Calendar
Manage team availability, track out-of-office periods, and coordinate on-call schedules
Overview
The Calendar feature helps you manage your team's availability, track out-of-office periods, and coordinate on-call schedules. Use the calendar to:
- View team availability at a glance
- Track out-of-office periods (vacations, sick days, personal time)
- Manage on-call schedules
- Schedule trainings, company events, and company travel for one, several, or all technicians
- Set up tenant-wide holidays
- Coordinate scheduling to avoid conflicts
For who is onsite at which company, use Dispatch & Onsite (Delivery → Dispatch) — the board, Needs dispatch queue, and coverage views. Calendar stays focused on availability and team events.
Viewing the Calendar
- Navigate to Calendar in the main navigation
- The calendar displays the current month with all availability periods
- Use the month navigation arrows to move between months
- Click on any date to add a new availability period
Calendar View
The calendar shows:
- Out-of-office periods: Marked in orange, showing when technicians are unavailable
- On-call periods: Marked in emerald, showing when technicians are on call
- Vacation: Marked in purple
- Training: Marked in indigo
- Company events: Marked in amber
- Company travel: Marked in cyan
- Holidays: Marked in blue; tenant-wide holidays are displayed on the calendar
- Technician names: Each availability period shows which technician it applies to
Filtering the Calendar
Use the filters at the top of the calendar to:
- Filter by technician: Select specific technicians to view their availability only
- Filter by type: Show only specific event types (out-of-office, on-call, vacation, training, company event, or company travel)
- Clear filters: Reset to show all availability
Adding Availability Periods
Out-of-Office Periods
Out-of-office periods are used for vacations, sick days, personal time, or any time when a technician is unavailable for work.
- Click on a date in the calendar, or click "Add Availability"
- Select "Out of Office" as the type
- Fill in the details:
- Technician: Select which technician this applies to
- Start Date: When the period begins
- End Date: When the period ends
- All Day: Check if this is an all-day event (otherwise specify times)
- Start Time and End Time: If not all-day, specify the times
- Notes (optional): Add any relevant notes about this period
- Click "Save"
On-Call Periods
On-call periods indicate when a technician is available for emergency or after-hours support.
- Click on a date in the calendar, or click "Add Availability"
- Select "On Call" as the type
- Fill in the details:
- Technician: Select which technician is on call
- Start Date: When the on-call period begins
- End Date: When the on-call period ends
- All Day: Check if this is an all-day on-call period
- Start Time and End Time: If not all-day, specify the times
- Notes (optional): Add any relevant notes
- Click "Save"
Training, Company Events, and Company Travel
Trainings, company events, and company travel let you put one entry on the calendar that covers one, several, or all technicians at once. Use them for things like new-hire onboarding, certification trainings, all-hands meetings, offsite days, or work trips to a customer site or conference.
- Click on a date in the calendar, or click "Add Availability"
- Select "Training", "Company Event", or "Company Travel" as the type
- Choose who it applies to:
- Apply to all technicians: turn this on to cover every visible staff member, including pending invitees, with one submission
- Specific technicians: leave the toggle off and pick one or more in the multi-select
- Fill in the date, time, and any notes
- For Company Travel, choose whether the person is working during travel. Leave it off for trips like conferences — their hours are subtracted from capacity planning, the same as time off. Turn it on when the trip itself is scheduled work (like an onsite project) so their capacity stays available. Either way, new tickets are not auto-assigned to someone who is traveling.
- Click "Create"
A single submission creates one entry per technician, and the calendar shows each entry under that person.
Company Travel currently supports one-time trips only. Create each trip separately instead of setting it to repeat.
Editing a Training, Company Event, or Company Travel
- Click any one of the entries on the calendar
- The dialog opens with the event's current roster pre-loaded in the multi-select
- You can:
- Change the date, time, or notes (applies to every technician in the event)
- Add a technician: select them in the multi-select and save
- Remove a technician: deselect them in the multi-select and save
- Push it to everyone: turn on Apply to all technicians and save
- Change the type: switch between Training, Company Event, and Company Travel — the change applies to everyone in the event. (To convert to a single-person type like Vacation, delete the group and create individual entries instead.)
