Calendar

The calendar is in the sidebar under Calendar. It shows your appointments, the appointments of your team (depending on your rights) and, if you have connected external calendars, these as well.

What you see and may change depends on the project permission Calendar (view, edit, manage) and on whether the calendar module is active for your organisation. More on rights under Roles and permissions. Without edit permission, the buttons for creating are locked.

ViewsCopy link to heading

In the left bar there is a small month calendar. Today is marked there; a click on a day jumps to it. Below it you choose Projects (All appointments or individual projects) and External calendars. Only selected sources appear. The search field Search appointments searches the loaded period.

With the slider icon next to the title you adjust the current view: Show weekend, Show deleted appointments, Employees side by side, employees, appointment types and sources.

Keyboard (not in input fields and dialogues): T today, N new appointment, 1 to 4 views, B suggest slots, arrow keys previous/next period.

Creating an appointmentCopy link to heading

Typing a time: when the list of times is open, simply type the time as digits, for example 9 for 09:00 or 1930 for 19:30. The list then jumps to the matching time. This also applies to the time of tasks.

You move appointments by the handle; you change the duration at the bottom edge. Appointments with a lead can be marked as No-show; past appointments show a tick once they are documented. In the calendar you drag an appointment by its whole body; in the month view you drag it to another day.

Appointment types: call block, intro call, quote meeting 1, quote meeting 2, appointment, follow-up, training, absence, focus time. The call block is a time block for calling, not an appointment with a lead, and cannot be booked. Organisations can add their own types (see Book appointments and booking links).

Correct an appointment afterwardsCopy link to heading

If an appointment was booked to the wrong person, you correct this in the opened appointment in the area Booked by. It shows who is currently entered.

1. Under Booked by, choose the right person.
2. Enter the reason. It is mandatory.
3. Click Correct booking person.

The correction applies to all attempts of this booking. The history of the appointment then shows the state before and after, the time, the correcting person and the reason, and the contact card names the corrected person. For this you need the project permission Correct conversation partner and the level ‘Edit’ in the calendar. For appointments from a connected external calendar, the area is not available.

Planning blocksCopy link to heading

Under Plan blocks you create a call block, a training, an absence or a Project lead block. The form has project, employee (other people can only be chosen by project leads and admins), time, repetition (also ‘Permanently weekly (52 weeks)’) and note. For call blocks you see the quota of the project.

Project lead plans the time in which someone leads a project. The block is purely internal: the project team, clients and guests never see it, and it does not count in any report. If the time does not belong to a single project, choose No project as the project.

• Planned blocks are only outlined and are filled as soon as work or a report has been done. In words, it states whether the block is planned, running, the report open or missing or confirmed.
• A call block with a report carries a green border and a tick; a past one without a report carries a red border and a warning sign.
• A call belongs to the block in which the conversation ends. If it starts shortly before the end of the block, it still counts where it ends. The planned time is never extended; telephony, documentation and other activities are entered as actual minutes. The report form also explains how you rebook a call.
• If, after a change from a legacy system, the wrong people are assigned to closed blocks, an admin corrects the performing person via a logged route with preview (see Migration by AI). The block remains the same; times and figures remain, and closed remuneration periods do not change silently.
• If a closed block with a confirmed report has the wrong time, the project lead (calendar management) and admins correct it in the block via Correct block time … (start and end on the same day, optionally the actual minutes, plus a reason). Before saving you see the effect on the report figures. Person, project and the previous report remain; the change appears in the history with reason, person and time.
• If you cannot take over a planned block, use Can you not take over this block? in the block (with an optional reason). The block goes to the first free backup of the project. If there is none, everything remains unchanged.
• You write the report on the block (block report) after the block. Figures from your calls are filled in automatically; you confirm activity minutes, break and disruptions. See Time tracking.

Further buttons at the topCopy link to heading

Import and exportCopy link to heading

In the dialogue for connecting external calendars, you import a calendar file (.ics) (at most 1.5 MB) and export the displayed period with Export period as kalender.ics. Duplicate appointments are recognised during import.

See alsoCopy link to heading

• Connect calendars
• Workforce planning