My Calendar · every feature for every user

Here is a situation most sales reps know very well. You have thirty leads on the go. You sent a proposal to one of them four days ago. You meant to follow up yesterday. You didn't. Today you finally remembered — but now it is Monday morning, your inbox has forty messages in it, two discovery calls are back to back, and that proposal has gone completely cold.

Nothing broke. No system failed. You just did not have a tool that closed the gap between knowing what to do and actually doing it at the right moment.

My Calendar is built to close exactly that gap.

It is your private scheduling hub inside B2B Growth Hub — not a generic calendar bolted on as an afterthought, but a purpose-built sales execution layer that understands your pipeline, watches your leads, and tells you what to do today. Every signed-in user has one. It pulls three streams of information into a single view:

• Personal entries you create yourself · calls, meetings, tasks, follow-ups, reminders, discoveries, proposals. Anything you want to schedule.
• Booked Events · every published B2B Growth Hub event (Bootcamp, webinar, convention, training session) you are registered to attend appears here automatically, matched by your email address. You never have to enter them manually.
• Smart suggestions · for sales reps and admins, the calendar watches every lead you own and surfaces next-best actions (overdue follow-ups, leads going cold, proposals to chase, invoices to send). The pipeline tells the calendar what needs to happen. You just act on it.

Think of it as the heartbeat that turns every handoff in your sales process — lead → call → discovery → contract → invoice → cohort — into a concrete, scheduled, reminded diary entry. It is the difference between managing by memory and managing by signal.

Before we get into the how, it is worth understanding the why. My Calendar was designed to solve five specific problems that come up again and again in a busy sales operation.

Problem 1 · Leads fall through the cracks.

Imagine you have forty leads in different pipeline stages. You contacted one of them last Tuesday, had a good conversation, and said you would follow up in a week. That week passes. Nothing in your existing tools reminds you. The lead has moved on mentally. You reach out, they say "I went with someone else last Friday." A deal lost not because of price or fit — but because of timing.

The Smart Suggestions engine watches every lead you own and triggers nudges at exactly the right moments. Lead in CONTACTED status for seven days with no movement? The system surfaces "Follow-up due." Proposal sent three days ago with no response? It surfaces "Chase signature." You do not have to remember — the system does.

Problem 2 · Your CRM and your calendar never talk to each other.

Most teams run a CRM for lead tracking and a separate calendar for scheduling. These two tools live in different windows, have different logins, and share no context. When you finish a discovery call in the CRM, you then open your calendar and manually create a follow-up event. When the reminder fires, you have to navigate back to the CRM to remember who the lead is and what you discussed.

In My Calendar, events are linked directly to leads. One click from the lead detail page schedules a call, links it to that lead, sets a reminder, and drops it into your calendar. When the reminder email arrives, it includes the lead's name and a link straight back to their full history. Context is never lost.

Problem 3 · You miss the right moment to act.

Sales has a rhythm. Touch a lead too early and you are a nuisance. Touch them too late and the momentum is gone. The suggestions engine knows the right cadence for each stage:

• Lead is NEW → "Make first call" (high priority)
• No answer after 3 days → "Re-dial"
• No movement after 7 days in CONTACTED → "Follow-up due"
• Discovery done but no proposal for 3 days → "Move to bridge"
• Contract sent but unsigned for 3 days → "Chase signature"
• Invoice sent but unpaid for 5 days → "Chase payment"
• Lead converted within the last day → "Send invoice" (high priority)

Every delay in your pipeline has a trigger. Every trigger creates a suggestion. Nothing goes unnoticed.

Problem 4 · Reminder emails arrive too late — or not at all.

A background job runs every five minutes scanning for upcoming events whose reminder window has opened. It sends a personalised email ("Hi Sanjeev, your call with Acme Corp starts in about 30 minutes"), marks it sent, and never sends it twice. If you set a one-week reminder for a Bootcamp, it fires exactly when you need it — not a day late, not twice.

Problem 5 · Your schedule is scattered across tools.

