Activities linked to records
Every event has context.
- Linked to the client or the lead
- Linked to the quote or the job
- An owner and participants
- Notes and documents
The Operations and projects package
Activity calendar, the team’s schedule, linked to clients
Meetings, scheduled calls, visits and service rounds go into the same calendar, linked to their client or job. The calendar syncs both ways with Google Calendar and Outlook, online meetings are generated automatically, and the reminders reach the owner before, not after.
From $2,900 excl. VATone-time payment, no monthly subscription- Included from the Pro tier
- Activities linked to clients
- Two-way sync
- Online meetings created automatically
- Reminders beforehand
Included from the Pro tier
Activities linked to clients
Two-way sync
In short
An activity calendar in a CRM, linked to clients and team. Meetings, scheduled calls, visits and service rounds go into the same calendar, linked to their client or job. The Operations and projects package. A permanent licence, installed on the company’s server, with unlimited users.
Works together with: Events and registrations, Integrated telephony, Service and interventions.
The problem
The situation today, when everyone has their own calendar
The team’s schedule exists nowhere in full, so coordination happens by asking around.
- Nobody knows who is available Scheduling a meeting takes three messages and two phone calls.
- Meetings are not linked to clients The personal calendar shows “meeting at 10”, with no commercial context and no history.
- Promises are forgotten The follow-up promised for Thursday stays an intention, because it was never written down.
- Clashes are discovered late Two meetings in the same slot are noticed on the morning itself.
- The personal and the company calendar drift apart What is scheduled on the phone never reaches the CRM, and the other way round.
- Online meeting links are created by hand Every remote meeting means extra steps and copying links around.
What the module does
What the activity calendar includes
It is part of the Operations and projects package and is where the team’s real schedule becomes visible.
Types of activity
The schedule is read at a glance.
- Meeting, call, visit
- Configurable types
- Colours and filters
- A day, week or month view
The team’s schedule
Coordination no longer takes phone calls.
- A calendar per user
- Availability visible
- Filtering by team
- Clashes flagged
Two-way sync
One schedule, not two.
- Google Calendar and Outlook
- Changes picked up within seconds
- Deletions synced
- Reconnection flagged on expiry
Online meetings
The link creates itself.
- The meeting created when it is scheduled
- The link sent to the participants
- No manual steps
- Through the configured service
Reminders
Nothing is forgotten.
- A reminder before the activity
- A notification in the application
- Per user
- Configurable
What changes
What changes in the first month after the calendar module is switched on
The direct effects of the team’s schedule being visible and linked to clients.
01
Scheduling without phone calls
Availability is visible.
- A shared calendar
- Filters by team
- Clashes avoided
- Time recovered
02
Promises kept
Follow-ups enter the schedule.
- An activity with a deadline
- A reminder beforehand
- The link with the client
- Verifiable by period
03
Context at every meeting
Preparing takes a minute.
- A history on the client
- Attached documents
- The latest quote
- Balance and overdue amounts
04
One schedule
The personal and the company calendar match.
- Two-way synchronisation
- Changes picked up quickly
- No double entry
- No hidden conflicts
05
Online meetings with no effort
The link already exists.
- Generated when it is scheduled
- Sent automatically
- No copying
- No broken links
06
Measurable activity
Field work becomes visible.
- Activities per user
- By type and period
- Comparison between periods
- A report for management
In the application
How an activity comes in and how it moves
The same flow for a meeting at the client and for a scheduled call.
- 1
The activity is created from context
From the client record, from the opportunity or from the ticket, so the link with the record exists from the start.
- 2
The participants and the time slot are set
The availability of the others is visible, and clashes are flagged before saving.
- 3
The online meeting is generated, if needed
The link is created automatically through the configured service and sent to the participants.
- 4
The activity appears in the personal calendar
If synchronisation is active, the event reaches Google Calendar or Outlook, with the same details.
- 5
Changes travel both ways
A move made in the personal calendar is reflected in the CRM, and the other way round, within seconds.
- 6
The outcome is recorded
After the activity, notes are added, completion is marked and, where relevant, the next step is scheduled.
Video tour
The activity calendar, in short, inside the application
Coming soonThe video presentation of the module is being prepared.
Synchronisation
Synchronisation with Google and Outlook, in short
This is where most questions come up, so we explain exactly what happens.
Connected per user
Each person connects their own calendar.
- Authorised from the personal account
- No passwords entered in the CRM
- Disconnect at any time
- Visible in the user’s settings
Both directions
Not only from the CRM to the calendar.
