Calendars

A calendar is one of the layouts a list screen can use. Instead of showing your records as rows, it draws each one on the day (or across the days) it belongs to, so you can see how work is distributed over time rather than just what exists.

What This Is

A calendar screen shows the same records a table would show — the same record type, the same filters, the same permissions — arranged on a grid of days.

Two things decide where a record lands:

A start field. The date (or date and time) that says when the record begins. Every entry needs one; a record with nothing in that field is simply not drawn.
An optional finish field. When the record type also has one, an entry can stretch across a span of days or hours instead of sitting on a single point in time.

Which fields those are was decided when your application was set up. You cannot change them from the calendar, but you can see their names: they are printed as labels in the small pop-up that appears when you click an entry.

Example A Site visits record type has "Scheduled from" and "Scheduled to". On the calendar, a visit booked from Tuesday 09:00 to Tuesday 11:30 is drawn as a block covering that morning. A Holidays record type has "First day" and "Last day", which hold plain dates with no time — a week off is drawn as a bar spanning five day cells.

Records that have no value in the start field never appear on a calendar, no matter which period you look at. That is normal and expected: a task with no due date has no place on a calendar.

Why It Matters

A calendar answers questions a filtered table answers badly:

Is this week too full? Ten rows in a table look the same whether they are spread over a month or stacked on one Thursday.
Do these two things collide? Overlaps are obvious on a week grid and invisible in a list.
Where are the gaps? Empty days show up as empty cells.
Does this span the period I care about? A bar that runs across five cells reads instantly.

Use a table instead when you need to work on the records rather than look at them: sorting by a column, selecting several rows at once, running an action on a batch, exporting to a spreadsheet, or finding the records that have no date at all. None of those are possible from a calendar. See Tables and Selecting Records And Bulk Actions.

A practical habit is to keep both: a calendar view for planning and a table view of the same records for tidying up.

How It Works

Getting To A Calendar

A calendar is a normal list screen — it has a heading, a filter bar and, if your administrator enabled it, an add button. Everything in List Screens applies.

Usually a calendar is simply its own screen in the menu. If your administrator has added the layout switcher to the screen, you will see a small icon-only dropdown near the heading whose menu lists the available layouts; the calendar entry is marked with a small calendar icon. Switching there affects only your own browser session — colleagues keep seeing whatever the screen is set to.

When the screen first opens you may see a gray, pulsing outline of a month grid for a moment. That is a placeholder, not data. The real calendar replaces it as soon as the records arrive.

The Three Views

Three buttons sit in the middle of the calendar's toolbar. In English they are lowercase:

Button	What you get
`month`	A whole month as a grid of day cells, six weeks tall.
`week`	Seven days side by side with an hour grid down the left.
`list`	The entries of one week written out as a simple agenda, day by day in date order.

month is what you get when the screen opens.

There is no separate day view. If you need one day in detail, use week and read the column you want, or use list and ignore the other days.

The list view is the one to reach for on a phone, and the one to use when a day is so busy that the month grid becomes unreadable.

Moving Between Periods

On the right of the toolbar are three controls: a back arrow, a today button, and a forward arrow. They step by whatever the current view covers — a month at a time in month, a week at a time in week and list. The period you are looking at is named on the left of the toolbar ("June 2026", or the date range of the week).

today jumps back to the period containing the current date. Today's cell is marked with a thin outline rather than a colored highlight, so look carefully. In the week grid, a line is drawn across the day at the current time and moves as time passes.

Each step to a new period fetches that period's records from the server, so moving forward and back is also a way to pull in fresh data.

The calendar does not remember where you were. Reloading the page, or leaving the screen and coming back, starts you again at the current month in month view.

What An Entry Looks Like

Each entry shows, from left to right, a small dot, the start time, and the record's label. The label is the record's title — the same text you would see in the first column of a table — unless your administrator pointed the calendar at a different field.

By default entries are drawn in a neutral gray. If the record type has a field that carries a color, each entry takes its own record's color, with the text automatically switched to black or white so it stays readable.

