Task Calendar

Updated in 2024.2

The Task Calendar is a global calendar where you can browse personal work calendars of technicians and see either Project Tasks or Work Orders assigned to them. Here you can view work schedules of your teammates, know who is in charge of what, when deadlines are due, who is overloaded, and who is available to take on more work. Read this article to see how to work with the Task Calendar.

To access the Task Calendar, select either Project Management > Task Calendar in the Sidebar or Go > Task Calendar from the main menu.

TIP: You can view the calendar information by day, by week, or by month. For details, see Changing Calendar views.

Switch between Project Tasks and Work Orders

The Task Calendar displays either Project Tasks or Work Orders, but not both at the same time. To choose what type of information to view, click the corresponding Project Tasks or Work Orders option in the top-right corner of the screen, below the mini-calendar.

In Work Orders, you can assign both an assignee and an assignee group. For Project Tasks, only the Assignee field is available.

Choose technicians to track

The Task Calendar displays horizontal time lines for selected technicians, groups of technicians, or a combination of both.

• To specify technicians for the calendar:

  1. Click the Assignee / Group filter at the top-left of the calendar to open the selection pane.

  2. Select the checkboxes next to individual technicians in the Assignee list, or select technician groups from the Group list.

     • To select all technicians or groups, check (Select All).

     • Uncheck (Select All) to clear all selections in that list.

  NOTE: The Group list displays only technician groups.

• To view the details of a technician:

  • Click the technician's name hyperlink on the left side of the calendar. The Person details window for that person will open.

• Time lines are sorted alphabetically by the technician's Full Name. When there are many technicians selected, use the scroll bar to scroll through their schedules. You can zoom in to show fewer resources or out to show more resources by clicking the minus and plus buttons in the scroll bar.

Manage technicians' personal events

Technicians have personal events such as vacations, training days, meetings, and other exceptions to their standard working hours, specified using the Work Calendar tab of their Person details window. The Task Calendar displays all personal events for the selected technicians, helping you quickly visualize conflicts with work order schedules and make necessary adjustments.

You can manage personal events right from the Task Calendar as follows:

• To view the details of an event:

  • Hover the pointer over the event to view its details, including the event name, dates, and description.

• To reschedule a personal event:

  1. Drag the start or end border to the new position. You can also drag events between dates within the calendar area or to a particular date in the mini-calendar in the top-right corner.

  2. Click Save on the calendar's Module menu to save your changes in the database.

  NOTE: To change other event details (for example, add a new description), double-click the event and make your changes using the [Personal Event] window.

• To add a personal event:

  1. Click an empty cell or drag across multiple cells on the calendar.

     You can also select a range of cells to immediately specify the event's start and end date and time.

  2. Click + Add event. The Add Personal Event window opens.

  3. In the Add Personal Event window, specify the category, name, description, dates, and times for the event.

     NOTE: The list of personal event categories is configured by your Alloy Navigator administrator. For details, see Managing personal event categories.

  4. Click OK. The event now appears on the calendar.

• To delete a personal event:

  • Hover your pointer over the event to view its details and click on the Delete icon. Alternatively, right-click the event, and then click Delete Selected Item(s).

Filter calendar items

The Task Calendar displays either Project Tasks or Work Orders, depending on the selected tab. Each item appears as a horizontal bar from its scheduled or actual start to end date, depending on what data is available:

• For Work Orders: from Scheduled Start Date (or Start Date, if specified) to Scheduled End Date (or Completed Date, if specified)

• For Project Tasks: from Planned Start Date (or Actual Start Date, if specified) to Planned End Date (or Actual End Date, if specified)

You can filter the calendar items using the options in the right sidebar:

Work Orders	Project Tasks
Type Category Status Project	Type Status Project

• To filter Project Tasks or Work Orders:

  • In the right side bar, under Filters, expand the corresponding pane (Type, Status, etc.) and select checkboxes for the values you want to include. You can combine multiple filters.

    Use the (Select All) option to select or clear all filter values within the pane.

    Use <Unassigned> to display items that have no value set for the selected filter.

• To remove filtering:

  • Clear a specific checkbox to remove one value.

  • To clear all filters for a field, uncheck (Select All).

    NOTE: If you don’t select any values in a required filter section, your calendar will be empty.

View the details of Project Tasks and Work Orders and reschedule them

The Task Calendar shows Project Tasks and Work Orders from their scheduled start to end dates and enables you to reschedule or reassign them before the work actually begins.

• For Work Orders the calendar displays the Scheduled Start Date to the Scheduled End Date.

• For Project Tasks: it shows the Planned Start Date to the Planned End Date.

As soon as the work begins, the actual start date is populated: for Work Orders, this is the Start Date; for Project Tasks, the Actual Start Date.

When the item is completed, the Completed Date (for Work Orders) or Actual End Date (for Project Tasks) is shown instead of the scheduled/planned end.

IMPORTANT: Unlike flexible scheduled or planned dates, the Start Date, Completed Date, Actual Start Date, and Actual End Date are fixed and cannot be moved. Project Tasks and Work Orders that have fixed start or end dates are marked with purple borders ( ), unlike those with flexible scheduled dates.

• To view the details of a Project Task or Work Order:

  • Point to the Project Task or Work Order to display its status, start and end date and time. If you want to view more details, such as the priority and description, double-click the Work Order to bring up the Work Order window.

• To reschedule or reassign a Project Task or Work Order:

  1. Drag the start or end border to the new position. You can also drag items between dates within the calendar area or to a particular date in the mini-calendar in the top-right corner.

     If you want to reassign a Project Task or Work Order, just drag it to another technician.

  2. Click Save.

Related Information:

Calendar

Work Calendar tab

Related information for Administrators:

Setting up work calendars

Managing personal event categories