Use the company calendar

The company calendar shows schedule events for all of your company's projects in one place. A schedule event assigns one person to one project for a stretch of time. Scheduling someone on a project today is what lets them clock in to it. See Calendar and time for how this works.

To work with one project's events only, you can also use that project's Schedule tab. See Schedule project work. Events show up in both places.

Open the calendarCopy Anchor Link

Click Tools, then Calendar. The Calendar page opens in Week view, scrolled to 7 am.

Use the toolbar above the calendar to move around:

• The arrows move back and forward. Today brings you back to the current date. It is greyed out when today is already showing.
• The view menu on the right (the button that shows the current view, such as Week) changes how events are shown:
  • Month, Week and Day show a calendar grid.
  • Timeline day and Timeline week show one row per person. See Use the timeline views.
  • Schedule week and Schedule day show the events as a list.

Click a day's heading to jump to that day. When a day has more events than fit, click +N more to see the rest. On the company view, each event shows the project name above the person's name. A person who is no longer active shows "(inactive)" after their name.

If you reload the page or share its link, it opens on the same view and date.

Add an eventCopy Anchor Link

1. Click Add to schedule. You can also drag across a time range on the calendar.
2. Pick the Project.
3. Pick the User ("Choose a worker..."), or pick [UNASSIGNED] to hold the slot without a person. Field/shop workers don't see this field; their events are always assigned to themselves.
4. Set the Start and End dates and times, or tick All day.
5. Check the Location. It fills in with the project's site address, and you can change it.
6. Add any Notes for the crew.
7. Click Save event.

You can only assign people whose accounts are active.

Edit, move or delete an eventCopy Anchor Link

• Move or resize: drag the event to a new time, or drag its edge to change how long it runs. The change saves right away, and you see "Event time updated".
• Edit: click the event to open Edit schedule event. Change the details, then click Save event. If you pick a different Project, the event moves to that project.
• Copy: in Edit schedule event, click Duplicate. The dialog switches to Add to schedule with the same details. Change what you need, then click Save event.
• Delete: in Edit schedule event, click Delete. The event is removed right away, with no confirm step.

Use the timeline viewsCopy Anchor Link

Timeline day and Timeline week show who is working when. Each person has a row, and their events run left to right across the hours. The hours cover at least 7 am to 6 pm, and stretch to fit any event outside that.

• If there are events with no one assigned, an Unassigned row comes first.
• Show everyone is on at first, so every active person gets a row. Turn it off to show only the people who have events in the dates you're looking at. People you untick under Filter by user don't get a row.
• A person who is no longer active gets a row only when they have events, marked "(inactive)". You can't move events onto their row or add events to it.
• All-day events show "All day".
• On the company view, each event shows its project name.

To work with events on the timeline:

• Change the time: drag the event along its row. Times move in 15-minute steps. You see "Event time updated".
• Change how long it runs: drag the event's left or right edge. You can't do this with all-day events.
• Give it to someone else: drag the event onto another person's row, or onto the Unassigned row when it's showing. You see "Event moved".
• Edit: click the event to open Edit schedule event.
• Add an event: click an empty spot on a person's row, or drag across a time range on it. Add to schedule opens with that person and time filled in.

Field/shop workers don't get Show everyone. They see only their own row.

Filter the calendarCopy Anchor Link

• Project scope: pick one project to show only its events, or All projects to show everything. Use Open, Active, Closed and All to narrow the list, or type to search.
• Projects: when Project scope is set to all projects, this lists the projects that have events in the dates you're looking at. Untick a project to hide its events, or use All projects to show or hide them all.
• Filter by user: tick the people whose events you want to see, including [UNASSIGNED]. Click Only next to a name to show just that person. Company admins also get an All users checkbox. Field/shop workers don't see this filter.

Calendar colorsCopy Anchor Link

Each person has a color, and their events show in it on the calendar. Unassigned events have their own color.

1. Click Settings, then Calendar. Company admins can also click Edit colors at the bottom of Filter by user on the calendar.
2. Under Calendar colors, find the person, or the UNASSIGNED row for events with no one assigned. Turn on Show inactive users to see people who are no longer active.
3. Pick a new color. It saves when you leave the color picker, and you see "Calendar color updated".

Print the calendarCopy Anchor Link

Use your browser's print command. The calendar prints on one page, and Month and Week views show all seven days. Anything taller than the page, such as a long Week or Day grid, is cut off.

What happens nextCopy Anchor Link

• Assigning a person to a project's event lets a Field/shop worker open that project.
• If the event is for today, the person can clock in to that project on the web or in BidUnity Mobile.
• If the person has connected Google Calendar, the event is copied to their Google Calendar. See Connect Google Calendar.