How to Add a Custom Calendar in Horilla CRM

If you’re still jumping between spreadsheets and your CRM just to track deadlines, you’re making things harder than they need to be. Dates are already everywhere inside your CRM: deal close dates, follow-ups, contract renewals, and project milestones. The problem isn’t a lack of data; it’s visibility.

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That’s where the calendar comes in.

Horilla CRM already includes a built-in calendar that displays tasks, meetings, events, and calls. But what many users overlook is that this calendar isn’t limited to those defaults. You can extend it to show data from almost any module. This turns it into a powerful timeline view of your business.

This guide helps you set up a custom calendar. Your key dates will show up automatically, with no manual work.

What Is a Custom Calendar in Horilla?

A custom calendar is essentially a dynamic layer added on top of your existing calendar. Instead of manually creating events, you connect the calendar to a module and a date field.

From that point on, the system does the work.

For example:

• Deals with an “Expected Close Date” can appear as calendar events
• Contracts with renewal dates can show up automatically
• Project milestones can be visualized across weeks or months

Every time a record is created or updated with a relevant date, it reflects on the calendar instantly.

You’re not duplicating data—you’re simply visualizing it.

Opening the Calendar

Start by logging into your Horilla CRM and navigating to the Calendar from the main menu.

By default, you’ll land on the month view, but you can switch between:

• Day
• Week
• Month
• Year

On the left-hand side, you’ll see a list of calendar types with colored checkboxes. These control visibility—uncheck any to hide that data instantly.

Also, you have the option for Custom Calendars. This is where you’ll create your own.

Creating Your First Custom Calendar

Click the “+” (Add) button in the Custom Calendars section. A form will open with several fields:

1. Name

Give your calendar a clear, meaningful name.
Examples:

• Deal Closings
• Contract Renewals
• Delivery Deadlines

This name will appear in your sidebar.

2. Color

Choose a color that stands out. Since default calendars often use similar tones, pick something distinct like orange, red, or purple for better visibility.

3. Module

This defines the source of your data.
Select the module you want to track—such as Deals, Leads, Opportunities, or any custom module in your system.

4. Start Date Field

Once you select a module, this dropdown populates with its date fields.
Choose the field that represents when the event should appear.

Example:
“Expected Close Date” for deals.

5. End Date Field (Optional)

If your data has a duration (like a contract period), select an end date field.
If not, leave this blank, and the event will appear as a single-day entry.

6. Display Name Field

This controls what text appears on the calendar event.
Typically, you’ll choose something like:

• Deal Name
• Company Name
• Project Title

Once everything is set, click Save.

Viewing Your Custom Calendar

As soon as you save, your new calendar appears in the sidebar under Custom Calendars.

The calendar refreshes automatically.

If records exist with valid dates in the selected month, you’ll see them displayed immediately as colored entries. Clicking on any event will take you directly to the corresponding record.

If nothing appears:

• Check if records actually have values in the selected date field
• Navigate to a different month where data exists

Empty date fields won’t generate events.

Filtering What Appears

Not every record needs to be shown. You can refine your calendar using conditions.

Edit your custom calendar and locate the Conditions section.

Here, you can define filters like:

• Stage is “Negotiation”
• Deal value greater than 10,000
• Assigned to a specific user or team

You can combine multiple conditions to narrow down results.

For example:
“Show only high-value deals in the negotiation stage.”

This makes your calendar far more actionable and less cluttered.

Managing Multiple Calendars

You’re not limited to just one custom calendar.

Create multiple layers for different purposes:

• Sales deadlines
• Renewal tracking
• Internal project timelines

Each calendar gets its own toggle. You can switch layers on or off depending on what you want to focus on.

Using distinct colors is key; it helps you instantly differentiate between categories without reading labels.

Using Different Views Effectively

Different calendar views serve different purposes:

• Month View – Best for overall planning
• Week View – Helps identify clustered deadlines
• Day View – Ideal for execution and daily focus
• Year View – Great for spotting trends and busy periods

Your custom events appear consistently across all views.

The custom calendar Feature in Horilla CRM turns scattered date fields into a clear visual timeline you can use. Instead of checking multiple modules or relying on external tools, everything from deal deadlines to contract renewals comes together in one place.

Once configured, it requires no ongoing effort. Your calendar updates automatically as your data changes, giving you a real-time view of what’s ahead. With filters, layered calendars, and view options, you can set it up to fit how you plan and manage work.

Set it up once, refine it to your needs, and your calendar becomes more than a schedule. It becomes a reliable planning tool that keeps your workflow on track.