- Activities sent to the calendar
- Events picked up from the calendar
- Changes synced
- Deletions reflected
Fast updating
There is no waiting for an hourly sync.
- Real-time notifications, where they are available
- Picked up within seconds
- A periodic check as a fallback
- Diagnostics in the application
Reconnection flagged
Authorisations expire, and the system says so.
- A “reconnection required” status
- No endless retries
- The pending activities are resumed
- An alert to the user
Rights
Whose schedule each person sees
A shared calendar does not mean full access to everyone’s diary.
- 01
A user sees their own calendar
Their own activities, with all the details and the links to the records.
- 02
The coordinator sees the team
A manager has the picture of the schedule of the team they lead, for real coordination.
- 03
Private activities stay private
An activity marked private appears as a busy slot, with no details, to the others.
- 04
Access follows the rights on the client
Details linked to a client are visible only to users with rights on that client.
- 05
Changes stay recorded
Moving or cancelling an activity is logged, with the author and the date.
- 06
Data on the company’s server
The activities stay in your own installation; what reaches the external calendars is what you send there.
Automations
What runs automatically in the calendar module
Mechanisms that cut manual coordination.
Automatic reminders
Activities are not forgotten.
- Before the event
- A notification in the application
- Per user
- Configurable interval
Activities from other modules
The schedule fills itself.
- Follow-ups from the pipeline
- Visits from service
- Interviews from recruitment
- Events from the shared calendar
Online meetings generated
The link is no longer created by hand.
- At scheduling
- Sent to the participants
- Through the configured service
- No copying
Continuous synchronisation
The calendars stay aligned.
- In both directions
- Changes picked up quickly
- Echoes avoided
- Diagnostics on expiry
An alert on clashes
Conflicts are visible beforehand.
- A check on saving
- Flagged for the participants
- Working hours respected
- Holidays taken into account
Activity reports
The work becomes visible.
- Activities per user
- By type
- Comparison across periods
- Export for analysis
Who sees what
Protecting the data in the calendar
The diary of a sales team is sensitive information.
- Connected through official authorisation Synchronisation goes through the calendar provider’s authorisation, without entering passwords in the CRM.
- The authorisations are kept encrypted The credentials are never shown again in the interface and can be revoked at any time.
- Private activities The details of an activity marked private are not shown to the other users.
- What leaves the system is controlled You decide what information reaches the external calendar, so commercial data is not exposed.
- Operations stay recorded Creating, moving and cancelling activities are logged.
- Requests about personal data The activities linked to a person are covered by search, export and anonymisation on request.
What you need
What needs preparing to switch the calendar module on
We do the configuration at implementation. The calendar accounts stay the users’ own.
01
The types of activity
The schedule has to be readable.
- Meeting, call, visit
- Your own types
- Colours
- Agreed together
02
The working hours
Needed for checking conflicts.
- Working intervals
- Days off
- Holidays
- Configured per user
03
The calendar accounts
Synchronisation is optional.
- Google or Microsoft
- Authorised by each user
- A decision on what gets synced
- Tested at implementation
04
The online meeting service
Only if you want automatic links.
- Your own account with the service used
- Keys entered by you
- Tested in trial mode
- Optional
05
The reminder rules
When and to whom.
- The interval before the activity
- Notification channels
- By type of activity
- Reviewable later
06
Scheduled tasks on the server
For reminders and synchronisation.
- Active scheduled task
- Configurable interval
- Diagnostics on failure
- Checked during implementation
What it does not do
The limits of the calendar module, stated explicitly
The calendar organises the team’s schedule. It does not optimise routes and does not replace advanced field planning.
- It does not optimise routes automatically The calendar shows slots and clashes. Planning on a map, with routes, is part of the edition for service companies.
- Synchronisation depends on the external provider If the authorisation expires or the service is unavailable, synchronisation stops. The system flags it and resumes on reconnection.
- Online meetings need your own account The video conferencing service is contracted by you, and the cost does not pass through us.
- It does not handle complex public booking Appointments made directly by clients, with advanced availability rules, are analysed separately.
- It does not track where employees are The calendar records activities, not people’s location.
- It shows only what is scheduled A visit made without being logged does not appear in the activity report.
Active connections
The calendars and meeting services it connects to
Appointments in the platform can be synced with the calendar the team uses, and online meetings get a link generated automatically.
Synchronisation is configured on each user account, at implementation.
Who it is for
When this module makes sense and when it does not
We prefer to say from the start in which situations the module is not worth its cost, so the sales conversation does not begin with the wrong expectations.
It makes sense if
The situations in which the module pays for itself quickly.