The iCal feed lets you subscribe once in Google Calendar, Apple Calendar, or Outlook. Your B2B Growth Hub personal entries and booked events appear in your existing work calendar and stay in sync automatically — refreshing roughly every hour. No import/export, no copy-pasting dates, no hunting through confirmation emails to find when your Bootcamp starts.

Three ways in:

• Profile dropdown · click your avatar (top-right) → My Calendar.
• Direct URL · /my-calendar.
• From a lead · the 📅 Schedule call button on a lead detail page opens the slot picker (see section 12) which lands the booking on your calendar instantly.

The four numbered pills across the top of the page tell you the state of your schedule at a glance — before you have read a single entry.

• Today · how many calendar entries you have today, counting both personal entries and booked B2BGH events.
• Next 7 days · everything in your week ahead. A quick pulse-check on how busy the pipeline looks.
• Overdue · planned entries whose start time is in the past and that you have not yet marked Done or Cancelled. This number is your missed follow-up count. If it is climbing, something is slipping.
• Smart suggestions · the number of next-best actions the system has surfaced from your pipeline. Sales and admin users see a live count. Buyers and suppliers will always see zero here — smart suggestions are pipeline-driven and only fire when leads are assigned to you.

A healthy sales calendar looks like: Today ≥ 1, Overdue = 0, Suggestions trending down as you action them. If Overdue is creeping up every day, the Smart Suggestions panel will tell you exactly where the backlog is building.

Right under the page header you will see 📡 Subscribe in Google · Outlook · Apple Calendar. Click + Subscribe to expand the panel.

1. One-click buttons · pick Add to Google, Add to Outlook, or Add to Apple. Your external calendar app opens with the subscribe URL pre-filled — just confirm and you are done.
2. Or copy the URL · paste it into any calendar client that supports iCal subscriptions (Fantastical, Thunderbird, CalDAV clients, etc.).

The feed refreshes roughly every hour in your external calendar. New entries you create on B2BGH — or new event bookings — appear in Google or Outlook within about an hour, automatically, with no further action from you.

Privacy note · the URL contains a private token unique to your account. Treat it like a password. Anyone with that URL can read your full calendar, so only share it with people you explicitly trust.

Direction · v1 sync is one-way (B2BGH → external calendar). Editing or deleting an event in Google or Outlook does not push back to B2BGH. Changes must be made inside the platform.

Click + New event in the top-right of the agenda column. The drawer opens with these fields:

• Title· the short headline that appears in the agenda and in any synced external calendar. Be specific — "Call · Sanjeev Mishra" is more useful than "Call."
• Kind · choose from Call · Meeting · Task · Reminder · Follow-up · Discovery · Contract. Each kind gets its own colour pill in the agenda so you can scan the shape of your day visually — red calls, blue meetings, amber follow-ups.
• Starts at / Ends at · pick date and time. For tasks and reminders the end time is optional — the system defaults to a 30-minute block.
• All day · tick this for full-day commitments such as a training day, trade exhibition, or travel day.
• Location · physical address or video call URL. This appears in your agenda and in the iCal export, so when the reminder fires you have the Zoom link right there.
• Description · free-text notes. These are pasted into your reminder email and into the iCal event, so you always have context when you need it most.
• Link a lead · optional, sales and admin only. See section 8.
• Reminder · how many minutes before the start time you want an email alert. See section 9.

Click Save · the entry appears immediately in the agenda and in your iCal feed within the hour.

Every personal entry in the agenda has an Edit button. Click it to open the same drawer you used to create it. From there you can:

• Change any field and save. Updates appear instantly in the agenda and propagate to your external calendar within the hour.
• Flip Status from Planned to Done once the call or meeting actually happened. This removes it from the Overdue count and keeps your KPI strip accurate.
• Set Status = Cancelled if the event did not happen. It stays in your history for audit purposes but disappears from the active pipeline counts.
• Delete the entry entirely. This action is permanent.

Entries marked with a 🎟️ Booked badge are read-only on your calendar. They come from the Events module and are managed by the event organiser. To cancel attendance, use the event page itself.

