{"id":6257,"date":"2021-07-27T16:59:56","date_gmt":"2021-07-27T11:29:56","guid":{"rendered":"https:\/\/www.appjetty.com\/blog\/?p=6257"},"modified":"2025-11-29T22:46:15","modified_gmt":"2025-11-29T17:16:15","slug":"how-to-select-default-attendees-in-required-optional-fields-in-dynamics-calendar","status":"publish","type":"post","link":"https:\/\/www.appjetty.com\/blog\/how-to-select-default-attendees-in-required-optional-fields-in-dynamics-calendar\/","title":{"rendered":"How to Select Default Attendees in Required\/Optional Fields in Dynamics Calendar?"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_74 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.appjetty.com\/blog\/how-to-select-default-attendees-in-required-optional-fields-in-dynamics-calendar\/#Step_1_Navigate_to_the_AppJetty_Calendar_365\" >Step 1: Navigate to the AppJetty Calendar 365<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.appjetty.com\/blog\/how-to-select-default-attendees-in-required-optional-fields-in-dynamics-calendar\/#Step_2_Find_the_%E2%80%9CActivities%E2%80%9D_section_from_the_Configuration\" >Step 2: Find the \u201cActivities\u201d section from the Configuration<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.appjetty.com\/blog\/how-to-select-default-attendees-in-required-optional-fields-in-dynamics-calendar\/#Step_21_For_the_%E2%80%9CAppointment%E2%80%9D_activity\" >Step 2.1: For the \u201cAppointment\u201d activity<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.appjetty.com\/blog\/how-to-select-default-attendees-in-required-optional-fields-in-dynamics-calendar\/#Step_22_For_the_%E2%80%9CRecurring_Appointment%E2%80%9D_activity\" >Step 2.2: For the \u201cRecurring Appointment\u201d activity<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.appjetty.com\/blog\/how-to-select-default-attendees-in-required-optional-fields-in-dynamics-calendar\/#Step_3_Navigate_to_Resource_Calendar\" >Step 3: Navigate to Resource Calendar<\/a><\/li><\/ul><\/nav><\/div>\n<div style=\"text-align: justify;\">\n<p>When the sales team gets a lead, they will have telephonic discussions or physical meetings to take the lead forward and turn it into the customer. The sales executives will have a business meeting with the client and they might require more team members in that Business meeting.<\/p>\n<p>AppJetty Calendar 365 is a Microsoft Dynamics CRM plugin that manages the CRM activities on a custom calendar. The default calendar of the DynamicsCRM has some limitations to manage the activities and requires lots of manual setups by navigating different backend options. But, from the custom calendar of Calendar 365, admin users can add\/edit, track, and manage the CRM activities from the calendar itself.<\/p>\n<p>Admin users can add appointments from the custom calendar by adding the required attendees (CRM users\/teams).<\/p>\n<p><i>Suppose, there is a manufacturing company that provides electronics devices and cables for the medical devices that are used in the hospitals. The sales executive of that company gets a lead from a multi-purpose hospital for repairing some of the medical\/health devices. So, they scheduled the meeting regarding the same. But, In that meeting, the sales executive needed a technical person who understands the questions and requirements.<\/i><\/p>\n<p>Calendar 365 provides the pre-defined attendee\u2019s\/attendees\u2019 selection who always requires an appointment or any business meeting. You can select the CRM\u2019s \u2018Required\u2019 and the \u2018Optional\u2019 fields during the configuration of the Appointment activity and the Recurring Appointment activity. So, you don\u2019t have to check who will be in the Appointment with the clients.<\/p>\n<p>Let\u2019s see how to pre-select the CRM records and how they will appear when we add an appointment activity.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Step_1_Navigate_to_the_AppJetty_Calendar_365\"><\/span>Step 1: Navigate to the AppJetty Calendar 365<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Open Calendar 365 to manage and track the CRM activities of the team members.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/www.appjetty.com\/blog\/wp-content\/uploads\/2021\/07\/AppJetty-Calendar-365-CRM-activities.png\" alt=\"AppJetty Calendar 365 CRM activities\" \/><\/p>\n<p>You will navigate to the custom calendar of Calendar 365.