Example Each Job record has a Status field, and each status carries a color: green for Confirmed, amber for Provisional, red for Blocked. On the month view, a glance at the week tells you how much of it is still provisional, without reading a single label.

Two details are worth knowing:

The color fills the whole bar for entries that cover full days and for entries in the week grid. A timed entry in month view is drawn as a dot and a line of text rather than a filled bar, and the dot itself does not take the record's color, so color may not be readable there; switch to week if color is what you are reading.
Entries that are not tied to a time of day still print a time of 0:00 in front of the label, because the display always prints the start hour. Your administrator can turn the time display off entirely for a calendar if it is only ever used for whole-day records.

A busy day is not truncated. If twenty entries fall on one day, the month row grows tall enough to show all twenty rather than collapsing them behind a "more" link. That is thorough but can make a month unwieldy — this is another moment for week or list.

All-Day Entries Versus Timed Entries

Whether an entry behaves as an all-day band or as a timed block is not something you choose per record. It follows entirely from the finish field behind the calendar:

If the finish field holds a plain date (no time), entries are treated as all-day. In week view they sit in the strip above the hour grid; in month view they are drawn as bars across the days they cover.
If the finish field holds a date and time, entries are timed and are drawn in the hour grid at their real hours.
If there is no finish field at all, entries are always treated as timed, and they are placed at whatever the start field says. When that start field is itself a plain date with no time, every entry lands at midnight and, in week view, they all pile up at the very top of the day.

That last case is the one that confuses people. If every entry on your calendar sits at 00:00 in the week grid, the screen is probably driven by a single plain date field. Nothing is broken and nothing is lost — but if the time of day matters to you, that is a request for your administrator.

For entries that cover whole days, the finish date shown in the entry's pop-up is the last day included. A holiday recorded as ending on the 5th is drawn covering the 5th.

Time Zones

Entries that carry a time of day are stored in a neutral, worldwide time and converted to your time zone before they are drawn. Two colleagues in different countries looking at the same booking see it at different hours on their own screens, and both are right.

Your time zone is a setting on your own account. It is typed in rather than picked from a list, and a mistyped value falls back to the application default without telling you. If every entry on your calendar is consistently one or two hours away from where you expect it, that is the first thing to check — see Your Profile And Account.

Entries that carry only a plain date are never shifted. A holiday on 3 June is on 3 June for everybody.

Opening A Record

Click an entry. A small pop-up opens above it containing:

the entry's label as its heading,
the record's description, if the record type has one and it is filled in,
one line per date field, each labeled with that field's own name — for example "Scheduled from: 3/6/2026, 09:00",
an Open button.

Open opens the full record in a pop-up window on top of the calendar, exactly as clicking a row in a table would. Everything in Record Detail Screens and Pop-Up Windows applies from there. Close the pop-up window and the calendar is still behind it, on the same period.

Clicking anywhere outside the small pop-up dismisses it. Clicking a different entry opens that one instead.

The dates inside this pop-up are written in your computer's own regional format, which may not match the date format the rest of the application uses. Do not be alarmed if the same date reads 3. 6. 2026 on the record detail and 3/6/2026 in the calendar pop-up.

Creating A Record From A Day Or A Time Range

If you are allowed to create records of this type, the day cells and time slots are live:

In month view, click a day — or press and drag across several days.
In week view, click a time slot — or drag from one time down to another.
The new-record form opens in a pop-up window with the start and finish fields already filled in.
Fill in the rest and save. The new entry appears on the calendar as soon as the form closes.

On a touch screen you must press and hold for about a second before the drag begins, otherwise your finger is treated as a scroll. In the list view there are no day cells, so nothing can be created there.

What gets pre-filled is only the two dates. A calendar day does not imply anything else — unlike a board column, which pre-fills the column's own value. Any filter you currently have applied is not turned into a default either.