For sales reps and admins, the Link a lead picker connects a calendar entry to a specific row in your leads list. This small step has three meaningful payoffs:

• The agenda entry gains a View lead → shortcut. Click it and you jump straight to the lead detail page — no searching, no navigating.
• The lead's profile shows the scheduled activity. Everything related to a lead lives in one place, not scattered across tools.
• Reminder emails include the lead's name. When your phone buzzes thirty minutes before a call, you know immediately who you are calling and can pull up their history before you dial.

Scenario: You finish a discovery call with a prospect at Meridian Tech. You create a Follow-up entry for next Tuesday, link it to Meridian Tech's lead record, and add a note: "They asked about multi-site pricing. Prepare comparison." On Tuesday morning your reminder email arrives. You click through, see the full call history and your own note, and you are prepared before the conversation starts.

The picker only shows leads assigned to you. Admins see the same scoped picker because they manage their own follow-up queue directly.

Set a reminder on any entry and B2BGH will send you a personalised email that many minutes before the start time. The email includes:

• The entry title (e.g. "Call · Sanjeev Mishra")
• Exact start time in London time
• Location or video call URL
• The description notes you entered when creating the event
• A direct link back to /my-calendar

The reminder system runs on a background job every five minutes, so a 30-minute reminder fires between 30 and 35 minutes before your event. Each entry only ever receives one reminder — the system stamps it as sent and never resends.

Common reminder values to use:

• 15 minutes · quick calls and short check-ins
• 60 minutes · focused meetings where you need prep time
• 1440 minutes (24 hours) · high-value meetings, countersign calls, client presentations
• 10080 minutes (1 week) · Bootcamp or training sessions where you want time to prepare materials

Tip: For any entry where being caught unprepared would cost you a deal or damage a relationship, set a 24-hour reminder. One email the day before changes everything.

Available to sales reps and admins only. The right-hand column on the calendar page is not an inbox — it is a live, pipeline-aware to-do list generated fresh from your lead data every time the page loads.

Here is how it works. The suggestions engine looks at every lead assigned to you, checks its current status and how long it has been sitting there, and applies a set of rules that mirror the natural cadence of a B2B sales process:

• Lead is NEW→ "Make first call" · high priority
• Dialledwith no response for 3+ days → "Re-dial · no answer" · high priority
• Contactedbut no movement for 7+ days → "Follow-up due" · medium priority
• Bookedfor discovery → "Run discovery" · high priority
• Discovery donefor 3+ days with no proposal → "Move to bridge" · medium priority
• Bridgeopen for 5+ days → "Send contract" · high priority
• Proposal sentfor 3+ days with no acceptance → "Chase signature" · high priority
• Acceptedwithin the last day → "Send invoice" · high priority
• Invoicedfor 5+ days unpaid → "Chase payment" · medium priority

Click Schedule on any suggestion and the new-event drawer opens with the title, suggested date and time (next working day at 10am), and the lead already linked. Save it in one click and it becomes a real calendar entry with a reminder.

Scenario: It is Monday morning. You open the calendar. The suggestions panel shows: three leads with overdue follow-ups, one proposal that has been sitting unsigned for four days, and one newly converted lead that needs an invoice. In two minutes you schedule five actions. Before you have opened your inbox, your week has a plan.

Every B2B Growth Hub Event you register for — Bootcamp, webinar, convention, training session, mastermind — appears on your calendar automatically with a 🎟️ Booked badge. You do not need to do anything.

• How the match works · when you register for an event, your email is captured on the attendee list. My Calendar pulls every event where your account email matches an attendee row (case-insensitive).
• Visibility window · the calendar UI shows events 30 days back and 90 days forward. The iCal feed is wider — 60 days back and 365 days forward — so future event bookings appear in your external calendar as soon as you register.
• Read-only · booked entries cannot be edited or deleted from your calendar. To cancel attendance, use the event page directly.

Booked events count toward the Today, Next 7 days, and Overdue KPIs. This means buyers and suppliers — who may not maintain personal calendar entries — still see meaningful numbers driven by their event attendance.

Not showing up? The match relies on the email on the event attendee row being identical to your account email. If you registered with a different address, ask the event organiser to update the attendee record, or update your account email to match.

