Team Calendar

Updated in 2026

The Team Calendar is a global calendar that lets you browse the schedules of multiple technician users in one place. You can also view their Project Tasks, Work Orders, or both, depending on what you need to focus on. It helps you understand who is working on what, track deadlines, identify overloaded team members, and see who is available to take on more work.

The calendar clearly distinguishes between working and non-working days, with non-working days shown as grayed-out, helping you plan activities more accurately. You can also view, create , and move personal events directly in the Team Calendar, making it easier to plan and coordinate both individual and team activities.

The Team Calendar also displays Outlook meetings and events for all users (view-only). This allows you to see a more complete picture of each technician’s schedule without switching between systems. For details, see Viewing Outlook events in the Team Calendar.

To access the Team Calendar, select Calendars > Team Calendar from the navigation 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 Team Calendar displays Project Tasks and Work Orders as time slots (bars) spanning their start and end times. You can see Project Tasks, Work Orders, both, or neither. Use the toggle buttons at the top of the calendar to control what is shown.

Choose technicians to track

The Team 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 check boxes 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.

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 Team 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 Team 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:

  • Drag the event to a different date or adjust its duration by dragging its edges in the mini-calendar in the top-right corner.

  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.

  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.

Filter calendar items

The Team Calendar displays Project Tasks, Work Orders, or both depending on the selected toggle buttons. Each item appears as a time slot 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:

• To filter Project Tasks or Work Orders:

  • In the right side bar, under Filters, expand the corresponding pane (Type, Status, etc.) and select check boxes 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 check box 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

The Team 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.

Unlike flexible scheduled or planned dates, the Start Date, Completed Date, Actual Start Date, and Actual End Date are fixed and cannot be moved.

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.

• 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 in a new Tab of your browser.

Related Information:

Calendar

Work Calendar tab

Viewing Outlook events in the Team Calendar

Related information for Administrators:

Setting up work calendars