Example On the Site visits calendar you drag from 09:00 to 11:30 on Tuesday. The form opens with "Scheduled from" = Tuesday 09:00 and "Scheduled to" = Tuesday 11:30. You pick the customer, choose an engineer and save. The block appears on Tuesday morning immediately.

Example On the Holidays calendar you drag across Monday, Tuesday and Wednesday. The form opens with "First day" = Monday and "Last day" = Wednesday — the last day you dragged over, not the day after it.

Two things to expect:

A single click counts. If you have create rights, one stray click on a day opens the new-record form. Close the pop-up window and nothing is saved.
If clicking and dragging does nothing at all, you do not have permission to create this kind of record. See Why Your Screen Differs.

Moving And Resizing An Entry

Where you are allowed to edit the dates, entries can be dragged:

Move — grab the middle of an entry and drop it on another day (or another day and time in week view). The length of the entry is preserved; in month view its time of day is preserved too.
Make it longer or shorter — grab the bottom edge in week view, or the right edge in month view, and pull.
Change the start without moving the finish — grab the top or left edge.

These three are gated separately. You can only move an entry if you are allowed to edit the start field, only stretch its end if you are allowed to edit the finish field, and only pull its leading edge if you are allowed to edit both. If you are allowed to edit neither, entries cannot be grabbed at all — you can still click them to read and open them.

A drag writes to the record straight away. There is no confirmation, no form, no Save button and no success message. And, as everywhere in the application, there is no undo — if you drop a booking on the wrong day, the fix is to drag it back or edit the record.

When the write succeeds, the calendar quietly re-reads itself and the entry settles at whatever was actually stored. Usually that is exactly where you dropped it. If the entry visibly jumps somewhere slightly different, that is the record telling you the truth: something in your application adjusted the dates on save.

When the write is refused, you get the generic Error When Processing Request dialog with an Understood button. The record is unchanged — but the entry stays sitting where you dropped it on screen until the calendar is re-read. Do not trust the screen after an error. Step to the next period and back, or reload the page, and the entry will snap to its real position.

A move can be refused for several reasons that all look identical: you are not allowed to edit that record, a required field on it is empty, or a rule in your application rejected the new dates. The dialog does not distinguish them.

Example An engineer drags a confirmed job from Thursday to Saturday. Your application has a rule that jobs cannot be scheduled on non-working days, so the save is rejected. The error dialog appears; the block is still shown on Saturday. The engineer presses the forward arrow and the back arrow, the calendar re-reads, and the job is back on Thursday where it always was.

Filtering A Calendar

The filter bar above a calendar is the same bar you get above a table: conditions you add, quick filters your administrator provided, and the saved-view switcher. See Filtering Your Data and Saved Views And Queries.

Two calendar-specific behaviors:

Filtering keeps your place. Adding or removing a condition redraws the entries without sending you back to the current month. If you are studying next April, you stay in next April. Switching to a different saved view is not the same thing: that rebuilds the whole screen, so expect to land back on the current month.
Choosing columns changes nothing. A calendar entry only ever shows its label. The column picker has no effect here — pick columns on the table view of the same records instead.

If a tag cloud has been placed on the screen, it filters the calendar like any other filter. Inline tag chips on individual entries are not available on a calendar; open the record to manage its tags. See Tags And Folders.

When nothing falls inside the period you are looking at, month and week simply show an empty grid — there is no message, because an empty week is a perfectly good answer. The list view says No events to display.

An empty calendar in every period is different, and usually means one of three things: your filter excludes everything, none of these records have their date filled in, or the record type has no date fields wired to the calendar at all. Clear the filter first; if it is still empty, ask your administrator.

How A Calendar Keeps Itself Up To Date

The calendar re-reads its entries by itself in three situations:

when a record of this type is created, changed or deleted anywhere else on the same page — for example in a pop-up window you opened from the calendar, or in another view sitting on the same screen;
when you move to a different period;
when you change a filter or switch saved view.

It does not update itself for changes made by other people. Nothing is pushed to your screen. If a colleague reschedules a job while you are looking at the week, you will not see it until you step away from the period and back, or reload the page. Stepping away and back is the quicker of the two: it re-reads the entries without rebuilding the screen.

