The Calendar view offers a clear snapshot of your project’s tasks and upcoming deadlines. It lets you easily update tasks, review your weekly schedule, and stay organized - all while keeping your workflow seamless and efficient.
With the Calendar view, you can effortlessly track team deadlines, plan upcoming content releases, and strategically schedule tasks during slower workflow periods. Whether you're managing a content calendar, coordinating project milestones, or organizing team tasks, this feature brings provides clarity to your team.
In the calendar, tasks are represented by their due dates. For the Professional version and higher, you can also represent other date fields, including custom dates and date ranges.
In this article, we will discuss:
- Calendar Overview
- Calendar Prerequisites
- Display Calendar by Year, Month, Week or Day
- Scrolling Through the Calendar Window
- Select Date & Date Range Fields (Professional & Up)
- Modifying the Tasks Color and Style (Professional & Up; Project Owner Only)
- Filtering Tasks
- Adding a Task
- Moving a Task to Another Date
- Focus on One Day
Overview
To access the Calendar, click the Calendar tab in your Project view.
Here, it will take you to your Calendar view. In this view, you can see your current tasks for the week or month.
In Your Calendar Header, from left to right, you will see an Add Task button, Filters button, Today button, Calendar Window Button, and a Customize button (Customize appears Professional and up only). Add Task & Filter button functionalities are described below. When you click the Today button, it will focus your view to the current day (assuming you are moving around in your calendar). The Calendar Window Button is described below, along with the Customize button. Within the Customize Button, you can customize your calendar view to view all date & date range fields in the calendar. (A date range field is when a custom date field has both a start and end date for the task.)
These functionalities keep the process simple and the interface clear to understand.
Calendar Prerequisites
Your calendar will only display tasks that have a due date or any other date field filled in. If your tasks don't have date values, the tasks won't show up in the calendar. Even if you're actively working on a task, with a status set and ongoing discussions in the task, it won’t appear in the calendar unless a date field is filled in.
To learn how to set a due date for a task, refer to this article.
Display Calendar by Year, Month, Week or Day
To modify the date range of your calendar, click the Calendar Window button displayed in the image.
Here, you have the option to view either a day, a 3 day window, a week, a month, or the entire year. In this image, we modify our calendar to a 3 day window.
Scrolling through the Calendar Window
To modify which specific day, week or month you are looking at, select the arrows highlighted below. This will allow you to look days, weeks and months ahead.
Select Date & Date Range Fields (Professional & Up)
To modify the tasks being shown, select the Customize button.
Here, a list of fields that have to do with the date (Start Date, Due Date, Last Updated, and other custom date ranges) will appear. You can select what view you want the calendar to have by selecting the checkbox next to these fields. You can select multiple fields at the same time as well.
As the project owner, click Save Date Selection to set the default date range your team will see first. You can also opt to show your Google or Outlook calendar events as well. To do so, click the checkbox next to Calendar Events.
Here's an example of what the calendar looks like if multiple fields, in this case Start to End Date & Due Date, are selected:
Modifying the Tasks Color & Style (Professional & Up; Project Owner Only)
To modify the tasks color appearance, select the Customize button once again. Here, the same list of fields will show, but this time click the teal editing button next to the field. It will appear once you hover over the field.
Here, a different screen will show up containing options to set the tasks color to be based on status, a fixed color, or other custom fields you may have, such as priority. Here, notice how the task color changes to reflect their priority, instead of previously their status. Priority is a custom field that the user created; red indicates high priority, orange indicates medium priority, and green is low priority. White indicates that a priority hasn't been set. To learn how to add custom fields, click here.
You can also choose between making the tasks color style Solid or Framed.
Filtering Tasks
Among the customization options for the calendar, you can also opt to filter your view based on different parameters, such as status, priority, or assignee. To do so, select the Filter button, and either choose a predetermined filter to use or create your own custom filter. Click here to learn more about creating custom filters.
In the below example, we create a filter called Instagram which will show tasks that have an Instagram tag on it.
Adding a Task
In this view, you are also able to add a task. You can do so by clicking within a date field, which will automatically set the date of the task. You can also add a task by selecting the Add Task button. However, this will not set the date of the task.
If you have more than one date field showing on your current calendar, BasicOps will prompt you to select one date field and put in corresponding date information. Currently we have Due Date & Start to End Date date fields enabled, so this prompt will appear.
Moving a Task to Another Date
You can easily drag and drop tasks to be on the right date. To do so, select your task and drag it to the correct date you want it to be at. This works for both date fields and date range fields. For date range fields, this will modify both the start and end dates.
Another way to modify the proper location of a date range field is by using the arrows next to the task. This will only change the start date or end date, it will not shift the entire task.
Focus on One Day
If you click on the date field, you will see the calendar for that date only. This can be used when you're in Year, Month, Week or the 3 Days view. However, do note that if you click in the task area where no task exists, you’ll be prompted to add a task.
Clicking there will result in the following view:
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