Calendar
Deadlines in time. The calendar shows tasks and goals with a deadline from all your projects, your events outside projects (a meeting, the dentist) and the team's shared calendars — company events, meeting-room bookings, who is away. It is the one place in the app where something is planned outside the maps.
Where to find it
The Calendar item in the main navigation (the /kalendar address; the old /tasks?view=calendar link redirects there). On the phone it is the Calendar tab of the simplified view — Calendar for the week. Today's events and who is away also show in the My day panel.
What the calendar shows
Four views — Month, Week, Day and Agenda — and a side panel with a mini calendar, search, the Projects & maps filter, Show in calendar checkboxes (statuses) and the Events and Shared calendars rows. Overdue items carry a red dot, done ones are struck through; project colors are the map colors. At the bottom of the panel are the Period statistics (overdue · completed · scheduled).
Every day offers a + — What to add on …?: Task in a project (a new goal in a map, due on this day), Event (with a time, colleagues and a reminder; changes nothing in projects) and, for an admin or manager, Shared calendar. Clicking the day number opens the day detail with everything due that day.
Keys: t today, m / w / d / a switch views (not while typing, in a dialog or during a drag), Esc closes the day detail.
Move a deadline by dragging
Drag a task's chip to another day (Month) or column (Week). The calendar first asks “Change the deadline from X to Y?” — A deadline is an agreement — the change is written to the project and everyone sharing it will see it. It writes only after confirmation and the toast offers Undo. Done items don't drag.
Anyone who may not change the deadline (not the assigner or the map owner) sends a deadline request with the same drag: “Propose Y as the deadline?” → Send request with a reason; the assigner resolves it in the goal detail. When a request is already pending on the goal, the calendar says so and points to the detail.
Events
An event is something with a time that belongs to no project — a meeting, the dentist, a video call, a phone call. It is not a task: it has no assignee and no status, it never lands in a map and changes nothing in your projects. Personal events are private — not even an admin sees them, only you and the invitees.
Create one with the + on a day → Event. The dialog has:
| Field | What it means |
|---|---|
| Calendar | Personal (me and invitees only), or one of the shared calendars. |
| Title, Day, Time | Empty time = all day. A timed event also has an End. |
| Multiple days | A From – To range (vacation 20–24); a bar across the days in the grid, moved in the detail, not by dragging. |
| Reminder | No reminder, At start, 15 / 30 / 60 min before (default 30), The day before. For an all-day event it arrives in the morning, at the hour of the deadline notices (KB_DEADLINE_HOUR, default 7). Reminders use the instance time zone — the dialog warns when it differs from your browser's. |
| Invite colleagues | Members of your instance only. Every invitee sees the event in their own calendar and gets an Event invitation notification; an e-mail follows their notification settings. |
| Note | Free text (up to 2,000 characters). |
The event can be edited by whoever created it (in a shared calendar also an admin or manager); an invitee just reads it and can Leave the event — it then disappears from their calendar and My day. In the calendar the event's chip shows the time before the title (“14:00 Dentist”), and in the side panel it sits under the Events row, so all events can be hidden at once. Dragging it to another day moves it — the calendar asks “Move the event from X to Y?”; whoever may edit it may drag it.
Shared calendars: company events, meeting room, time off
Besides personal events a team has shared calendars — calendars that are not a person. A new instance starts with two: Company and Time off (archive or delete them with one click if you don't want them; the operator turns them off together with the starter map via KB_UVODNI_MAPA=0). Nobody pays per user — the whole team has shared calendars included. Three kinds:
| Kind | What goes in | How it behaves |
|---|---|---|
| Company events (e.g. Company) | A party, training, an all-hands. | Everyone who sees the calendar sees them; the author, an admin or a manager can edit. |
| Room / resource (e.g. Meeting room, Car) | Bookings with a time; without an end, one hour is booked (the Book button). | Two bookings never overlap: the app refuses a taken slot and offers the next free one that day (Use 11:00–12:00); when the day has no free slot left, it says so. |
| Time off | Vacation, a sick day, home office, a whole-day doctor visit (the Record time off button). | All-day with a From – To range; an admin or manager can record time off for a colleague. Who is away shows in the Who is away band above the day column in Week and Day, in the Away today line of My day, and the assistant answers “who is away next week?”. |
Creating and setting up a shared calendar
- An admin or manager: + New in the calendar's panel (or + on a day → Shared calendar), or in Organization settings → Shared calendars with one click from the Company, Time off, Meeting room presets — or by telling the assistant.
- In the New shared calendar dialog fill in the Name, the Kind (fixed after creation) and Who sees it: Whole team or Selected people only — like a shared project: only the selected people and you see it — an admin who is not listed does not either. Handy for the management or one department.
- The pencil next to a calendar in the panel (Edit calendar: who sees it, who adds entries, archive, delete) sets Who adds entries (everyone who sees it / admins and managers only), for time off Time off needs an admin or manager, Archive (Events stay, the calendar leaves the menus) and Delete with its events (the confirmation shows the count).
In the side panel every shared calendar has its own row with a checkbox and a color (what you hide stays hidden when you come back). An event goes into a shared calendar through the Calendar choice at the top of the event dialog; Personal is the default.
Time-off approval
It is optional and off by default — nobody gets extra work. When an admin or manager switches it on for the calendar, a new time-off entry waits (Waiting for an admin or manager to approve): the admins and managers who see the calendar get a Time-off request notification, Approve or Decline it in the detail with a Decision note (the requester sees it), and can ask the assistant for a summary — who else is away then, what collides in the company calendar and which of the requester's work is due in the period — with the Review with the assistant button. The decision reaches the requester and the person concerned as a Time-off decision notification. Until approved, the time off does not count as “away”; a declined one is visible to the requester, the person concerned and the admins or managers. Changing the dates of a decided request is a new request.
Deadline reminder
A task's deadline is a day. If you want a nudge at a specific time, open the goal detail of a goal with a deadline and use Remind me of the deadline under the Deadline field: on the deadline day, the day before the deadline (the default, at 16:00), 2 days or a week before the deadline — plus the hour.
Three things you can rely on:
- The reminder is yours only. Colleagues don't see it, and everyone can set their own on the same task. One per task; setting it again replaces the old one.
- It never changes the deadline. The deadline is an agreement with someone else; the reminder is just your own watch.
- When the deadline moves, the reminder moves with it (you keep “the day before”, not a date). A task that is done or deleted quietly drops its reminder.
A task with a reminder carries a bell on its calendar chip. When and where the reminder arrives is described under Notifications.
On a phone
On a phone the Month fits the screen — status dots instead of chips, and tapping a day opens its detail; the Week is a vertical list of days where dragging still works (press and hold, then drag). The simplified view has a Calendar tab — Calendar for the week with deadlines, events and who is away over the next seven days; a tap opens the detail in the full app.
Limits
- Only the assigner or the map owner changes a deadline; others send a request by dragging.
- The kind of a shared calendar is fixed after creation; create a new one instead.
- An instance holds 100 shared calendars; a calendar listing is truncated at 3,000 events (the app says so); an event note has 2,000 characters.
- A booking collision says that the slot is taken and when there is a free one — not who has it.
- Multi-day events don't drag; they are moved in the detail.
- The calendar works in the instance time zone (
TZ), not the browser's — the dialog warns when they differ.
Related
- Tasks and My day — the table, timeline, kanban and the My day panel
- Goal settings — the deadline, due-date request, reminder
- Notifications — invitations, reminders and time-off requests
- The AI assistant — events and the team calendar in a sentence
- Team setup — the Shared calendars section