Deleting a Training, Company Event, or Company Travel
- Open the event and click "Delete Group" to remove it for every technician at once
- You'll get a confirmation step before anything is deleted
Editing or Deleting Availability
- Click on an existing availability period in the calendar
- The availability dialog will open showing the details
- To edit: Make your changes and click "Save"
- To delete: Click "Delete" and confirm
Managing Holidays
Holidays are tenant-wide days off that apply to all technicians. They're useful for tracking company holidays, office closures, or other organization-wide non-working days.
Adding Holidays
- Navigate to Settings → Calendar → Holidays
- Click "Add Holiday"
- Enter:
- Name: Name of the holiday (e.g., "New Year's Day", "Office Closure")
- Date: The date of the holiday
- Recurring: Check if this holiday repeats annually
- Click "Save"
Holidays will automatically appear on the calendar view for all technicians.
Editing or Deleting Holidays
- Go to Settings → Calendar → Holidays
- Find the holiday you want to modify
- Click the edit icon to modify, or the delete icon to remove it
Booking Links
Booking links allow technicians to share external calendar booking links (like Calendly, Microsoft Bookings, or Google Calendar appointment slots) with customers. These links can be added to tickets and customer communications.
Adding Booking Links
- Navigate to Settings → Profile
- Scroll to the "Booking Links" section
- Click "Add Booking Link"
- Enter:
- Label: A descriptive name (e.g., "Schedule a Meeting", "15-Minute Consultation")
- URL: The full booking URL (must start with http:// or https://)
- Primary: Check this to set as your primary booking link (only one can be primary)
- Click "Save"
Using Booking Links
- In tickets: Booking links can be added to ticket messages when requesting meetings with customers
- Primary link: Your primary booking link is automatically suggested when creating meeting requests
- Multiple links: You can have multiple booking links for different types of meetings or services
Permissions
Viewing Availability
- Anyone with
availability:readpermission can view the calendar and see all availability periods - This includes viewing out-of-office and on-call schedules for all technicians
Managing Availability
- Technicians: Can manage their own availability (add, edit, delete their own periods)
- Managers: Can manage availability for technicians on their team
- Admins and above: Can manage availability for any technician
Managing Holidays
- Admins and above: Can add, edit, and delete tenant holidays
Booking Links
- Technicians: Can manage their own booking links in their profile settings
Best Practices
-
Plan ahead: Add out-of-office periods well in advance so the team can plan around them
-
Use notes: Add notes to availability periods to provide context (e.g., "Vacation - Hawaii", "Medical appointment")
-
Coordinate on-call: Use on-call periods to clearly indicate who's available for after-hours support
-
Set holidays early: Add company holidays at the beginning of the year so everyone knows when the office is closed
-
Keep booking links updated: Ensure your booking links are current and working properly
-
Use filters: When viewing the calendar, use filters to focus on specific technicians or types of availability
-
Check conflicts: Before scheduling important meetings or assignments, check the calendar to ensure technicians are available
Common Scenarios
Vacation Planning
- Technician requests time off
- Admin or technician adds an out-of-office period to the calendar
- Team can see the unavailability and plan coverage accordingly
- On-call schedules can be adjusted if needed
On-Call Rotation
- Set up recurring on-call periods for each technician
- Use the calendar to visualize the rotation
- Team members can see who's on call at any given time
- Adjust periods as needed for coverage
Holiday Management
- At the start of the year, add all company holidays
- Mark them as recurring so they appear every year
- All technicians will see these holidays on the calendar
- Helps with planning and ensures no work is scheduled on holidays
Troubleshooting
I Can't See the Calendar
Problem: The Calendar option doesn't appear in the navigation.
Solution:
- Check that you have
availability:readpermission - Contact your administrator to grant the necessary permissions
I Can't Add Availability for a Technician
Problem: You get an error when trying to add availability for someone else.
Solution:
- You can only manage availability for:
- Yourself (if you're a technician)
- Technicians on your team (if you're a manager)
- Any technician (if you're an admin or above)
- Check that you have
availability:createpermission
Holidays Aren't Showing
Problem: Holidays you added aren't appearing on the calendar.
Solution:
- Make sure you're viewing the correct month
- Check that the holiday date is correct
- Refresh the calendar page
- Verify the holiday was saved successfully
Booking Link Not Working
Problem: A booking link isn't working or isn't accessible.
Solution:
- Verify the URL is correct and starts with http:// or https://
- Test the link in a new browser tab
- Ensure the external booking service is configured correctly
- Check that the link hasn't expired or been deactivated
See also
- Team Management - Learn about managing your team
- Tickets - Learn how to create tickets and request meetings