Available to sales reps, admins, and onboarding users. On any lead detail page (/my-leads/[id]), look for the green 📅 Schedule call button next to the lead name.

1. Click 📅 Schedule call.
2. A modal opens showing your free 30-minute slots across the next 5 working days (Monday–Friday, 09:00–17:30 London time). Any slot that overlaps an existing personal entry or a booked Event is greyed out automatically so you cannot accidentally double-book.
3. Click any open slot. It commits immediately — a CALL entry is created, linked to this lead, with a 30-minute reminder pre-set.
4. Need a time outside the displayed slots? Use the custom date/time picker at the bottom of the modal.

Within roughly an hour the call also appears in your subscribed Google, Outlook, or Apple calendar.

Scenario: You are reviewing a lead at 4pm and you decide tomorrow at 10am is the right time to call them. Click Schedule call. Tomorrow 10am is free. Click it. Done. A call entry is on your calendar, linked to the lead, with a reminder set. You did not open a separate calendar app, you did not switch windows, and you did not forget.

My Calendar is available to every single signed-in user — there is no role gate on the page itself. What differs is how much the platform can do for you, based on the work your role involves.

Think of it this way: the calendar engine is the same for everyone. But the intelligence layer — smart suggestions, lead-linked events, the Schedule Call button — only fires for the roles actively working a sales pipeline.

Feature access by role:

In one line: ADMIN and SALES users get a pipeline-aware sales execution tool. BUYER and SUPPLIER users get a personal scheduling hub with event awareness. Both are the same calendar — just different amounts of intelligence firing based on what data exists for that role.

The same feature can mean completely different things depending on who is using it and what they are trying to get done. Here is what My Calendar actually delivers for each role — in plain terms, with real-world scenarios.

Admin

For an admin, My Calendar is a command centre for the entire sales operation. You carry the broadest responsibility in the platform — you are across every lead, every deal stage, every overdue action. Without a calendar tied to your pipeline you are context-switching between spreadsheets, emails, and memory. That is where things get missed.

Smart Suggestions cover your whole assigned pipeline. Every lead you own gets watched. If a contract has been sitting unsigned for three days, the system surfaces "Chase signature." If a converted lead has not been invoiced within 24 hours, it surfaces "Send invoice." You do not have to remember — the system tells you what is on fire today.

Full oversight of your own day. Calls, countersign meetings, team check-ins, review sessions — all grouped by day, with each event type colour-coded so you can scan the shape of your schedule instantly.

iCal subscription means your B2BGH schedule lives in whatever calendar you already use.A countersign meeting you create in the app shows up in Outlook or Google Calendar within the hour. No double-entry. No "what was that meeting again?"

Email reminders on critical moments. Set a 30-minute reminder before a countersign call so you are never caught unprepared. Set a 24-hour reminder before a Bootcamp session you are running.

The Overdue KPI catches what slipped. The strip at the top tells you at a glance how many PLANNED events have passed without being marked done. That number is your missed follow-up count for the week. If it is rising, something is wrong.

Scenario: Santosh is managing fifteen active leads across different pipeline stages. On Monday morning he opens My Calendar. The suggestions panel shows two proposals that went unsigned over the weekend, one new lead that has not been called yet, and an invoice that should have gone out Friday. The Overdue pill shows 3. In five minutes he schedules four actions. By 9:15am his week is already organised — and nothing has slipped.

The core value: You stop managing by memory and start managing by signal. The pipeline tells the calendar what needs to happen. You just act on it.

Sales

For a sales rep, My Calendar is your personal sales execution layer— the bridge between knowing you have leads and actually doing the work at the right moment. Without it, the gap between a lead sitting in "CONTACTED" and you making the next call is willpower and memory. With it, the system closes that gap automatically.

Smart Suggestions are your daily to-do list, generated from reality. When you log in every morning, the suggestions panel already knows which leads are overdue for a call, which discovery sessions need a follow-up, which proposals have gone cold. You do not build this list — it builds itself from your pipeline data.

