How to Create a New Task or Event

Overview
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Tasks and events can be created directly from the calendar using the + New button. This is useful for organizing daily operations and coordinating team activities directly from the schedule.

​Step 1

From the calendar, click the "+ New" button in the top right corner, then select New Task/Event from the dropdown menu.
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Step 2

After clicking the "New Task/Event" button, a side panel will appear to add details. At the top of the panel, click Select/Create Client to associate the event with a specific client. It is optional to add a client, but ZevBit suggests adding it as it will be more convenient to associate events with the client. This is especially useful for task categories such as client walkthroughs, estimates/consultations, inspections, maintenance and repair, and on-site meetings.
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You have two options:

Once you select a client, the Select or Create a Project panel will open automatically. From there, you can choose an existing project.

*NOTE: If the selected client does not have any projects associated, the user has to go to CRM to add a project with that client.

*NOTE: If the selected client does not have any projects associated, the user has to go to CRM to add a project with that client.

The user can also create a new project by clicking "+ Create New Project".

​Client and Project Selected

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Step 3 — Assigned User
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The Assigned User field shows who the task is assigned to from the team members. The dropdown will show the list of team members with their names and deignations.

Step 4 — Type of Task
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Use the Type of Task dropdown to choose the category of the event. This determines how the event appears on the calendar and what color is used to display it.
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Available categories include:

To create a new category, click Add Category.
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From this panel, users can set up the category name, choose a color, add a default task name, define attendee and location preferences, enter a default description, and configure email-related options such as booking confirmations, reminders, and completion emails. It also includes an option to control who has access to this category before moving to the next step. To know more about add categories, Click here.
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Step 5 — Select a Task Type and Color
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Select the task type that best fits the event you are creating. Selecting a task type helps organize the calendar and usually determines the color of the event displayed on the schedule.
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Next to the dropdown, you will also see a color selector which allows you to customize the color used for that event type. This makes it easier to visually distinguish different types of tasks on the calendar.
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​Step 6 — Task Name
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Enter a descriptive title in the Task Name field. This title will appear directly on the calendar, so use clear and descriptive names so team members can quickly understand the purpose of the event.
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In many cases, the task name will auto-populate based on the task type selected above. You can still edit the name if needed to better match your workflow or calendar style.
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When editing the task name, it is recommended to keep the client name placeholder included in the title. This allows the system to automatically pull in the correct client or project name for the event.
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In the screenshot, you can also see that the task appears on the calendar using the selected category color and displays the same task name entered in the field, making it easier to identify the event at a glance.
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Examples:

Step 7 — Date Selection

Click the Date field to open a calendar picker and choose the day the event will occur. The event will appear in the schedule on the selected day.
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Step 8 — Start Time and End Time

Below the date field, enter the Start Time and End Time for the event. These fields define the duration of the event and help teams plan their day and avoid scheduling conflicts.
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Example:

All Day Option

Next to the time fields, you will see the All Day checkbox. If this option is selected, the event will be scheduled for the full day, and the start time and end time fields will be grayed out, since specific times are no longer required.

This option is useful for activities such as full-day site work, inspections that may take several hours, project milestones, and all-day meetings.

Step 10 — Repeat Options
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Use the Repeat dropdown to choose whether the event happens only once or follows a recurring schedule.
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The default option is Does Not Repeat, which creates a one-time event. This is best for appointments, walkthroughs, inspections, or meetings that only need to happen once.
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The dropdown also includes several preset recurrence options, such as daily, weekly, bi-weekly, monthly, and annual patterns. These options are designed to help you quickly apply a common schedule without building it manually. After selecting one of these options, the system may open a settings window where you can choose when the recurrence should end, such as never, on a specific date, or after a certain number of occurrences.
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Custom Repeat
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Select Custom when the preset options do not match the schedule you need. This option gives you more control over how the event repeats.
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With a custom repeat schedule, you can define the recurrence pattern based on your workflow. For example, you can choose how often the event repeats and set the ending rule that works best for the schedule.
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This is useful for events that do not follow a simple pattern, such as tasks that repeat on a specific timeline or schedules that need more flexibility than the standard options.

​Repeat dropdown open, showing available recurrence options
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​Schedule End Settings window
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​Step 11 — Search for Attendees
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The Search for Attendees field allows you to add other team members who should attend the event. You can search for users in the system and add them directly.
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Examples of attendees may include:

Adding attendees ensures every team member is aware of the appointment. In some cases, attendees can also receive notifications or reminders about the event.
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Next to the attendee section, you can also click the bell icon to set up a Reminder Email. This opens a small reminder window where you can choose how long before the event the reminder should be sent. You can enter a number and then select whether the reminder should go out in minutes or hours before the appointment.
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This is useful for helping attendees stay informed and prepared before the scheduled event.
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​Step 12 — Location

The Location field allows you to enter the address where the event will take place. Providing the location helps field staff know exactly where they need to go.
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This is especially useful for estimates, client meetings, property inspections, walkthrough appointments, and payment visits.
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You can also select the Same As Project Address checkbox if the event will take place at the project location. When this option is checked, the system will use the project address automatically and the address field will be grayed out. If the event will happen at a different location, simply uncheck this option and enter the correct address manually.
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Step 13 — Description
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The Description section allows you to add detailed notes about the task or event. This area can include important information such as instructions for the technician, meeting agenda, client contact details, site visit notes, and required materials or tools.
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Adding clear notes helps team members understand what needs to be done during the event.
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Step 14 — Save or Cancel

At the bottom of the panel, you will find two action buttons:

Once you click Save, the system will display a pop-up asking whether you want to send a booking confirmation email to the attendees.​

You will see two options:

If you select Send Email, a new pop-up will appear showing the Send Booking Confirmation email template. From there, you can enter the client’s email address, review the meeting details, and send the confirmation. The email includes the event information and gives the recipient the option to confirm or decline the meeting.
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After saving, you can verify that the event was created correctly by locating it on the calendar and clicking on it. The event details will automatically appear in the left-side panel, where you can review the information entered during setup.
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