SmartSuite offers a dynamic and interactive Calendar View to visualize and manage dates associated with your records. This view supports consolidating all date fields (including First Created and Last Updated system fields) and even calendars from different tables, making it an essential tool for tracking events, deadlines, and milestones.
Plan Availability | All plan types |
Permissions | Solution Creators - Can customize and manage views. |
Related Reading | Intro to Teams |
The Report Toolbar Introduction outlines the primary controls for modifying views and provides links to dive deeper into each control's functionality. Calendar View has all of the Report Toolbar controls, except the Fields to Display option is replaced with a "By Date" control.
Why Use Calendar View?
Visualize Deadlines: See when work is due and track key milestones.
Adjust Dates Easily: Use drag-and-drop to reschedule tasks.
Optimize Project Management: Enhance efficiency for teams and projects.
Working with Calendar View
Selecting Date Fields
Calendar View recognizes date field types within records, including Date, Due Date, and Date Range fields, along with First Created and Last Updated system date fields. Records are added to the calendar and color coded by date.
The Report Toolbar includes a "By: [Date]" dropdown listing all date fields. SmartSuite automatically selects a default date field and color - both of which can be changed in the same control. You can add maximum 10 date type fields per calendar.
Selecting Calendar Item Color
Visualization is a key feature of Calendar View. Multiple date fields in a record can be viewed on the same calendar and easily identified by color.
For example, a hiring manager may want to view all Interview Dates and also keep track of Applicant Review Periods, their internal timeline for assessing final candidates and preparing job offers.
Adding Calendars from Other Solutions
Calendar View can display records from multiple calendars in one place, even when those calendars are located in different Solutions. This makes it easy to create a roll-up calendar for teams, projects, departments, or processes that span more than one Solution.
For example, you might build a single calendar in your Marketing Solution that also shows key dates from your Product Launch, Events, and Content Planning Solutions.
Before a calendar can be added from another Table or Solution, a Public Calendar View must already exist in the source Table. Once that calendar view has been created, it can be selected and displayed alongside the calendar you are currently viewing.
Configuring cross-solution Calendar Views
To add a calendar from another Solution:
Open the Calendar View you want to configure.
Click the By button in the toolbar.
Expand the Add Other Calendars section.
Click Add another Calendar.
Use the Solution and Table selector to browse available calendars.
Select the Public Calendar View you want to add.
Choose a color for that calendar.
Repeat the process to add additional calendars, as needed.
You can add up to 5 additional calendars to a Calendar View.
Only Tables you have permission to view will be available for selection. If you do not see a Table or calendar you expected, confirm that you have at least View access to the source Table and that a Public Calendar View has been configured there.
Once added, records from the selected calendars appear together in the same Calendar View. Each added calendar can use its own color, making it easier to distinguish dates from different Tables or Solutions.
Removing added calendars
To remove an added calendar, open the By menu, expand Add Other Calendars, and click the X next to the calendar you want to remove. The calendar will no longer display in the current Calendar View.
Record Listing Panel
The Record Listing Panel in Calendar view provides a summary of interactive records displayed in the calendar. Hovering over a tile displays an option to Show in Calendar, and clicking a tile opens the record.
With the exception of the Fields to Display and Row / Card Size options, the full power of the Report Toolbar controls are available in Calendar View, including Sort, Filter, Group, Spotlight, and Find.
Note: These toolbar controls sort, filter, group, spotlight and find records in the Record Listing Panel.
Calendar Navigation
Quickly shift between Day, Week, Month, Year, and List views.
List view shifts from a calendar to an agenda format, displaying records for a week.
Weekends are displayed by default in Calendar view. Unchecking “Display Weekends” in the “By : Date” section will collapse the weekends from view.
Calendar view is interactive, allowing Members to quickly drill into specific dates.
When in Year view → clicking on any day in a Month opens Month view
When in Month view → clicking on any day in a Week opens Week view
When in Week view → clicking on any day in the column header opens Day view
Changing Dates
Easily change dates in a record:
Using drag & drop by grabbing any record on the calendar and dragging to a new date or time slot
Using drag & drop with the Record Listing panel by grabbing cards and placing them anywhere on the calendar
Using drag & drop in a Date Range field to adjust the start and end dates by grabbing the left or right side of the calendar item
Clicking into records on the calendar to modify dates, or click Expand to open the record
Creating New Records
Clicking any open spot on the calendar opens the New Record window, defaulting to the date selected. When in Day view, clicking a time slot applies a Time value to the record.
For Calendar saved views with multiple dates selected in the Report Toolbar, you'll be prompted to pick the date field that should be auto populated in the new record.
Displaying records across multiple tables
When you click on the "date" button in our view toolbar, you can select which date field or fields to use in the calendar.
These date fields are limited to the data fields in the Table you are viewing.
However, below this selection, you can select calendars from any other Table in SmartSuite to also display in the calendar you are viewing.
Turn off Weekend Display
You now have the ability to turn the display of weekends on and off in Calendar View.
Simply check the "Display Weekends" box from the reporting toolbar.
Practical Use Cases and Scenarios
Project Milestones Management
Scenario: A project manager needs to track task deadlines and deliverables.
Solution: Use Calendar View to visualize due dates, adjusting them dynamically to manage timelines.
Recruitment Workflow
Scenario: A hiring manager wants to view interview schedules and review periods.
Solution: Create a calendar for interview dates and another for applicant reviews, using color coding to differentiate.
Marketing Campaigns
Scenario: A marketing team organizes campaigns with multiple deadlines.
Solution: Add calendars from campaign planning tables for a comprehensive view of launch dates and content creation timelines.