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Why your Project Management Software Calendar is better

January 31, 2020

As a Project Manager, having a busy schedule is about as certain as it gets. 

To keep on top of all the site visits, staff meetings, client emails and tasks that need to be done, an intuitive and visual calendar is a non-negotiable.  A traditional calendar is perfect as a straightforward day planner, but it’s terrible for planning and visualizing what’s on the project management table. 

A Google Calendar will tell you when a project is due, but it’s not designed to tell you what tasks are required to meet the deadline or who is working on them. You would need to go outside of Gmail to find out all of that vital information.

This is where a Project management software calendar comes in. It is designed to have all that essential information available at the click of a button.

Which leads us to the question: How do you get the most out of the Calendar Feature in the ProWorkflow tool, so you busy life can run as smooth as possible? 

Our top tips for using the ProWorkflow Calendar Feature. 

Using the ProWorkflow Calendar is very intuitive. 

  • Any upcoming tasks, projects and events are visible in the ProWorkflow Calendar.
  • The  different colors correspond to start dates, due dates or overdue tasks and projects. 
  • Anything that has been completed is greyed out; anything that appears in a slightly bolder color on the other hand is active.  
  • Hovering over the task or project will provide you with additional information like start and end dates, as well as assigned staff. 

But that’s only the basics. As with so many things in ProWorkflow, the Calendar is customizable. 

Clicking the filters allows you to change the information you like to show in the calendar. 

  • You can filter the assigned staff to a single person (for instance you) and the calendar will be trimmed to the Tasks and Projects that relate to you and just you. 
  • By default you are shown two months ahead, but you can make that any timeframe you like. 
  • You can filter clients and categories to show only the relevant information on the Calendar. 

You can change the task and project dates by simply clicking, dragging and dropping them in the new date area. 

And on a final note, there is also a list view that allows you to see the same information in a more flat, traditional format. From there you can click to complete individual tasks or reactivate them as you see fit. 

ProWorkflow Tip: Do you know that you can print the calendar preview?

How to connect your Calendar of choice with your ProWorkflow Calendar?

Many of our clients like to set events as notifications or reminders that will sync with their Calendar of choice; whether that is Google Calendar, Outlook Calendar or straight to their iPhone. 

We have a separate blog that will give you some easy step by step instructions on how to sync events with your traditional calendar that you can follow here. Syncing tasks works in an identical way, just subscribe to the ‘General Tasks’ instead. 

To subscribe to a Project, head over to the Project Details Page and click on the calendar icon next to the project name. From there proceed as with Tasks and Events. 

Note: If more integrations in Google Cal are what you need, Zapier is your tool. You don’t need any coding experience and it can be done in a matter of minutes. Here’s where you need to start