Schedule work

The calendar at /calendars — Calendar in the sidebar — is where jobs get their dates. It also carries maintenance, leave and certificate expiries, and it can publish a read-only feed of a client’s bookings straight into their own calendar app.

Before you start

Sharing a calendar with everybody needs the Manage org calendars permission — it is what puts Entire organization in the Share with list. Client calendar feeds are included from the Pro plan.

Steps

1. Find the work that has no date

   Open /calendars. The panel on the left is Unscheduled jobs, under the eyebrow Schedule queue. When it is empty it reads Schedule is clear and Every available job has a calendar slot.

2. Drag a job onto a slot

   Each queued row carries the hint Drag onto the calendar to schedule. Double-click to open. Drag it onto the day or time you want. Dragging an event already on the calendar re-schedules it; dragging one off the calendar unschedules it again; dragging an event’s edge changes its start or end time.

3. Or create the job on the date directly

   Right-click an empty slot and choose Schedule job — the sub-label Use this calendar date tells you the date is already filled in. That opens the Create job wizard on that date.

4. Choose how much you want to see

   Switch views with Day, Week, Month, Year and Agenda. Today jumps back to now, and Search events… filters what is drawn. The Display options button opens a Display popover with Job icons, Leave icons, Assignee avatars, Restricted airspace, Finance (PO) icons and Job status — all on by default.

Options

Build a calendar

The sidebar groups calendars into My calendars and Organization, and each row’s second line names its kind — Synced feed, System calendar or Manual calendar — and whether it is Visible or Hidden. Select New to build one.

In Identity, give it a Name and a Colour. Then pick a Calendar type:

• Filter — A saved view over existing jobs, maintenance and leave.
• Manual — A calendar you add your own events to.
• Internet — Subscribe to an external iCal (ICS) feed by URL.

A Filter calendar gets an Event rules section: Event sources (Jobs, Maintenance, Leave / holidays), then narrowing by Clients, Job status, Employees, Teams and Leave types. Turning on Only my schedule limits it to jobs and leave assigned to whoever is looking, so one shared calendar shows each person their own work.

Under Access, Share with takes individual people, teams, Sage teams, or Entire organization. Leaving it empty keeps the calendar Private to me. People you share with can still hide it from their own list.

Send a client their bookings

Open the client, go to the Schedule tab and find the Subscriptions panel. Select New link — the link is generated and copied at once. Use Copy for the raw URL, or the row’s overflow menu for a ready-made Outlook, Google Calendar or Apple Calendar link.

Schedule from the job instead

You do not have to use the calendar at all. The Date readout in the job header is a live picker: it reads Unscheduled until you set a date, and supports Single Day or Multi-Day.

What happens next

Job pills carry a coloured status dot whose tooltip names the state — New, In progress, Completed, Cancelled, On hold. There is no legend on the page; colour meaning lives in the swatch beside each calendar name in the sidebar, and in the tooltips.

Four organisation calendars are seeded on first visit: Jobs, Maintenance, Leave & Holidays, and Certificates, which starts hidden.

Troubleshooting

A drag onto the calendar silently did nothing. Rescheduling failures are not surfaced as a message. Reload the page and check whether the move stuck.

An Internet calendar looks stale. Subscribed ICS calendars are read-only and refresh every few hours. Use Refresh now on the calendar’s row menu to pull immediately; it reports Calendar refreshed or Could not refresh calendar.

Entire organization is missing from Share with. You do not hold Manage org calendars.