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CAAP Guide: Calendaring

  • Introduction

    Calendars in Clio can be used to track any event related to your practice, and events can be linked to specific Matters for easy tracking and billing.

    In this chapter, you will learn how to navigate around your Clio calendars and how to add events. You will also be introduced to calendar sharing and the firm calendar, a global calendar available to all firm users.

    For a quick start to working with Clio Calendars, we suggest starting with the "Calendar" video on the next page.


  • Video: Calendar

  • Navigating the Calendar Tabs


    Main Calendar Tab
    Matter Specific Calendars


    Main Calendar Tab

    You can navigate to the main calendar by clicking on the "Calendar" tab in the Clio header.

    1. Sidebar
      When on the "Calendar" tab, the Clio sidebar will display a list of all the calendars that you have permission to view. Check the box beside each calendar that you want to view.
    2. Calendar View
      By default, the calendar will display your events in Week view. To change the calendar view to Agenda, Day, Month, or Year, click on the appropriate tab.

      To permanently change your default calendar view, click the "Settings" sub-tab at the top of the screen.

    3. Event View
      Hover your cursor over an event to view a preview of the event details. 

      To view the full event details or to edit the event, click on it. 

    4. Additional Calendar Options
      • Feeds
        Feeds allow you to push your Clio calendar events to a third-party calendaring application like Apple iCal.
      • Sharing
        Click "Sharing" to allow other users of your Clio account to view and edit your calendar.
      • Settings
        Click "Settings" to change your default calendar view.
      • New Calendar
        Click "New Calendar" to create and share new calendars such as group calendars, meeting room calendars, and personal calendars.
      • Print
        Print events in the current calendar view.
      • Add Event
        Click "Add Event" to add a new appointment to your calendar.


    Matter Specific Calendars

    You can navigate to Matter specific calendars by opening any Matter and clicking on the "Calendar" sub-tab. Events in the Matter calendar are displayed in agenda list view.

    1. Ordering of Events
      You can reorder the events in the agenda list by clicking on the table headings.
    2. View, Edit, or Delete Events
      Click the "Edit" quick link to view all event details or to edit the event.

      Click the "Delete" quick link to remove the event from your calendar.

    3. Events Shared with Clients and Co-Counsel via Clio Connect
      When you invite a Contact to view a calendar event via Clio Connect, the event will display a green "Shared" label. 

      To stop sharing an event, click the "Edit" quick link and remove the external Contact. 

    4. Additional Calendar Options
      • Export
        Click the "Export" button to export your events as a PDF, CSV, or ICS file.
      • Add
        Click the "Add" button to add a new appointment to your calendar.


  • Adding Calendar Events


    Adding a Calendar Event
    Create Calendar Entry Form
    Repeating Events


    Adding a Calendar Event

    Main Calendar
    When viewing the main "Calendar" tab, click on the  button to create a new event.  

    You can also add an event by clicking on a time slot in the calendar view. 

    Matter Calendar
    When viewing a Matter specific calendar, click on the  button to create a new event. 


    Create Calendar Entry Form

    1. Calendar Entry Tabs
      • General Information
        Add general event details and invitees.
      • Repeats
        Set up repeating events. See "Repeating Events" below.
      • Reminders
        Set up event reminders for yourself and others. See "Reminders" below.
      • Time Entries
        Add a time entry for billing to this event. Time entries are covered in detail in the "Adding Time and Expenses" chapter of this guide.
    2. Event Fields
      Complete the standard event fields as desired. Only the "Summary" field is required.

      Note that the "Calendar Owner" is the calendar that the event will appear on. By default, this will be your calendar but you can select any calendar that you have permission to edit. 

    3. Matter Field
      Enter in a Matter number to be able to view this event from the Matter's "Calendar" tab.
    4. Attendees
      In the "Firm" field, select any user of your Clio account, or click "Invite Contacts via Clio Connect" to share the event with external Contacts. 
    5. Event Description
      Enter the details of the event or meeting if desired.
    6. Save Buttons
      When finished adding details to the event, click one of the save buttons. If you are editing an event, these buttons will change to allow you to update or delete the event.

    For more information about adding calendar events, see the "Creating Calendar Events" article.


    Repeating Events

    To create a repeating event, click on the "Repeats" tab then select the frequency in the "Repeats" field.

    Events can repeat daily, weekly, monthly, or yearly. Once you select the repeat frequency, you will be provided with further options for specifying the repeat period.  



    To set up reminders for the event, click on the "Reminders" tab then click "Add a Reminder".

    Reminders can be set up as follows:

    • Email and Clio pop-up reminders for yourself
    • Email reminder for other members of your Clio account
    • Email reminders to any Contact that has a Clio Connect account

    For more information about setting up event reminders, see the "Adding Calendar Reminders" article.

  • Calendar Sharing

    In order to grant another firm member access to your calendars, you must share your calendar with them.

    Click the Calendar tab, then "Sharing". Here you can select your Clio calendars via the drop-down to view and edit current sharing permissions, as well as share with other users.

    1. Click the drop-down to select the calendar you want to view and share.


    2. Click on the "Add Calendar Share" link.


    3. Choose the user you want to give access to from the "Group" drop-down and select the "Permission" level. You can choose "Editor", "Viewer" or "Free/Busy" (Hide Details). Click "Update Calendar" when done.


    • If you share your calendar with "Firm" then it will share it with all individuals in your firm and give them all the same Permission level.
    • The Originating Subscriber has control of the Firm calendar. You can share and determine permission levels for this in the same way.

    Once permission has been granted for you to view a calendar, you will see their name in a box under "Calendars" in the far right-hand corner of your screen. To view another person's calendar (or the firm calendar), simply check the box. If you do not wish to see another user's calendar, uncheck the box.


    Attention Account Owners: For information on adjusting the Firm Calendar's permissions, please see the "Firm Calendar" article.

    Next Chapter topic: Tasks: Introduction

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