Worked Example

You run installations for a small team and you have an Installations calendar with "Planned start" and "Planned end", colored by engineer.

You open the screen. It shows this month, and Thursday and Friday look solid while next week is nearly empty.
You switch to week and step forward once. The hour grid shows two installations overlapping on Tuesday afternoon, both in the same engineer's color.
You click the second one. The pop-up shows its customer, "Planned start: 14/7/2026, 13:00" and "Planned end: 14/7/2026, 16:00". You press Open, check the notes on the record, and close the pop-up window.
You drag that installation from Tuesday afternoon to Thursday morning. It is written immediately; the calendar re-reads and the block settles on Thursday 09:00–12:00, keeping its three-hour length.
A customer calls asking for something on the Friday. You drag across 08:00 to 10:00 on Friday; the new-record form opens with both dates filled in. You type the customer, pick the engineer, save, and the new block appears.
Finally, you want the paperwork. The calendar cannot export, so you switch to the table view of the same records, filter to next week, and export from there. See Action Buttons And Exporting.

Tips And Gotchas

An entry appears only if its start or its finish falls inside the period on screen. Something that began before the period and ends after it is not drawn at all. A project running from January to December will not appear on a June calendar, even though June is inside it. If you are tracking long-running records, use a table with a date filter, or look at the month the record starts in.
Records with no date never appear. This is the single most common reason a record "is missing from the calendar". Check it in a table first.
A calendar shows at most 1,000 records for the period on screen. Beyond that, entries are silently left out with no warning. If a period is genuinely that busy, filter it down.
There are no checkboxes and no right-click menu on a calendar. You cannot select several entries, and per-record actions have to be reached by opening the record. See Selecting Records And Bulk Actions.
There is no export on a calendar. The three-dots menu that sits under a table and carries the export entries and the screen's own actions cannot be placed on a calendar at all, so this is not something your administrator can add. Buttons next to the heading — the add button, and any extra buttons built for your screen — do still work. To export, switch to a table layout of the same records. See Action Buttons And Exporting.
There is no page-size control and no paging. The period on screen is the unit of navigation.
There is no print support anywhere in the application, calendars included. Your browser's own print function is all there is, and the result is not designed for it.
A drag is saved instantly and cannot be undone. Treat dropping an entry as seriously as pressing Save.
After an error dialog, the screen is lying. Re-read the calendar before believing where an entry sits.
The calendar always opens on the current month. It does not remember the period you were last looking at, and a link you share does not carry it either.
Folders are not available on a calendar. If your application organizes these records into folders, use a table or cards layout for that. See Tags And Folders.
On a touch screen, press and hold for about a second before dragging — to create from a range or to move an entry. A quick tap on an entry just opens its pop-up.

What To Ask Your Administrator For

You cannot change any of the following yourself, but they are all straightforward requests:

"The calendar is showing everything at midnight." Ask for a finish field with a time, or for the calendar to be pointed at date-and-time fields rather than plain dates.
"The calendar is empty even with no filters." Ask for the record type's date fields to be connected to the calendar.
"I want to see who each entry belongs to." Ask for a color field on the record type — engineer, status, team, priority — so entries are colored by it.
"The label on each entry is not useful." Ask for the calendar to show a different field as the entry label.
"The week grid is too coarse / too fine." How much time one row of the week grid covers is a setting on the calendar; ask for 15-minute or one-hour slots.
"The times in front of every entry are noise." They can be turned off for that calendar.
"Our week starts on Sunday" / "We work Saturdays" / "Our day is 07:00 to 15:00." The first day of the week, the working days and the working hours shaded on the week grid are set once for the whole application, not per person and not per calendar. Everyone sees the same setting, so agree it before asking.
"I need to switch between the calendar and a table of the same records." Ask for the layout switcher to be added to the screen — it is not there by default.
"I need to export what I can see." Ask for a table view of the same records.

More on framing these requests: What To Ask Your Administrator For.