Calendar

Overview#

The Calendar screen shows your appointments, including the meetings Gene books with leads. You see them in a day, week, or month grid and in a sortable Appointments list.

It runs on a connected Google Calendar: until you link one, Gene App shows a connect screen instead of the grid. Once connected:

• The lead-facing AI can read your availability, book meetings, and avoid conflicts.
• You can add or edit appointments by hand.

Connect Google Calendar#

• Connect Google Calendar (connect screen, before the grid loads): opens the Google authorization flow and links your calendar so Gene App can read availability and book. The connect screen reads "Connect your calendar".
• Connect banner (across the top of every page until you connect or dismiss it): "Connect your calendar so Gene can book meetings for you." When your workspace already has a calendar but you have not connected your own, it reads "Connect your own calendar so Gene books on it too." Connect opens Settings > Calendars.
• Disconnect (slim bar at the top once connected): asks for confirmation, then unlinks the calendar so Gene App stops reading your schedule and booking meetings. The bar shows "Calendar connected" plus the linked account email.

What you can do#

Get around#

• Switch tabs (top tab bar):
  • Calendar View: the grid.
  • Appointments: the list.
  • Settings: sends you to Settings to manage calendars, availability, and meeting types.
• Today / Previous / Next (Calendar View header): jump to the current date, or step back and forward by one day, week, or month depending on the active view.
• Refresh (circular arrow next to the date in the Calendar View header): pulls new Google Calendar events in right away. The calendar also does this each time it opens, and in the background every 15 minutes.
• Gene booked (Calendar View header): shows only the appointments Gene booked. Press it again to see everything.

Pick whose calendar to view#

The Calendars button in the Calendar View header opens a dropdown that lists every teammate, grouped by role (Managers, Assistants, Agents).

• Choose "All calendars" to see everyone at once, or tick one or more people to focus on them.
• Teammates appear even if they have not connected their own Google Calendar, because their Gene-booked appointments are stored in Gene App.
• When more than one person is in view, each event shows the owner's name so you can tell whose booking is whose.
• With Private Mode for Synced Events on (Settings, Calendars, Privacy), a teammate's events synced in from Google or Outlook show to you as "Busy" with no title, notes, guests, place or link. Their Gene-booked appointments still show in full.

Note

The Calendars button is for Managers and anyone else who sees the whole team's leads (Assistants by default). Someone whose Restrict lead visibility switch is on (Agents by default, set per person in Team) only ever sees their own calendar.

Add and edit appointments#

• New (Calendar View and Appointments): opens the event form to create an appointment by hand.
• Add by clicking the grid (Calendar View): opens the create form prefilled to that day and time.
  • In day or week view, click an empty hour slot. You can also press and drag down a column to prefill the exact start and end.
  • In month view, click a day cell.
• Open an event (any view or the list): clicking an existing event opens it in edit mode, where you can change details, set its status, or delete it. A teammate's "Busy" block (Private Mode) does not open.

Work the Appointments list#

• Change appointment status from the list (Appointments table, scheduled rows): mark completed, mark no show, or cancel without opening the event.
• Delete an appointment (Appointments table): removes it.
• Save a filter combo as a Smart List (Appointments): stores the current filters so you can return to them in one click. Smart lists are saved in your browser.

Every control, field and option is listed in full under Details below.

Tips#

• Keep personal events on the connected Google Calendar too. Gene App reads busy time so it will not double-book you.
• Use the Settings tab (or Settings) to set your weekly availability and create the meeting types the AI offers to leads. See Calendars.
• Managers can also use the "Work hours and meeting tool for" picker on the Availability tab to see and change any teammate's work hours, timezone and meeting tool.

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Details#

Everything on the Calendar screen, for when you need to look something up. Calendar provider settings, weekly availability, and meeting types are configured on the Settings calendars page, which the Settings tab links to. See Calendars.

Connection gate#

The Calendar screen only renders once a Google Calendar is connected.

• Loading: shows "Loading calendar…" while the connection is checked.
• Disconnected: a centered card titled "Connect your calendar" with a Connect Google Calendar button.
  • The button opens the Google authorization flow on Gene App's own Google-verified app, so there is no unverified-app warning, and returns to the calendar.
  • Connecting stores the account and reveals the grid.
• Connected: a slim top bar reading "Calendar connected" plus the linked account email, with a Disconnect button.
  • Disconnect opens a browser confirm ("Disconnect this calendar? Gene App will stop reading your schedule and booking meetings.") before unlinking.

Top tabs#

A tab bar with three tabs:

• Calendar View (calendar icon): the day/week/month grid.
• Appointments (list icon): the sortable appointments table.
• Settings (gear icon): redirects to the Settings calendars page ("Calendar settings live in Settings"), where you create calendars, set availability, and manage booking, with a Go to calendar settings button. There is no in-calendar settings editor.

