 7
- record types
- 3
- automations
- 4
- integrations and AI tools
02What the module does
Less routine. More value.
The calendar brings all scheduled items across the system into a single view: meetings, calls, tasks, events and bookings. Your team can book shared resources such as meeting rooms, company cars or equipment while the system prevents double bookings. Invitations go out with an ICS attachment, and everyone can subscribe to their calendar on their phone via iCal.
- All your appointments in one placeSee meetings, calls, tasks, events and bookings in a single calendar. You do not need to switch between modules to check what is coming up for you and your colleagues.
- Projects and HR in the calendarThe calendar also displays records from other modules, such as projects and HR, so you can view schedules across departments side by side.
- A calendar tailored to your workdayConfigure the default view, slot duration, working hours, weekend display and week numbers so the calendar matches how your company actually operates.
- Spot priorities by colorRecords are color-coded by a chosen field, such as priority, and completed items stand out visually. You can tell at a glance what is urgent and what is already done.
- Recurring events without retypingRecurring series expand using standard RRULE recurrence rules. Enter a regular meeting once and see it on every scheduled date in the calendar.
- New appointments in secondsQuick appointment creation provides preset titles and a default record type. Log a routine meeting or call without filling out a long form.
- See only what you needEach user selects which calendars to display. Instead of a cluttered screen, you only see the appointments that actually matter to you.
- Track meeting rooms and vehiclesFor resources like meeting rooms, cars or equipment, you track the type, location, capacity and owner. Everyone knows what is available and who to contact.
- Approval only where neededBookings have a status of pending, confirmed or canceled. The pending status only applies to resources that require approval, so everyday bookings never slow anyone down.
- No more double-booked meeting roomsThe system checks for overlapping bookings unless the resource explicitly allows concurrent use. Two teams will never show up for the same room at the same time.
- Invitations ready to sendThe Send Invitation action creates an email draft from the meeting with an ICS calendar attachment for all attendees. You review the email before sending.
- Timely reminders before appointmentsReminders go out 15 minutes before the appointment by default, giving everyone time to prepare for their meeting or call.
- Your calendar on your phoneEvery user has a personal iCal URL they can add to their calendar client. The feed covers appointments from 6 months in the past to 18 months in the future.
03How it works
How it works step by step.
All appointments in one calendar
The calendar displays every record type configured with calendar dates: meetings, calls, tasks and events, as well as records from projects or HR. The default view is a week with 30-minute slots and highlighted working hours from 8:00 to 18:00; weekends, week numbers and hiding non-working hours are all configurable.
Read in detail
Records are color-coded by a selected field, such as priority, and completed items are visually distinct. Recurring series expand according to RRULE rules. Quick appointment creation offers preset titles and a default record type, and each user chooses which calendars to display.
Booking meeting rooms, cars and equipment
Each resource has a name, type, description, location, capacity, color and owner. A booking has a status of pending, confirmed or canceled; the pending status is only used when a resource requires approval. The system checks for overlapping bookings unless the resource explicitly allows concurrent reservations. Resource booking can be turned off in settings.
Invitations and reminders
The Send Invitation action on a meeting prepares an email draft with an ICS attachment for all attendees so you can review the email before sending. Reminders are sent 15 minutes before the appointment by default via a background job that runs every minute.
iCal feed and external calendars
Every user has a personal iCal URL they can add to any calendar client. The feed includes appointments from six months back to eighteen months ahead. The URL contains a secret token; if the token is regenerated, the old URL stops working.
Read in detail
Synchronization with Google and Outlook calendars is handled by separate integration modules.
04What runs automatically
Automations that save time.
Reminders sent on time
A background job runs every minute to send due reminders. People get notified right when they need to be, without anyone having to trigger it manually.
Automatic conflict detection
When a booking is created, the system checks whether it overlaps with an existing one. You catch scheduling conflicts while booking, not at the door.
Recurring series expand on view
When you open the calendar, recurring series expand according to their RRULE definition. Every occurrence of a recurring appointment appears in its slot even though you only entered it once.
External integrations
- Appointments in your calendar appAdd your appointments to any calendar client via an iCal subscription. The URL includes a secret token, and regenerating it immediately deactivates the old address.
- Google and Outlook integrationSynchronization with Google and Outlook calendars is provided by dedicated integration modules, so your team can keep using the calendar apps they already know.
What the AI agent handles
Find open slots without scrolling
The assistant finds available time slots in your calendar. When scheduling a meeting, you do not have to flip through week after week to see when you are free.
Your schedule on demand
The assistant lists your agenda for a chosen period. You immediately know what is ahead for today or next week without opening the calendar.
A person approves whenever money, a customer, or an exception is involved.
05Frequently asked questions
Can I view the company calendar on my phone?
Yes. Every user has a personal iCal URL they can add to their phone's calendar app. The feed includes appointments from six months back to eighteen months ahead.
Does the system prevent double-booking a meeting room?
Yes. When creating a booking, the system checks for overlaps unless the resource explicitly allows concurrent bookings.
Does it sync with Google Calendar or Outlook?
Synchronization with Google and Outlook is handled by separate integration modules that connect to the calendar.
How are meeting invitations sent?
The Send Invitation action prepares an email draft with an ICS attachment for the attendees. You can edit the draft before sending it.
When are reminders sent?
By default, 15 minutes before the scheduled time. You can adjust the lead time and enable or disable reminders in the calendar settings.
- Companies, contacts and activitiesA single directory of companies and contacts, tasks, meetings, calls and AI meeting notes
- Google account, calendar and contactsOne Google connection for Gmail, calendar, contacts, and technician routes
- Outlook and Microsoft 365Microsoft 365 mail and calendar in Draivix, with meetings and leave synced straight to Outlook
- Project managementProjects from quote to invoice: plans, Gantt charts, costs, milestones and handover
- Attendance and time trackingClock-ins and clock-outs via RFID terminal, web, and mobile, plus monthly timesheet approval
- AI assistant in DraivixAn in-app assistant that finds data, drafts changes and saves them once you confirm
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