Choose which events reach your Google Calendar

If an event is missing from your Google Calendar, it is almost always a setting rather than a fault. CaterCloud only sends the stages you ask for, and out of the box that means booked, confirmed and completed work — so an enquiry, a quote, or a market you haven't locked in won't appear. You change that in Settings → Calendar, and it is your own choice, not a business-wide one.

Where the setting is

1. Go to Settings → Calendar. You land on the Sync & feeds tab.
2. Open Prefer to subscribe manually? Add individual calendars by URL. (If you haven't connected Google or Outlook with one click, this is already open.)
3. Find the card headed Feed contents (All events).

Under Include in feed are the switches that decide what leaves CaterCloud.

The five stages

Each switch is one stage of your pipeline:

• Potential jobs (new leads) — speculative work. New enquiries, and markets or events you have only discovered, shortlisted or applied for.
• Quoted — a quote has gone out.
• Booked (deposit paid) — the deposit has landed.
• Confirmed — fully confirmed.
• Completed — done and dusted.

The default is the last three: Booked, Confirmed and Completed. That is the deliberate answer to "why isn't my market in my calendar" — an event you have applied for but not won sits in Potential jobs (new leads), which is off until you turn it on.

The default also matches what you already see on your CaterCloud schedule: the stages that show solid there are the stages that reach your calendar, and the faded, pre-deposit ones are the stages that don't.

Turning the first two on

If you want unconfirmed work in your calendar for staffing and availability, turn on Potential jobs (new leads) and Quoted. It is a perfectly reasonable thing to want.

Go in expecting a much busier calendar, though. Speculative records usually outnumber booked ones, often by a lot: every enquiry that never lands, and every market you merely shortlisted, is one of them, and they all arrive in your calendar alongside real jobs. Turn them on, live with it for a week, and switch them back off if the noise costs you more than the visibility is worth. Nothing is lost either way — the switch only changes what is published, never your events.

One caveat if you are not the business owner: enquiry-stage events are owner-only on every external calendar. A manager or staff member who turns on Potential jobs (new leads) still won't receive them. Every other stage behaves the same for everyone.

Staff availability and enquiry calls

Below the five stages is Incoming customer calls and staff availability. Turn it on and your calendar also carries calls customers book with you, your team's availability and unavailability, and personal blocks. It is off by default.

This is the switch to use if what you actually want is to see staff availability on a calendar rather than only in CaterCloud.

If drives are switched on for your account you will also see Drives to and from confirmed gigs. Each drive becomes its own calendar entry, and a predicted drive time is shown with a "~" in front of it until you set the real one.

Customer details in the entries

If your role allows it, a Manager-only details heading appears with one more switch: Show customer contact details and job notes in your calendar. It adds the client's name, email and phone, plus event notes, to the calendar entry's description.

Costs, pricing and margins are never included, whatever this is set to. Do bear in mind that whatever you switch on here travels to wherever that calendar is readable — a shared screen or a phone someone else picks up.

Saving, and when it takes effect

There is no Save button. A moment after you flick a switch a small Saving… appears, then Saved. If it fails you get Save failed rather than a silent loss.

The same switches govern both ways of getting events out: a one-click Google or Outlook connection, and a calendar you subscribed to by URL. One setting, both paths.

Give it a few minutes. CaterCloud refreshes a connected calendar every few minutes, and a calendar you subscribed to by URL is refreshed on the calendar app's own schedule — Google's is every few hours by default, and that part is Google's to decide, not something CaterCloud can hurry along. If a change hasn't shown up yet, it is usually that.

These are your settings, not your team's

Everything on this card is per person. Your choices change your calendar only; your staff each have their own, and changing yours does not touch theirs.