- You work on appointments, visits or meetings with clients
- The diaries are separate and clashes happen often
- You want the appointments linked to the client record
- The team needs a shared view of the day and the week
It does not make sense if
The situations in which we recommend not buying it now.
- Everyone keeps their own diary and there are no clashes
- You do not work on appointments, but on orders
- You already have a shared calendar the team respects
- The work is not planned in advance
How to buy
How the calendar is licensed
It is part of the Operations and projects package, included from the Pro tier.
The Operations and projects package
It is licensed together with the Operations and projects package, included from the Pro tier.
What the core includes
Users and roles, clients and contacts, leads and the sales pipeline, custom fields and 15 interface languages.
Together with tasks
Activities and tasks complement each other: the task management module.
Pricing and configurations
Package composition and prices by edition are on the pricing page.
CRM implementations
Companies that have trusted Zarina CRM
Price, warranties and implementation
The activity calendar: what it costs and what you get
You pay once. Everything that follows is written here, not in hidden conditions.
The price
It is part of the Operations and projects package: $570 excl. VAT, on top of the core ($2,320). Bought separately, together with the core: $2,890.
Cheaper in a bundle. The tiers group several packages at a price lower than their sum:
- Pro5 packages + core$3,480−34%
$5,280 - Business8 packages + core$4,640−38%
$7,460 - Enterprise13 packages + core$6,970−31%
$10,080
List prices, excl. VAT, one-time payment, unlimited users. The struck-through price is the sum of the packages bought individually. Current offers apply on the pricing page.
Subscription or licence
What you pay over time for a subscription CRM
Over 3 years, the subscription costs $10,480; the Zarina Pro licence costs $3,480, once.
An indicative comparison: enter the subscription price you pay now. The licence does not grow with the number of users.
What you get
- A lifetime licence, with no subscription and no per-user charge
- Unlimited users, on the same licence
- 6 months of warranty on correct operation: fixing errors and inconsistencies
- Implementation, configuration and team training, included in the price
- The licence is verified locally, on your own server: the application does not depend on our servers to work
How long it takes and what is needed
- 48 hours in the standard configuration; up to 14 working days with customisation around the company’s workflow
- Your own server or web hosting with cPanel, with an SSL certificate
- PHP 7.4 or newer (8.x recommended) and MySQL / MariaDB
- The PHP extensions mysqli, json, mbstring; curl, gd and zip for integrations, PDF and exports
- One cron task, for reminders and automations
Where data lives
- The data stays on your server and does not pass through ours
- Roles and rights per user, two-factor authentication
- An audit trail and limits on login attempts
- Consents and data subject requests, managed in the application
- Digitally signed updates and backups from the application
Frequently asked questions
Questions about the activity calendar
Does it sync with Google Calendar and Outlook?
Yes, in both directions. An activity created in the CRM appears in the connected calendar, and a change made there is reflected in the CRM, usually within seconds.
Do I have to enter my calendar account password in the CRM?
No. The connection goes through the provider’s official authorisation, from the user’s account, and the authorisation can be revoked at any time.
What happens when the authorisation expires?
The account is marked “reconnection required”, and the pending activities are not retried endlessly. After reconnecting, the changes resume.
Do colleagues see the details in my calendar?
They see the busy slots, and the details only within the rights on that client. Activities marked private appear only as a busy slot.
Are online meeting links generated automatically?
Yes, if a video conferencing service is configured, with your own account. The link is created at scheduling and sent to the participants.
Does the system flag clashes?
Yes, on saving, taking into account the working hours and the holidays configured.
Can I see the whole team’s schedule?
Coordination roles see the calendar of the team they lead, for real planning. The visibility is configurable.
Are activities linked to clients?
Yes, and that is the main advantage: when you open the activity you have the client history, the latest quote, the balance and the documents.
Does the module plan the routes of a field team?
No. Planning on a map, with routes and assignment to technicians, is part of the edition for service companies.
Is it included in the price or bought separately?
It is part of the Operations and projects package, included in the Pro, Business and Enterprise tiers. Separately, the package costs $570 + VAT, on top of the core.
Product sheet
Get the complete product sheet by email
A six-page document with everything you need to know before a sales conversation. No obligation and no sales call.
- The platform core and the 13 module packages, with what each one contains
- The features and modules of the edition you choose, plus available integrations
- Full pricing and what it includes: installation, training, data import, warranty
- The native integrations available and the situations where the platform is not a good fit
No monthly subscription
Take control of your operations, once
We install Zarina CRM on your hosting, configure it around your own workflow and train your team. From that moment on, the application is an asset of your company, not a recurring expense.