Creating Calendar Events

What Calendar Events are for

Most of the things you see on the Calendar come in from somewhere else — an Invoice comes from Contract Management, a Purchase Order from Procurement, a Work Package from Site Commander. Calendar Events are different. They live on the Calendar itself, for the things that don't fit any of those other record types.

Use a Calendar Event when you want to mark up the Calendar with something like:

• A client site visit on Thursday afternoon
• A pre-construction meeting with consultants
• A training day for the operatives
• A public holiday or company shutdown
• A handover that isn't part of a Work Package
• An inspection booking with building control
• An insurance renewal deadline
• A kick-off meeting for a new phase

Basically, anything dated that needs to be on the Calendar but doesn't belong inside another Project Commander module.

Creating a Calendar Event

The easiest way in is the click-to-create flow from the Calendar itself.

1. 1

   Navigate to the day (or drag across the range of days) you want the event to sit on.

2. 2

   Click an empty spot on the day, or click and drag across a range for a multi-day event. The command palette opens.

3. 3

   Pick Calendar Event from the palette.

4. 4

   The Calendar Event form opens with the date or date range you picked already filled in.

5. 5

   Fill in the title, description, colour, all-day toggle, and any reminders you want.

6. 6

   Click Create. The event appears on the Calendar immediately.

What's on the form

The all-day toggle

The All day toggle controls whether the event is treated as taking up the whole day.

• All day on — the event takes up the full day on the Calendar with no specific start time. This is the right setting for training days, deadlines, holidays, and most on-site events.
• All day off — the event has specific start and end times within the day (for example, a meeting from 10am to 11am).

For most construction planning use cases, leave it on. The Calendar's month view is focused on what day things happen, not what hour.

Picking a colour

Unlike the other record types on the Calendar — which all use fixed colours based on their module — Calendar Events let you pick a custom colour. This is useful for visually grouping related events so they're easy to spot at a glance.

A common convention:

• Red for critical deadlines or must-attend meetings
• Blue for client meetings and external consultant visits
• Green for training days
• Amber for site visits and inspections

Pick whatever makes sense for your team. The colour shows up on the event's bar on the grid and on the badge in the preview.

Adding reminders

Calendar Events support reminders — notifications that fire before the event. You can add no reminders, one, or several, depending on how much heads-up you want.

The form gives you preset options to pick from:

You can pick more than one at once. A classic setup for a critical client meeting is 1 day before and 1 hour before — you get both a day-ahead warning to prep and a last-minute nudge before it starts.

The notifications themselves are delivered through Project Commander's usual notification system, so they turn up wherever you normally receive alerts.

How it appears on the Calendar

Once you've saved a Calendar Event, it shows up on the grid like any other record:

• As a span bar stretching across multiple days if the event lasts more than one day
• As a single-day item if it's a one-day event
• In your chosen colour rather than a module colour
• Filterable — you can hide and show Calendar Events from the filter sidebar like any other record type

Editing and rescheduling

Calendar Events are fully editable from the Calendar:

• Drag to reschedule — grab the bar and move it to a new day or range. The duration is preserved, so a five-day event stays five days after the move. See Rescheduling with drag and drop.
• Click to preview — opens the preview with the title, description, dates, colour, and reminder count. See Previewing an event.
• Open full details — from the preview, click through to the full Calendar Event page to edit anything including the reminders.

What Calendar Events can't do (yet)

A few things to be aware of:

• No recurring events — each Calendar Event is a single occurrence. To repeat something like a weekly meeting, you'll need to create each one individually for now.
• No attendees list — you can't invite people to a Calendar Event the way you would in Outlook or Google Calendar. If you need to keep specific people in the loop, add them as watchers on a related Action, or drop them a message the old-fashioned way.
• No external sync — Calendar Events stay inside Project Commander. They don't push out to Google Calendar, Outlook, or Apple Calendar.

If any of these matter for what you're tracking, use an external calendar tool in parallel. Calendar Events are best for things that belong to the project itself and that the whole team will see when they open the Calendar.

Real-world examples

• A weekly client walk-through — create a Calendar Event in blue for each Thursday afternoon, with a 1 day reminder so everyone's prepared. Do it once a week at first; as you settle into a rhythm, you can batch a month at a time.
• A CSCS renewal deadline — create a red Calendar Event on the expiry date, with a 1 week reminder and a 1 day reminder.
• A two-day training course — drag across the two days on the grid, pick Calendar Event, set it to green, and add a 1 day reminder.
• Public holidays — create a Calendar Event for each bank holiday so the whole team can see which days are off when they're planning work.
• A handover date — create a red Calendar Event on the handover day with a 1 week reminder so nobody's caught out.

Next steps

• Creating records from the Calendar — for the click-to-create flow that opens the Calendar Event form.
• Rescheduling with drag and drop — for moving Calendar Events around after you've created them.
• Previewing an event — for the quick look at an event without opening the full detail page.