Schedule Call on every lead — one click, done. You are reviewing a lead and you decide to call them tomorrow morning. Click Schedule Call, pick the 10am slot — it creates the event, links it to the lead, sets a 30-minute reminder, and drops it into your calendar. Three steps collapsed into one.

Your free slots are visible when scheduling. The slot picker greys out times you are already booked. You never accidentally double-book a discovery call over an existing client meeting.

Events linked to leads mean context is preserved. When your reminder fires, it includes the lead's name and links back to their full history. You arrive at the call prepared, not scrambling to remember who they are.

iCal keeps your work calendar and your B2BGH calendar in sync. Every event you create — plus every B2B Growth Hub event you are attending — lives in a single feed. Subscribe once, always current.

Scenario: Priya is a sales rep with twenty-two leads. She has been in back-to-back calls all week and has not checked her pipeline since Wednesday. It is now Friday afternoon. She opens My Calendar. The suggestions panel shows five leads that needed attention this week. Three proposals are now overdue for a chase. She schedules five actions for the following week in under three minutes — each one linked to the relevant lead, each one with a reminder. Next week will not look like this week.

The core value: The gap between "I should call this person" and "I have a call booked with a reminder set" shrinks to one click. Momentum is built into the system, not your willpower.

Onboarding

For an onboarding user, My Calendar is a structured workflow companion for activating new suppliers. This role sits at a specific handoff point — suppliers have been qualified and are now moving through a defined activation sequence. There are specific steps, specific touchpoints, and specific timing. The calendar helps you stay on top of each one.

Smart Suggestions fire if leads are assigned to you. If suppliers-in-activation are allocated to your name, the suggestions engine watches them exactly the same way it does for sales reps. You will see nudges like "Run discovery" or "Move to bridge" as each activation moves through the pipeline.

Event types that match the onboarding workflow. DISCOVERY, MEETING, CALL, TASK — all are relevant to the structured steps of activating a new supplier. Create a "Welcome call" event, link it to the supplier lead, set a reminder.

Link events to leads so nothing is anonymous.When you schedule a welcome call for a new supplier, you link it to their lead record. The event becomes traceable — you can see the full history of what happened when, and the supplier's name appears in your reminder email.

B2B Growth Hub events auto-appear. If you are involved in running Bootcamp or onboarding cohort sessions, those show up in your calendar automatically from the event registration system.

Scenario: An onboarding manager has six new suppliers moving through activation this month. Each one needs a welcome call in week one, a platform walkthrough in week two, and a cohort kickoff in week three. She creates a CALL for each welcome, links each to the supplier lead, and sets a 24-hour reminder. The cohort sessions appeared automatically from the event registration. Her whole activation schedule is in one view, with nothing to remember manually.

The core value: A structured onboarding process has many small steps and handoffs. The calendar gives you a place to schedule each step, link it to the supplier it is for, and never drop the ball on what comes next.

Buyer

For a buyer, My Calendar is a personal scheduling hub with event awareness — not a sales tool, but still genuinely useful for managing their engagement with the B2B Growth Hub ecosystem. Buyers attend events, have discovery calls with suppliers, follow up on briefs, and manage their own procurement timelines. All of that has a place here.

B2BGH events you registered for appear automatically. A Bootcamp session, a networking event, a buyer briefing — if you are on the attendee list, it shows in your calendar with the 🎟 badge, without you doing anything.

iCal subscription syncs to Google, Outlook, or Apple. Subscribe once. Every B2BGH event you register for in the future automatically appears in your existing work calendar. No copy-pasting dates, no hunting through confirmation emails to find when your Bootcamp starts.

Create your own entries for B2BGH-related activity. A call with a shortlisted supplier, a deadline to review quotes, a reminder to follow up on an RFQ — you can schedule these yourself and they sit alongside your booked events in one view.

Email reminders work for everything. Set a reminder for a supplier demo, a procurement review, or a Bootcamp session you are attending. The system sends it on time.

Scenario: A procurement lead at a mid-size company is attending three B2BGH events this quarter and has shortlisted four suppliers from a recent RFQ. She subscribes to the iCal feed once. The three events appear in her Outlook calendar automatically. She creates four short entries — one for each supplier follow-up call — with 30-minute reminders. Her B2BGH commitments now live inside her normal working calendar, not scattered across confirmation emails.

