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Sub-calendars

One calendar, split into the teams, rooms and things you schedule.

A sub-calendar is a colour-coded calendar inside a calendar: a team, a room, a person or a van. Everyone works on the same schedule, each sub-calendar can be switched on and off, and access and double-booking rules are set on each one.

01

What a sub-calendar is for

Make a sub-calendar for anything that has a schedule of its own and needs its own rules. It has a colour, so its events are recognisable at a glance. It is the unit of access, so it decides who sees and changes its events. And it can refuse overlapping events, so a room or a vehicle cannot be booked twice.

Things that are details of an event rather than schedules of their own, a status, a client, a headcount, are better as custom fields, which can be filtered across every sub-calendar at once.

Main CalendarSuggested set-up
Teams
  • Sales
  • Design
  • Operations
Rooms
  • BoardroomNo overlaps
  • Meeting Room 2No overlaps
People
  • Time Off
  • Leadership
Custom fields
  • ClientText
  • StatusChoice
  • AttendeesNumber
02

Folders keep a long list usable

Group sub-calendars into folders: Rooms, Teams, Vehicles. Folders can be reordered, sub-calendars can be moved between them, and the sidebar list can be searched. At sixty rooms, people and teams it is still a list you can find things in.

Switch a whole sub-calendar on or off in the sidebar to see only what matters for the moment, without changing what anyone else sees.

The ManageCal week view for an office calendar. The sidebar lists sub-calendars in three folders: People, Rooms and Teams. The week shows colour-coded events such as a leadership meeting in the boardroom, a client pitch for eight people, interviews in meeting room 2, and an all-day time-off entry across three days.
An office calendar in week view: rooms, teams and people as colour-coded sub-calendars.
03

Five views

Day and Week show a time grid, with overlapping events side by side. Month shows the shape of the weeks. Agenda groups what is coming by day, and List shows it as plain rows. Each calendar can choose the view it opens in, its first day of the week, the hours its day shows and the size of its time slots.

04

One event, several sub-calendars

An event that involves two teams appears on both of their sub-calendars, once. Changing it changes it everywhere it appears. Editing it needs write access to every sub-calendar it is on.

05

Hide instead of delete

A sub-calendar that is no longer needed can be hidden. Its events stay, out of everyone’s way, and come back if it is restored. Deleting one says exactly what will happen first: how many events are only on that sub-calendar and will be deleted, and how many are also on another and will stay there.

06

Several calendars in one workspace

A workspace can hold several calendars, each with its own sub-calendars, fields, time zone and people. A group with several sites, or a company with a calendar per department, keeps them apart without keeping them in different products.

Moving between them is one step in the calendar switcher, and each person is offered only the calendars they have been given.

Questions

Sub-calendars: common questions.

What is the difference between a calendar and a sub-calendar?

A calendar is the schedule a group works from, with its own time zone, fields and people. A sub-calendar is a colour-coded part of it: a team, room or resource, and the unit that access and double-booking rules are set on.

Should something be a sub-calendar or a custom field?

Make it a sub-calendar if it needs its own access or must not be double-booked, like a room. Make it a field if it describes events across the calendar, like a status or a client.

Can folders be nested?

The interface shows one level of folders, which keeps the sidebar readable. Sub-calendars can also sit outside any folder.

How many sub-calendars can we have?

It depends on the plan: 8 on Free, 40 on Team and 100 on Business.

Can people hide sub-calendars they do not need?

Yes. Anyone can switch sub-calendars off in their sidebar to narrow what they see. It changes only their own view.

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