Creating and editing a calendar item

Create a calendar item when you want to plan an event, promotion, deadline, business closure, or social post. Choose whether it belongs on Team calendar or My calendar, fill in the fields for that type, and select Save.

This editor uses explicit saving. Opening an item or changing a field does not save it. You need permission to manage Calendar, and the item must be editable in Cedros rather than owned by another feature. For calendar scopes and navigation, see Using your personal and team calendars.

Create an item

1. Open Calendar and use the title dropdown to choose Team calendar or My calendar.
2. Select the intended date, then choose Add Item.
3. Choose Event, Promotion, Deadline, Closure, or Social post. Check the type even if one is already selected.
4. Under What and when, enter a recognizable Title and check Starts or Due, including the displayed timezone. Review Repeats instead of assuming the item is a one-off.
5. Complete the type-specific fields, then review any reminders and the Who sees this section. Add supporting details or Internal notes if needed.
6. Select Save. If a field needs attention, correct the highlighted error and save again. Wait for the save to finish.
7. Find the item on the calendar and reopen it. Confirm its type, timing, repeat settings, ownership, and details. If you changed its ownership, switch to the appropriate calendar to find it.

For example, to plan a team meeting, choose Event, enter the meeting title and start time, check Ends, add a location, and choose the teammates under Also show on. Attendee email addresses and the option to send invitations are separate choices.

Choose the right item type

The type determines the fields and defaults. Read the selected type's summary at the top of the editor; Change opens the type picker again.

Event

Use Event for a meeting, launch, or other timed activity. New events start with a one-hour duration. Check Ends and Location (optional); clear the end if you want a point-in-time event. Use Description (optional) for the agenda or other details.

Attendee email addresses accepts addresses separated by commas or new lines, up to 100 attendees. Adding addresses alone does not send invitations. Review the email option before saving if you want Cedros to contact them.

Promotion

Use Promotion to plan a sale or campaign window. Add an Offer (optional), choose Channels, and set Ends (optional) if it spans more than a single day.

Promotions can start with an annual repeat setting, so check Repeats carefully for a one-time offer. These fields describe the plan; saving them is not confirmation that a discount, email campaign, or social post has been published.

Deadline

Use Deadline for something due at a particular time. Set Due, choose a Category if useful, and describe what needs to be completed. Review the reminder lead times so the right preparation window is recorded.

A deadline is a due point rather than an event with a start and end. Changing an existing event to a deadline can remove its end time; review the type-change warning before confirming.

Closure

Use Closure for a period when the business is closed. Check Starts, Re-opens, the Reason, and any Public message (optional).

Show as closed on the public site can replace published business hours during the active closure and inform customer-facing support responses. The control requires business hours configured in Settings → Site. Review the option and message before saving; calendar ownership alone does not make a closure's public effects private.

Use personal scheduling availability blocks when you need to reserve your own unavailable time rather than describe a business closure. A new closure's default end covers the rest of its starting day, so enter the actual reopening time for a longer closure. See Setting up your business information for the underlying business hours.

Social post

Use Social post to prepare a post's networks, publishing account details, media, and Post copy. Customize copy per network lets you provide different text for selected networks. Check the character feedback before saving.

If shown, Manual posting handoff contains the posting packet and its reminder controls. Saving the calendar item records the plan and content; it does not by itself prove publication on a social network. Some items linked to a publishing workflow have their type, persona, or account choices locked to preserve that connection.

Check timing and repeat settings

The timezone appears beside Starts or Due. Check it before copying a time from an invitation or another person's calendar. If you move the start of an item with an end time, Cedros carries the end along to preserve its duration; review both fields afterward.

Repeats offers Does not repeat, Every week, Every month, Every quarter, and Every year. For repeating items, Stop after (optional) limits the series; leaving it blank allows the series to continue. The stop date cannot be before the first occurrence.

Read the next-occurrence preview and its repeat timezone when available. A recurring time that falls into a daylight-saving clock gap is skipped, while a repeated clock time runs once. When a manually selected clock time occurs twice, choose the First or Second occurrence shown by the editor. A time that does not exist must be corrected before saving.

Editing a repeating item's schedule changes the series. Check the calendar after saving, including a later occurrence, rather than verifying only the first date.

Choose ownership and assignees

Under Who sees this, set Calendar to Team calendar or My calendar. Personal ownership assigns the item to the current user. Team ownership reveals Also show on switches for active teammates.

Select the people whose personal calendars should also include the team item. It remains a shared team item; you are not creating a separate copy for each assignee. Unassigned team items do not automatically appear in everyone's personal calendar.

Changing a team item to My calendar clears its team assignments. Check this section again after changing ownership or type, especially when editing work that other people rely on.