Calendar View#

There is no filter sidebar on the Calendar View grid. Gene booked and the Calendars picker in the header are its only filters.

View modes#

A Day / Week / Month / List segmented control in the header. The view defaults to Week.

• Day: a single-day hour grid.
• Week: a seven-day hour grid, weeks starting on Sunday.
• Month: a six-week calendar grid.
• List: upcoming appointments in date order, from today out about 60 days. Empty, it reads "No upcoming appointments".

Header controls (left to right)#

• Today: jumps to the current date.
• Previous chevron: moves back one day, week, or month depending on the active view.
• Next chevron: moves forward one day, week, or month.
• Refresh (circular arrow, "Refresh from Google Calendar"): pulls new Google Calendar events in now. The calendar also does this when it opens, and in the background every 15 minutes.
• Date label: the current day, week range, or month and year ("Upcoming" in List).
• Gene booked: a toggle that shows only the appointments Gene booked.
• Calendars: picks whose calendar to view, "All calendars" or one or more teammates grouped by role, with a search and a Clear selection link.
  • Shown to Managers, and to Agents or Assistants whose Restrict lead visibility switch is off (Assistants by default).
  • With more than one person in view, each event shows its owner's name.
• Day / Week / Month / List segmented control.
• New: opens the event create form.

Day and Week grid#

• Hours run from 8 AM to 9 PM, and the grid widens to fit any event that starts earlier or ends later.
• Times render in the viewer's local timezone. The time gutter is labeled with the short local zone name (for example GMT+8 or PST), not UTC.
• An All Day row sits above the hour slots.
  • Events spanning 23 hours or more are treated as all-day.
  • Each day column shows up to two all-day events plus a "+N" overflow count.
• Clicking an empty hour slot opens the create form prefilled to that day and hour.
• Pressing and dragging down a day's column prefills the exact start and end.
• Clicking an event opens it in edit mode.
• A current-time line is drawn on today's column when the current time falls inside the 8 AM to 9 PM window.
• Overlapping timed events split into side-by-side columns.
• Cancelled events show a "Cancelled" tag on the card.

Month grid#

• A six-week grid with Sun through Sat column headers. Today's date is highlighted; days outside the current month are dimmed.
• Up to three events per day cell plus a "+N more" count.
• Clicking a day cell opens the create form for that day, prefilled to 9 AM. Clicking an event opens it in edit mode.

Appointments#

A list view with a left sidebar, a filter bar, and a results table.

Sidebar#

• Views presets: All, Upcoming, Past, Cancelled, Completed. Each preset applies a fixed status, time-frame, and sort combination.
• Smart Lists section with a + button to create one.
  • Each saved smart list has Edit (pencil) and Delete (X) buttons on hover.
  • Smart lists are stored in your browser, not on the server, so they do not follow you to another browser or device.
  • With none saved, the section reads "No smart lists yet". Save a filter combo as a smart list to jump back to it in one click.

Filter bar#

• Search appointments…: matches title, contact name, assigned user name, and location.
• Date range select: Today, This week, This month, Past, All time.
• Status select: All statuses, Scheduled, Completed, Cancelled, No show.
• Type select: All types, Appointment, Viewing, Phone call, Video call, Follow Up, Other.
• Sort select: Date (oldest first), Date (newest first), Title (A-Z), Title (Z-A), Status (A-Z), Status (Z-A), Type (A-Z), Type (Z-A).
• Save as Smart List button: opens the smart list editor with the current filters.
• New button: opens the event create form.

A results count ("N appointments") shows above the table.

Table#

Columns: Title, Date & Time, Type, Status, Contact, Assigned To, Location, plus a per-row actions cell.

• Title, Date & Time, Type, and Status headers are clickable to toggle ascending or descending.
• Clicking a row opens the event in edit mode. A teammate's "Busy" row under Private Mode does not open and has no action buttons.

Per-row action buttons:

• Mark completed (check icon): sets status to completed. Shown only on scheduled rows.
• No show (user-x icon): sets status to No show. Shown only on scheduled rows.
• Cancel (X icon): sets status to cancelled. Shown only on scheduled rows.
• Delete (trash icon): deletes the appointment. Shown on every row except a teammate's "Busy" row under Private Mode.

Empty states#

• Filters match nothing but events exist: "No appointments match these filters" with a Clear filters button.
• No calendar connected: "Connect your calendar" with a Connect calendar link to the Settings calendars page. Add a booking calendar there so Gene can schedule appointments with new leads.
• No appointments at all: "Your calendar is clear". New bookings land here as leads pick a time.