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/www.appjetty.com\/blog\/wp-content\/uploads\/2021\/07\/custom-calendar-of-Calendar-365.png\" alt=\"custom calendar of Calendar 365\" \/><\/p>\n<p>From the top-right side corner, you will find the \u2018Settings\u2019 (gear) icon to configure Calendar 365 settings.<\/p>\n<p>By clicking on the \u2018Settings\u2019 icon, the Calendar 365 configuration tab will open.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/www.appjetty.com\/blog\/wp-content\/uploads\/2021\/07\/Calendar-365-configuration-tab.png\" alt=\"Calendar 365 configuration tab\" \/><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Step_2_Find_the_%E2%80%9CActivities%E2%80%9D_section_from_the_Configuration\"><\/span>Step 2: Find the \u201cActivities\u201d section from the Configuration<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Scroll down to the Activities section from the configuration page and click on the Appointment tab.<\/p>\n<p>By activating the Appointment, you will find the different options to configure the Appointment activity to be displayed into the custom calendar.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Step_21_For_the_%E2%80%9CAppointment%E2%80%9D_activity\"><\/span>Step 2.1: For the \u201cAppointment\u201d activity<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><img decoding=\"async\" src=\"https:\/\/www.appjetty.com\/blog\/wp-content\/uploads\/2021\/07\/Appointment-activity.png\" alt=\"Appointment activity\" \/><\/p>\n<p>You can select the default attendees (CRM Records) for the Required field and\/or Optional field. The selected attendees will appear by default when you or your team (users) create an Appointment activity from the custom calendar.<\/p>\n<p>After enabling the checkbox you will get the input box with the \u2018Search\u2019 icon.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/www.appjetty.com\/blog\/wp-content\/uploads\/2021\/07\/input-box-with-the-Search-icon.png\" alt=\"input box with the Search icon\" \/><\/p>\n<p>By clicking on the \u2018Search\u2019 (magnifier) icon, the LookUP Records will pop up from where you can select the CRM users\/teams\/records for the pre-selection of the appointment activity.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/www.appjetty.com\/blog\/wp-content\/uploads\/2021\/07\/LookUP-Records.png\" alt=\"LookUP Records\" \/><\/p>\n<p>You need to select the records from the list which you want to set as default required attendees. After selecting from the list, click on the Select button to add into the \u2018Selected records\u2019 box and by clicking the Add button, the records will be added to the Field.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/www.appjetty.com\/blog\/wp-content\/uploads\/2021\/07\/Select-button-to-add-Selected-records.png\" alt=\"Select button to add Selected records\" \/><\/p>\n<p>In the same way, you can add the default attendees for the \u201cOptional\u201d fields as well.<\/p>\n<p><i>The sales executive of the manufacturing company can select the attendees who are required when the Appointment activity is created. In short, when the Business meeting (Appointment activity) is scheduled, some of the Team members\/attendees (CRM users) who could be technicians, legal advisers will always be required. So, the sales executive can pre-select the attendees and that will be selected by default during the Appointment activity creation.<\/i><\/p>\n<p>Once you select the attendees in Appointment activity configurations, click on the Save button to apply changes.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Step_22_For_the_%E2%80%9CRecurring_Appointment%E2%80%9D_activity\"><\/span>Step 2.2: For the \u201cRecurring Appointment\u201d activity<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>You can also select the default attendees in the Required and\/or Optional fields for the \u201cRecurring Appointment activity\u201d.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/www.appjetty.com\/blog\/wp-content\/uploads\/2021\/07\/Recurring-Appointment.png\" alt=\"Recurring Appointment\" \/><\/p>\n<p><i>The sales executive can select the CRM records (attendees) for the \u201cRecurring Appointment\u201d activity if weekly report meetings regarding the sales activity and demos are required. The executive will not be required to select the attendees when the Appointment and Recurring Appointment is being added as the attendees will be selected by default.