Events & Reminders#

Learn how to create, manage, and get the most out of events and reminders in TimeFlow.

Creating Events#

Quick Event Creation#

Click on any calendar slot:

1. Click date/time on calendar
2. Type event title
3. Press Enter
4. Event created with defaults

Detailed Event Creation#

For complete control:

1. Click + New Event button
2. Fill in event form:

3. Click Save to create

Event Form#

┌─────────────────────────────────────────────────┐
│ New Event                               [Save]  │
├─────────────────────────────────────────────────┤
│ Title: [Team Standup                         ]  │
│                                                 │
│ Start: [Jan 15, 2026] [9:00 AM]                │
│ End:   [Jan 15, 2026] [9:30 AM]                │
│ [ ] All-day event                              │
│                                                 │
│ Location: [Conference Room A              ]     │
│                                                 │
│ Description:                                    │
│ ┌─────────────────────────────────────────────┐ │
│ │ Daily standup - updates and blockers       │ │
│ └─────────────────────────────────────────────┘ │
│                                                 │
│ Attendees: [@Sarah] [@John] [+ Add]            │
│                                                 │
│ Category: [Meeting ▼]                          │
│                                                 │
│ Reminders: [10 min before ▼] [+ Add]           │
│                                                 │
│ [No Repeat ▼]                                  │
└─────────────────────────────────────────────────┘

Event Types#

Standard Events#

Regular time-bound events:

• Specific start and end time
• Appear in time slots
• Show duration on calendar

All-Day Events#

Events spanning entire days:

1. Enable All-day toggle
2. Select date(s)
3. Event appears at top of day

Use for:

• Holidays
• Deadlines
• Multi-day conferences
• Time off

Multi-Day Events#

Events spanning multiple days:

1. Set start date
2. Set end date (different day)
3. Event stretches across days

Recurring Events#

Events that repeat:

1. Click Repeat dropdown
2. Choose frequency
3. Set end condition

See Recurring Events section for details.

Managing Events#

Viewing Events#

Event Preview: Click event to see quick preview with:

• Title and time
• Location
• First few attendees
• Quick actions

Full Details: Click Open or double-click to see:

• Complete description
• All attendees and responses
• Attachments
• Full activity history

Editing Events#

Quick Edit:

• Drag event to reschedule
• Drag edges to change duration

Full Edit:

1. Click event to open
2. Click Edit button
3. Modify any field
4. Click Save

Dragging Events#

Reschedule by dragging:

1. Click and hold event
2. Drag to new date/time
3. Release to drop
4. Confirm change

For recurring events, choose:

• Move only this occurrence
• Move all future occurrences
• Move entire series

Duplicating Events#

Create similar events:

1. Open event
2. Click ... menu
3. Select Duplicate
4. Modify as needed
5. Save new event

Deleting Events#

1. Open event
2. Click Delete button
3. Confirm deletion

For recurring events:

• This event only - Delete single occurrence
• This and future - Delete from this date forward
• All events - Delete entire series

Recurring Events#

Setting Up Recurrence#

1. Open event editor
2. Click Repeat dropdown
3. Select pattern:

Custom Recurrence#

For complex patterns:

Repeat every [2] [weeks]
On: [x] Mon [ ] Tue [x] Wed [ ] Thu [x] Fri [ ] Sat [ ] Sun

Ends:
( ) Never
( ) After [10] occurrences
( ) On [March 31, 2026]

Examples#

Weekly Team Meeting:

Repeat: Weekly on Monday
Time: 10:00 AM - 11:00 AM
Ends: Never

Bi-weekly 1:1:

Repeat: Every 2 weeks on Thursday
Time: 2:00 PM - 2:30 PM
Ends: After 26 occurrences

Monthly Report:

Repeat: Monthly on the last Friday
Time: All-day
Ends: On December 31, 2026

Editing Recurring Events#

When editing a recurring event:

1. Edit this event - Change only this occurrence
2. Edit future events - Change this and all future
3. Edit all events - Change entire series

Exceptions#

Create exceptions in a series:

1. Edit single occurrence
2. Choose "This event only"
3. Change time, skip, or delete
4. Series continues, this one differs

Attendees & Invitations#

Adding Attendees#

1. Open event
2. Click Add Attendees
3. Search team members
4. Select to add
5. Save event

Attendee Options#

Sending Invitations#

When you add attendees:

• Notification sent immediately
• Email invitation (optional)
• Event appears on their calendar

RSVP Responses#

Attendees can respond:

Managing Responses#

View responses in event details:

Attendees (2 yes, 1 maybe, 1 no response)
─────────────────────────────
✓ Sarah Chen (Organizer)
✓ John Smith (Accepted)
? Mike Johnson (Tentative)
- Lisa Wong (No Response)

Reminders#

Adding Reminders#

1. Open event
2. Click Add Reminder
3. Choose timing
4. Select notification method

Reminder Timing Options#

Notification Methods#

Multiple Reminders#

Add multiple reminders per event:

1. Add first reminder
2. Click + Add Reminder
3. Configure second reminder
4. Repeat as needed

Example Setup:

Important Meeting
Reminders:
• 1 week before - Email
• 1 day before - Push
• 1 hour before - Push
• 10 minutes before - Push

Default Reminders#

Set default reminders for all events:

1. Go to Settings > TimeFlow
2. Set Default Reminders
3. Apply to new events automatically

Snoozing Reminders#

When a reminder appears:

• Dismiss - Remove reminder
• Snooze 5 min - Remind again soon
• Snooze 15 min - Remind in 15 minutes
• Snooze 1 hour - Remind in 1 hour

Event Location#

Physical Location#

Enter address or room:

Location: Conference Room B, 3rd Floor

Clicking shows map (if address).

Virtual Meeting#

Add video call link:

Location: https://meet.commflow.io/team-standup

One-click to join meeting.

Location Suggestions#

CommFlow suggests recent locations:

• Recent rooms
• Frequent addresses
• Team meeting links

Event Attachments#

Adding Files#

1. Open event
2. Click Attach File
3. Upload or link from DataFort
4. Files accessible to attendees

Use Cases#

• Meeting agendas
• Reference documents
• Presentation slides
• Related materials

Event Colors & Categories#

Assigning Categories#

1. Open event
2. Click Category dropdown
3. Select category
4. Event shows category color

Category Benefits#

• Visual organization
• Quick filtering
• Calendar overview
• Personal categorization

Integration Features#

From Conversations#

Create events from Team Chat:

1. Click message ... menu
2. Select Create Event
3. Pre-fills with context
4. Complete and save

Task Deadlines#

TaskFlow due dates:

• Appear on calendar
• Click to open task
• Visual deadline tracking

Inbox Scheduling#

Schedule follow-ups:

1. Open ticket
2. Click Schedule Follow-up
3. Set date and time
4. Reminder to follow up

Keyboard Shortcuts#

Best Practices#

Event Titles#

Good:

• "Q1 Planning - Marketing Team"
• "1:1 with Sarah - Career Discussion"
• "Product Demo - Acme Corp"

Avoid:

• "Meeting"
• "Call"
• "Thing"

Descriptions#

Include:

• Meeting agenda
• Preparation needed
• Relevant links
• Expected outcomes

Reminders#

• Set based on preparation needed
• Multiple reminders for important events
• Email for distant future events

Next Steps#

• TimeFlow Overview - Return to overview
• Team Chat - Coordinate meetings