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 Project Management > Task Calendar from the
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
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.
- 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.
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:
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:
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For Work Orders: from Scheduled Start Date (or Start Date, if specified) to Scheduled End Date (or Completed Date, if specified)
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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 |
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View the details of Project Tasks and Work Orders
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.
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For Work Orders the calendar displays the Scheduled Start Date to the Scheduled End Date.
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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.