<\/i><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Step_3_Navigate_to_Resource_Calendar\"><\/span>Step 3: Navigate to Resource Calendar<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Once you have saved the configuration, navigate to the Calendar 365 tab (Resource Calendar). You need to \u2018Refresh\u2019 the calendar to apply the configuration changes.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/www.appjetty.com\/blog\/wp-content\/uploads\/2021\/07\/Create-Activity-popup.png\" alt=\"Create Activity popup\" \/><\/p>\n<p>Now, by clicking on the specific date, the + Create Activity popup will appear. You can add any activity by selecting the type from the \u201cActivity\u201d dropdown option.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/www.appjetty.com\/blog\/wp-content\/uploads\/2021\/07\/select-the-Appointment-from-the-Activity.png\" alt=\"select the Appointment from the Activity\" \/><\/p>\n<p>If you select the Appointment from the \u201cActivity\u201d dropdown option, the Required and\/or Optional fields will be selected.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/www.appjetty.com\/blog\/wp-content\/uploads\/2021\/07\/Calendar-configuration-in-the-Appointment-activity.png\" alt=\"Calendar configuration in the Appointment activity\" \/><\/p>\n<p>You will get the default selected Required\/Optional attendees as you have selected from the Calendar configuration in the Appointment activity.<\/p>\n<p>Similarly, you will get the default selected Required\/Optional attendees for Recurring Appointment as well.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/www.appjetty.com\/blog\/wp-content\/uploads\/2021\/07\/Recurring-Appointment-as-well.png\" alt=\"Recurring Appointment as well\" \/><\/p>\n<p>In this way, you can keep selecting the required attendees (DynamicsCRM records- users\/teams) for the \u2018Required\u2019 and \u2018Optional\u2019 fields in the Appointment and Recurring Appointment activities. So, the Dynamics users will not require to add the records in the Required\/Optional fields every time.<\/p>\n<p>Microsoft Dynamics CRM app, <a href=\"https:\/\/www.appjetty.com\/dynamicscrm-all-in-one-calendar.htm\">AppJetty Calendar 365<\/a> provides to manage and track all the enabled CRM activities on the activity calendar. The users with DynamicsCRM administrator rights can create and schedule the activities in Calendar 365 effortlessly.<\/p>\n<p>If you want to know about any feature regarding AppJetty Calendar365, feel free to reach out to us at sales@appjetty.com or you can just click on \u201cContact Us\u201d.<\/p>\n<div class=\"read-case button-cta\">\n<p><a class=\"outer-btn contact-form-popup\" href=\"#contact_form_pop\">Request Demo<\/a><\/p>\n<\/div>\n<p><em>All product and company names are trademarks\u2122, registered\u00ae or copyright\u00a9 trademarks of their respective holders. Use of them does not imply any affiliation with or endorsement by them.<\/em><\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>When the sales team gets a lead, they will have telephonic discussions or physical meetings to take the lead forward and turn it into the customer. The sales executives will have a business meeting with the client and they might require more team members in that Business meeting. AppJetty Calendar 365 is a Microsoft Dynamics&hellip; <a class=\"more-link\" href=\"https:\/\/www.appjetty.com\/blog\/how-to-select-default-attendees-in-required-optional-fields-in-dynamics-calendar\/\">Continue reading <span class=\"screen-reader-text\">How to Select Default Attendees in Required\/Optional Fields in Dynamics Calendar?<\/span><\/a><\/p>\n","protected":false},"author":4,"featured_media":6258,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_yoast_wpseo_title":"Select default CRM meeting attendees inside Dynamics Calendar 365","_yoast_wpseo_metadesc":"","_yoast_wpseo_opengraph-title":"","_yoast_wpseo_opengraph-description":"","_yoast_wpseo_opengraph-image":"","_yoast_wpseo_twitter-title":"","_yoast_wpseo_twitter-description":"","_yoast_wpseo_twitter-image":"","inline_featured_image":false,"footnotes":""},"categories":[62],"tags":[],"class_list":["post-6257","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-calendar-365","entry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.3 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Select default CRM meeting attendees inside Dynamics Calendar 365<\/title>\n<meta name=\"description\" content=\"When the sales team gets a lead, they will have telephonic discussions or physical meetings to take the lead forward and turn it into the customer. 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