Calendar

The Calendar shows you your tasks and personal appointments in one central overview. Scheduled tasks automatically flow into the workload calculation and make your capacity transparent.

You can find information about calendar integration here.

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Main benefits and use cases

• See tasks and appointments together instead of jumping between tools and views

• Make your workload more transparent, because scheduled tasks automatically flow into the workload calculation

• Schedule tasks directly via drag and drop, and shift, duplicate, or remove them as needed

• Capture time faster by converting scheduled tasks or calendar appointments into time entries

• View other users, teams, or projects and display their time entries and appointments in the calendar

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Scheduling tasks in the calendar

You'll find the sidebar with your tasks on the left side. If it's collapsed, you can expand it with a click.

1. Drag tasks via drag and drop into the calendar to schedule them

2. Adjust the scheduling in the calendar by moving, shrinking, or expanding tasks

3. Optionally, you can duplicate tasks in the calendar or remove them again

Show and hide scheduled tasks

• Scheduled tasks without planned effort automatically disappear from the list.
• Tasks with planned effort can be dragged into the calendar multiple times until the sum of the hours of planned effort is reached. You can still overbooking a task (for example, schedule 3 hours even though the planned effort is 2 hours).

You can see from the small number in the planned effort how often the task has already been scheduled.

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Converting scheduled tasks into time entries

Tasks that you've scheduled in the calendar can be converted directly into time entries:

1. Click on the action button next to the task

2. Select Create time entry

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Creating time entries and tasks via drag and drop

You can create new time entries or tasks directly in the calendar:

1. Mark an area in the calendar via drag and drop with your mouse

2. Choose whether you want to create time or create and schedule a task

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Viewing time entries and appointments of other users

Using the User column on the left next to the calendar, you can specifically select users, teams, or projects. The calendar will then show you their time entries and appointments.

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All-day elements

In the all-day row at the top of each day, in addition to absences and appointments from your linked calendar, tasks and bookings that are scheduled for that day can also be displayed.

Through the calendar settings on the top right, you can specify whether all-day tasks should be shown or hidden.

• Bookings have a dotted border

• Tasks have a solid border

When you hover over an element with your mouse, the full name will be displayed in a tooltip.

If you have the appropriate permissions, you can open or edit tasks and bookings directly from the calendar by clicking on the respective element. All-day elements cannot be moved or resized.

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Customize calendar settings

At the top right, you'll find the calendar settings via the button with the sliders. There you can specify what should be displayed in your calendar.

You can show or hide the following:

• Show tasks

  • Tasks scheduled with a time
  • All-day tasks: Shows you your assigned tasks that are scheduled in the planner but don't have a time booking in the calendar
    • Tasks without a start date: Shows you your assigned tasks even if they only have a due date (appear as an all-day element on that day). This setting can only be activated if All-day tasks is active

• Show appointments from the external calendar

• Show time recorded

• Show bookings: Shows you your assigned bookings in the all-day row

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Integrating the calendar

You can integrate your Google, Microsoft, or Apple calendar with awork so your appointments are displayed in the Calendar menu. You decide whether the integrated calendar is only visible to you or should also be included in the workload calculation.

You'll find all the details in the calendar integration article.

Booking time to calendar appointments

If you've connected your Google or Microsoft calendar, you can convert existing appointments into time entries:

1. Click on the action button next to the appointment

2. Select Create time entry

When you click on the purple area, you can edit the information for the time entry. The title of the appointment is automatically used as a note for the time entry.

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Quickly open time entries per day or week

Want to see what you've recorded on a specific day or during a specific week?

1. Click on the time badge in the calendar next to the date (for the day) or at the top next to the week switcher (for the week)

2. In the popup you'll see all time entries for that day or week

Time entries recorded without a start or end time are also included in the sum, so all times are considered, not just those visually displayed in the calendar.

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FAQ

Can I show or hide scheduled tasks in the task list?

Yes. You can show or hide already scheduled tasks using the filter with the calendar icon. This is handy if you only want to see tasks you haven't scheduled yet.

Can completed tasks be shown?

Completed tasks are initially hidden since they usually don't need to be scheduled anymore. You can display them in the list anytime using the icon with the double checkmarks.

How are the tasks sorted in the list?

When you open a project, the tasks are automatically grouped and sorted according to the lists within the project, just as you know it from the project.

Can I record time for other users?

If you have sufficient permissions, you can record time for other users in the calendar. To do this, add the respective users to the calendar via the filter and select them.

How do I convert a scheduled task or appointment into a time entry?

Click on the action button on the task or appointment and select Create time entry. You can edit the time entry through the purple area.

Why do I only see calendar appointments from other users as "Private"?

If another user has selected in their linked calendar settings not to share the titles of their appointments, they will be displayed in the calendar as Private.

Can I edit appointments from the linked calendar in awork?

No, appointments from the calendar displayed in awork currently cannot be edited from within awork.

Can I move all-day elements or resize them?

No. All-day elements in the calendar can neither be moved nor resized.