The core value: Buyers often attend multiple events across the year and have procurement timelines that matter. Instead of managing B2BGH commitments through email confirmations and manual calendar entries, everything lives in one place and syncs to wherever they already work.

Supplier

For a supplier, My Calendar is an engagement and commitment tracker — useful for staying on top of their relationship with B2B Growth Hub and managing the steps in their own onboarding and activation journey.

Booked B2B Growth Hub events appear automatically. If you are registered for a Bootcamp, a convention, or a supplier briefing, it is already in your calendar. No manual entry required.

iCal sync to your business calendar. The same feed that works for buyers works for suppliers. Subscribe once and your B2BGH commitments live in Outlook or Google Calendar automatically. For a supplier managing their B2BGH relationship alongside client work, this removes friction from an already full schedule.

Create entries for your own B2BGH milestones. Deadline to submit a proposal, follow-up call with your assigned partner, reminder to check your RFQ inbox — you can track all of these without leaving the platform.

Email reminders for critical deadlines. If you have a contract signing deadline or an onboarding session coming up, set a reminder. The platform keeps you punctual without requiring you to rely on email threads to find the date.

Scenario: A supplier founder is running her business full-time while also managing her B2BGH activation. She has a contract signing deadline, a Bootcamp session, and a platform walkthrough all in the same fortnight. She subscribes to the iCal feed. The Bootcamp and walkthrough appear automatically. She creates a TASK for the contract deadline with a 24-hour reminder. Her B2BGH obligations are visible inside her normal Outlook calendar without needing to log in to check.

The core value: Suppliers are running their own business while also managing their engagement with B2BGH. The calendar removes the overhead of manually tracking B2BGH commitments and integrates them into the tools suppliers already use — without requiring them to think about it.

One feature, five different jobs

Being clear about what v1 does not do helps you set the right expectations and plan around the gaps.

• No sync back from external calendars. This is one-way only — B2BGH to Google/Outlook/Apple. If you edit or delete an event in your external calendar, it does not push back to B2BGH. Changes must be made inside the platform.
• Admins cannot see other users' calendars. My Calendar is private to each signed-in user. This is a deliberate privacy-first design decision. Team calendar views are on the roadmap.
• No recurring events yet. If you have a weekly team sync or a monthly review, you will need to create each occurrence manually for now.
• No public booking page. Prospects cannot book a slot with you directly (Calendly-style /book/[user] is on the roadmap).
• Reminders are London time. Per-user time-zone settings are on the roadmap.

Why did I not get my reminder email? Check four things: (1) did you set a Reminder value when creating the entry? (2) is the entry status still Planned — not Done or Cancelled? (3) is the start time in the future? (4) check your spam folder. The background job runs every 5 minutes so reminders arrive 0–5 minutes after the window opens.

My Bootcamp booking is not showing. The match relies on the email on the event attendee row being identical to your B2BGH account email (case-insensitive). If you registered with a different address, ask the event organiser to update the attendee record, or update your account email to match.

I edited an event in Google Calendar — why did it not sync back? v1 sync is one-way (B2BGH → external). True two-way sync via Google and Outlook OAuth is on the roadmap.

Can I share my calendar with a teammate? Not yet. On the roadmap. For now, you can share the iCal URL — they can subscribe to it read-only. Only do this with people you fully trust, as the URL is the credential — anyone with it can read your calendar.

Can a prospect book a slot with me directly? Not yet. A public booking page (Calendly-style /book/[user]) is on the roadmap.

I have no Smart Suggestions. Is something broken? No. Suggestions only fire when leads are assigned to you. If you are a buyer, supplier, or a sales rep with no leads allocated yet, the suggestions panel will be empty. Once leads are assigned to your account the panel populates automatically.

Time-zone? Reminder emails quote London time in v1. Per-user time-zone preference is on the roadmap.

I am getting too many reminders. Reminders are set per entry by you at creation time. To stop a reminder, edit the entry and clear the Reminder field, or delete the entry entirely.