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Overview

The Calendar combines date-based work your team needs to track: event reminders, visa expiry reminders, consultation bookings, and events from connected Google Calendars. It gives staff a monthly view, event dots by type, a selected-day detail panel, and quick actions for adding reminders. Use this guide when you want to review upcoming work, add a reminder, or connect calendar integrations.

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Before you start

  • Your plan must include reminders and calendar access.
  • Event reminders and visa expiry reminders must already exist, or you can create them from the calendar.
  • Consultation bookings appear when your workspace uses VisaFlo booking pages.
  • Calendar provider connections are managed from Settings > Third-party integrations.

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Read the calendar

  1. Open Calendar from the sidebar.
  2. Use the month picker to move between months.
  3. Look for event dots on dates with scheduled items.
  4. Select a date to open the detail panel.
  5. Review upcoming and completed items for the selected date.
The calendar can show multiple item types on the same date. Use the type indicators to distinguish expiry reminders, events, bookings, and Google Calendar items. The Calendar month view with month navigation, date indicators, and the selected-day state.

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Add an expiry reminder

  1. Open Calendar.
  2. Select the relevant date.
  3. Click Add New.
  4. Choose Expiry Reminder.
  5. Fill in the client, visa type, expiry date, recipient emails, and reminder schedule.
  6. Save the reminder.
Expiry reminders also appear in Reminders under the Visa Expiry tab. The same menu is also the starting point for one-off event reminders. The Calendar Add New menu with Expiry Reminder and Event actions.

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Add an event reminder

  1. Open Calendar.
  2. Select the relevant date.
  3. Click Add New.
  4. Choose Event.
  5. Add the event title, date and time, attendees, description, and location.
  6. Save the event reminder.
Event reminders also appear in Reminders under the Event tab.

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Edit an item

  1. Select the date that contains the item.
  2. Click the item in the detail panel.
  3. Update the expiry reminder or event reminder in the edit dialog.
  4. Save the change.
Booking entries open as booking details instead of reminder edit forms.

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Connect calendar integrations

Calendar integrations are configured outside the calendar page.
  1. Go to Settings > Third-party integrations.
  2. Find the calendar integration area.
  3. Connect the supported provider.
  4. Complete the OAuth flow.
  5. Return to VisaFlo and confirm the integration status.

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Show Google Calendar events

After a Google Calendar connection is active, VisaFlo loads events for the month you are viewing. Google events are read-only in VisaFlo: use the event’s Open in Google Calendar action to edit the source event. Use the Calendar filters to show or hide Google Calendar items. When several Google accounts or calendars are connected, you can also choose which account or calendar is visible; those choices are saved in the browser you are using. The backend exposes /api/calendar-integration endpoints for provider support, OAuth, sync checks, token refresh, and deletion.

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Troubleshooting

If the calendar is empty, confirm there are event reminders, visa expiry reminders, or bookings in the selected month. If an expiry reminder is missing, check Reminders > Visa Expiry and confirm the expiry date is set. If an event reminder is missing, check Reminders > Event and confirm the event date and time. If Google events are missing, confirm the Google account is connected, the relevant calendar is enabled in the Calendar filters, and the event falls within the month you are viewing. Reconnect the provider from Settings > Third-party integrations if the OAuth connection has expired. If a booking is missing, confirm the consultation booking exists and has a confirmed or pending schedule.