Plan and edit events
Build a complete event, choose how a change applies, and check its effects on participants and reminders.
Use an event for something that occupies a date or time in your schedule. Its timing, recurrence, participants, reminders, and meeting link describe different parts of the plan. Review them together before saving a change that affects other people.
Decide what the event represents
A timed event reserves a start and end time. Use it for appointments, classes, or focused work. An all-day event marks a date without treating midnight as an appointment time.
For an event that crosses midnight, set the end on the following date. For a repeating commitment, use a recurring series rather than creating independent copies.
| Need | Use | Check before saving |
|---|---|---|
| An appointment at a particular hour | Timed event | Start, end, and calendar time zone |
| A holiday or date-only milestone | All-day event | First and last dates |
| A regular team meeting | Recurring event | Frequency, interval, and end condition |
| A date you want to count toward | Countdown | Target date and whether it repeats |
Prepare an event for other people
Keep the schedule, invitation, and call details consistent. An event can have participants without a Meet link, or a Meet link without a participant list.
Establish the time and duration
Choose the start and end, then check the time zone in Calendar settings. For a cross-region meeting, confirm the date and local time with participants. A meeting that is Monday evening for you may be Tuesday morning for someone else.
Add context and organization
Use the title for the purpose of the event, the location for where it happens, and the description for preparation or an agenda. Assign a category so you can filter related commitments together.
Choose who receives an invitation
Add participants using the addresses they use to sign in. For a recurring event, review the invitation scope separately from the scope of your event edit. See Invitations.
Review reminders and the call link
Choose a reminder lead time and enable email if you need it. If you add Zentra Meet, save the event before distributing its link. Canceling an unsaved draft can remove its provisional meeting.
Choose between moving and editing
Use the calendar's time-grid selection to start with a time range. Open the event editor when you also need to change its category, participants, recurrence, or description.
When moving or resizing a recurring event, the important decision is which occurrences should change. Moving this week's session does not necessarily mean changing next week's session. Review the change scope before confirming.
If the event belongs to another organizer, changing your display preferences does not give you edit access. Respond to the invitation or ask the organizer to reschedule it.
Check the consequences of a change
After moving a shared event, compare the event's current time with any older invitation or reminder message. A message already in someone's inbox does not rewrite itself when the schedule changes.
Review these details before leaving the event:
- The intended occurrence or series segment changed
- The end time still gives the meeting its intended duration
- The reminder is due on the expected date
- Newly added participants have the intended invitation scope
- The meeting link is the one you plan to distribute
Resolve a rejected save
Keep a title within 200 characters, a description within 2,000, and a location within 500. A reminder or invitation constraint can also prevent a save; follow the specific error instead of repeatedly submitting the same draft.
If a save was interrupted, search for the event before recreating it. The request may have completed even if the interface did not receive its response. For AI-created events, also inspect the conversation's execution results.