Adding Items to the Calendar
Managing your calendar effectively involves adding various items such as events, travel items, and blocks. This guide will help you understand how to add these items to either your project calendar or personal calendar.
Table of Contents
Project Calendar vs. Personal Calendar
Adding Events
Adding Travel Items
Adding Block Items
Adding Personal Notes
Adding Agency Items
1. Project Calendar vs. Personal Calendar
Understanding the difference between the project calendar and the personal calendar is essential for correctly adding items.
Project Calendar
To add an item to a specific project's calendar, you need to navigate to that project's calendar. This ensures that the item is associated with the correct project and visible to all relevant team members.
Steps to Add an Item to the Project Calendar:
Navigate to the Project Selector Bar: Located at the top left of your screen.
Select the Project: Choose the specific project you want to add an item to.
Personal Calendar
Items added from the "All Projects" view are personal and only visible to you or the agency users. This is useful for personal notes or agency-specific items that do not need to be linked to a specific project.
2. Adding Events
Events are a crucial part of the calendar, allowing you to keep track of various engagements and their details. Each event can be enriched with comprehensive information.
Steps to Add Events:
Click on the Date: Select the date on which you want to add an event.
Choose Event Type: Pick the type of event you want to add to the calendar.
Enrich the Event: You can add detailed information to the event, such as times, location.
Events will show up in the color of their current status, making it easy to see the status of each event at a glance:
Blue: Events in interest
Orange: Events in option
Green: Confirmed events
3. Adding Travel Items
Travel items help you manage logistics related to travel such as flights, hotel stays, car pick-ups, boat trips, or train rides. Properly categorizing these items ensures everyone has the necessary travel information.
Steps to Add Travel Items:
Designate Travel Type: Specify whether the travel item is a flight, hotel stay, car pick up, boat, or train ride.
Use Flight Integration: Find flights with their corresponding flight numbers using the integration feature.
Attach Passengers: Include passengers and provide them with specific information such as booking numbers or seat details.
Show/Hide Travel Items: Toggle the airplane switch in the upper right corner to show or hide travel items in the calendar.
4. Adding Block Items
Blocks indicate periods when the artist or a crew member is unavailable, helping you avoid scheduling conflicts due to holidays, sickness, or other personal reasons.
Steps to Add Block Items:
Click on the Date: Select the date range for the block period.
Add Details: Include any relevant information about the unavailability.
5. Adding Personal Notes
Personal notes are useful for keeping track of individual reminders or tasks that don’t need to be shared with the team. These notes are only visible to you or agency users and can be added from the "All Projects" view.
Steps to Add Personal Notes:
Click on the Date: In the "All Projects" view, select the date for the note.
Add Note Details: Enter the content of your personal note, such as reminders or specific tasks.
Save the Note: The note will now appear in your personal calendar view.
6. Adding Agency Items
Agency items are specific to your agency and are not linked to any particular project. These items are also added from the "All Projects" view and are visible only to agency users.
Steps to Add Agency Items:
Click on the Date: In the "All Projects" view, select the date for the agency item.
Enter Agency Item Details: Provide the relevant details for the agency item.
Save the Item: The agency item will now appear in your agency calendar view.
By following these steps, you can efficiently manage and update your calendar with events, travel items, block periods and add notes, ensuring all relevant details are captured and easily accessible.