Event form#

Opened by New, by clicking an empty grid slot, by clicking a day cell, or by clicking an existing event. Titled "New event" / "New appointment" in create mode, "Event details" in edit mode.

Fields, top to bottom: Title, Type, Status, Meeting type, Start, End, Location, Details (internal), Host, Team attending, Guests, Contact. Location and the people fields have their own parts below.

• Title (required): text input.
• Type: select: Appointment, Viewing, Phone call, Video call, Follow Up, Other. Defaults to Appointment.
• Status (edit mode only): select: Scheduled, Completed, Cancelled, No show.
• Meeting type: select, shown only when at least one enabled meeting type exists.
  • Options are None plus each enabled meeting type listed as "Name (N min)".
  • Selecting a meeting type sets End to Start plus the type's duration, and fills Location from the type when Location is empty.
• Start: date and time picker.
  • The date opens a calendar popover.
  • The time is an hour (1-12), a minute (0-59), and an AM/PM toggle.
  • Times are in the viewer's local timezone.
• End: same picker as Start. Must be after Start.
• Contact: search field. Typing two or more characters searches contacts and shows up to five matches in a dropdown. Selecting one links it to the event.

Buttons:

• Create event (new events): creates the event (validates that Title is filled and End is after Start).
• Delete (edit mode only): deletes the event.

Editing an existing event:

• Title, Type, Meeting type, Location, Details and Contact save on their own as you go. A marker next to Title shows Saving..., then Saved, or "Not saved. Try again" with a Try again link. An empty Title reads "An event needs a title." and is not saved.
• Start, End, Status, Host, Team attending and Guests do not autosave, because changing them messages people (the contact gets the rescheduled message, Google emails the guests, a new host or guest gets an invite, a status change runs the cancelled or no-show flows). Once you change one of them, Update event appears with the note "A new time, status, host or guest can message the contact and guests, so it waits for Update event." Every other field saves as you go.
• The X closes the dialog after saving anything still waiting. If a time, status, host or guest change has not been applied, Gene App asks "Close without updating?" first.

There is no all-day toggle.

Location#

Location is a select: Google Meet, Zoom, Microsoft Teams, Phone call, In person or address, Custom.

• In person and Custom add a text field (placeholders "Office address" and "e.g. WhatsApp call, client site").
• Google Meet, Zoom and Teams are made on the host's account. When the host has not connected that tool, the option reads "(not connected)" and is disabled, with a link to Settings, Calendars, Connections that names the host when it is someone else.
• Creating an event with Google Meet makes its own Meet link ("A Meet link is added to the invite."), and with Zoom its own Zoom meeting on the host's Zoom.
• Join meeting (edit mode, when the event has a meeting link): opens the link.

Details, host and guests#

• Details (internal): text area, with the note "Never sent to guests." It stays in Gene App and never goes out on the calendar invite.
• Host (hidden for anyone with Restrict lead visibility on, Agents by default): which teammate owns the meeting, and so whose calendar it goes on.
  • Changing it on an existing meeting moves the meeting to the new host's calendar and sends them the invite.
• Team attending (hidden for anyone with Restrict lead visibility on): teammates to add as attendees, one chip each.
• Guests: add anyone else by email (type an address and press Enter); each guest is a removable chip.

Smart List editor#

Opened from the + in the Appointments sidebar or Save as Smart List. Titled "Create Smart List" / "Edit Smart List".

Fields:

• List name (required): text input.
• Status: select: All statuses, Scheduled, Completed, Cancelled, No show.
• Type: select: All types, Appointment, Viewing, Phone call, Video call, Follow Up, Other.
• Time frame: select: Today, This week, This month, Past, All time.
• Sort by: select: the same eight options as the Appointments Sort control.

Buttons (new lists only): Create Smart List and Cancel.

Editing a saved list has no buttons: the name and filters save as you change them, with a Saving... / Saved marker next to List name. An empty name reads "A smart list needs a name." and is not saved. If the list is the view on screen, the Appointments list updates to match.

Menus and dropdowns summary#

• View mode segmented control: Day, Week, Month, List.
• Appointments Date range: Today, This week, This month, Past, All time.
• Appointments Status: All statuses, Scheduled, Completed, Cancelled, No show.
• Appointments Type: All types, Appointment, Viewing, Phone call, Video call, Follow Up, Other.
• Appointments Sort: Date (oldest/newest first), Title (A-Z/Z-A), Status (A-Z/Z-A), Type (A-Z/Z-A).
• Event Type: Appointment, Viewing, Phone call, Video call, Follow Up, Other.
• Event Location: Google Meet, Zoom, Microsoft Teams, Phone call, In person or address, Custom.
• Event Status (edit only): Scheduled, Completed, Cancelled, No show.
• Event Meeting type: None plus each enabled meeting type as "Name (N min)".