Use Internal notes → Notes for team context. Keep customer-facing information in the appropriate description, post copy, or public message fields. Attendee emails omit internal notes.

Review reminders and attendee emails

Events, promotions, deadlines, and closures offer Reminders with selectable lead times such as 7 days before, 1 day before, and Same day. Some defaults are already selected. Select or clear the lead times you want before saving. Social posts use their posting-handoff reminders instead.

A saved reminder is not a delivery receipt. Check the site's notification destinations and delivery policy if expected reminders do not arrive. See Setting up personal and team notifications.

For events with attendee addresses, users with email-send permission can choose Email invitees when this event is created or Email attendees about this update. Leave the option unselected when you only want to save the calendar changes. Selecting teammates under Also show on is not the same as adding email recipients.

When you request attendee emails, a successful save reports that they are queued for delivery. That means the sending work was queued, not that every recipient has received it. Outgoing email must be configured; see Setting up outgoing email delivery.

Edit an existing item and save safely

1. Open the item from Calendar and check its title, time, source, and current details.
2. Select Edit. If it is unavailable, check your permissions and whether another feature owns the item.
3. Make the changes you need. If you use Change to switch type, read the warning about fields or content that will be cleared, then confirm Switch type only if that is intended.
4. Review timing, reminders, ownership, and any attendee email option, then select Save.
5. Reopen the saved item and verify the result. For recurring work, also check the series; for a closure, check the intended public-hours behavior.

The type picker warns before a change would discard values such as networks, media, per-network copy, a posting handoff, an end time, or reminders. Confirming the type switch changes the editor; the saved record changes when you save.

Save is disabled for an unchanged existing item, while a request is in progress, or when permission or source ownership prevents editing. Items from bookings, newsletters, or extensions may need to be changed in their own workflow.

If you leave with unsaved changes, choose Keep editing, Exit without saving, or Save and exit when available. Discarding changes preserves the previously saved item; for a new draft, it leaves no saved item. Resolve invalid fields before using Save and exit.

Reschedule from the calendar

1. Find an editable item in Month or Gantt view and use its reschedule control or drag it to the intended position.
2. Review the proposed Starts time and displayed timezone in the rescheduling dialog.
3. Check whether the dialog says Reschedule recurring series. This moves the entire series, including its first occurrence, while preserving event duration. Review any attendee email option too.
4. Select Save schedule, then reopen the item to check the result. Select Cancel if the proposed move is not what you intended.

A drag starts a proposal; the confirmation saves it. To change a single occurrence without shifting a series, do not confirm a whole-series move. Review the item's available controls and the source workflow before making a replacement plan.

If the item changed while the rescheduling dialog was open, cancel and start again with the latest schedule. This prevents an older proposal from silently overwriting newer work.

Delete an item

1. Open the saved item and select Edit.
2. Open More actions → Delete.
3. Read the confirmation, checking the item name and consequences. Deleting an item removes its saved planning record; deleting a repeating item removes the series, not just the occurrence you happened to open.
4. Confirm Delete only when intended, then check the calendar. If you change your mind before confirming, cancel the dialog.

Deletion cannot be undone through this editor. Removing a closure removes that closure's effect on published hours; another active closure can still affect the site. Removing a planning item also removes its future reminder schedule.

Deleting a social planning item does not establish that an already-published external post was removed. Likewise, manage customer bookings and cancellations through their booking controls rather than trying to delete a calendar projection.

Fix save errors or missing changes

The editor highlights a field after Save. Follow the first error. Common causes are an end time on or before the start, a nonexistent clock time, a repeat stop date before the first occurrence, invalid attendee addresses, or social copy that exceeds a selected network's limit.

The calendar changed since it was loaded. Keep a separate note of the edits you still need, reload the latest calendar, and reapply them after reviewing the current item. Do not keep retrying an outdated version.

The save failed or the result is uncertain. Read the error and keep the editor open while checking what happened. If the connection was interrupted, reopen the saved item and inspect its state before recreating it or requesting another attendee email.

The saved item seems to have disappeared. Check the calendar scope, date, topic filter, and team-list search. A personal item belongs to its owner; a team item appears in your personal calendar only when assigned to you.

Edit, Save, or Delete is unavailable. Wait for loading to finish, check whether there are unsaved changes, and read the source or permission notice. Ask an administrator about access when needed; see Understanding roles and permissions.

An attendee or reminder recipient received nothing. Reopen the item to confirm the saved addresses and reminder settings. For attendee emails, check whether you selected the sending option and the save reported that delivery was queued. Then check outgoing delivery and notification activity. A calendar save, an assignment, and confirmed message delivery are separate results.