Keep Your Teams Organized With the Smartsheet Calendar App
This Help Article Appears in the Following Learning Tracks
Who can use this capability
Anyone on a plan with the Calendar App can create and own calendars. Anyone with a Smartsheet account can access a shared calendar. A license is required to create and own a calendar.
The Smartsheet Calendar App is a premium add-on that helps you build flexible, customizable, and shareable calendars using your Smartsheet data. With the Calendar App, you can:
- Color-code by a primary and secondary category
- Easily export the calendar view for email or print
- Sync with existing project data
Click the Launcher to access the App.
If you have trouble accessing the app from the Launcher, please see Access Premium Apps and Templates With the Launcher.
Once you’re logged in, you’ll see the Calendar Views page. Any calendars that you’ve created or that have been shared with you will be displayed on this page. To view a calendar, click its name.
TIP: To narrow your search, use the Filter list (or type in the calendar name in the Search bar).
If you don’t see all of the calendars you expect, you many need to click Refresh in the upper-right corner of the app.
To get back to this Calendar Views page, select Smartsheet Calendar at the top of the app.
You’ll create new calendar views in the Create New View wizard. To start the wizard, select Add New in the upper-left corner of the Calendar App and then follow the steps in the wizard.
Step 1: Select Sheet
Select the sheet or report that contains the Smartsheet data you want to display. Once you’ve selected the sheet, select Next.
NOTE: Your sheet or report must include at least one date column.
Step 2: Choose a View
Choose the default view for your calendar by selecting one of the following tiles:
After your calendar is created, you’ll have the option to switch to a different view.
Step 3: Map Columns
Map the columns from your sheet to their corresponding fields in the calendar:
- Under Smartsheet Columns, select which columns contain the data that you want to display in the calendar view. Task Name and Task Start Date columns are required.
TIP: If you're using a report, give your columns consistent names. If you use dropdown columns in the source sheet, you can better control data consistency and will have a cleaner view in the calendar.
- (Optional) Under Data Grouping, select any category or subcategory groupings that you’d like to use to make the items that appear on the calendar show up as specific collections—these groups will appear on the left side of the calendar and will drive the color coding in your calendar.
You might use Data Grouping to group together tasks related to a specific marketing campaign or retail holiday promotion.
NOTE: Once you choose items under Data Grouping, you’ll have the option to specify which color is assigned to each category.
- If you’re ready to see the results, select Add to create the calendar. Or, if you want to explore more advanced features, skip to the Refine Your Calendar with Advanced Features section of this article.
How you get started with changes will depend on what you’re looking at in the Calendar App:
- If you’re viewing a calendar, select the down arrow and select Settings.
- From the Calendar Views page, select the settings icon in the row of the calendar that you want to edit.
Once you get a basic calendar working, you may want to do more. For example, you may want to:
- Add additional Columns
- Sort tasks
- Change the date and time display and format calendar tiles
- Change the logo that appears with the calendar
- Show or hide weekends
To do this, start from Step 3: Map Columns in the Calendar App wizard and select Advanced to display steps 4-7.
When you select the Advanced button, its name will change to Basic and you'll see steps 4-7.
Select Next to move to Step 4 of the wizard.
Step 4: Additional Columns
Use the Additional Columns page to add more information to your calendar.
- You will have the option to choose columns you’ve already mapped.
- Use Sort Columns to automatically sort your tiles based on column data.
Step 5: Time & Design
Use this page to further configure how the dates and time periods are displayed. For example, to configure the date format, specify the number of periods (columns) that you want your data broken into, and configure the style of the calendar tiles.
Step 6: More Options
Use this page to configure details such as the name of the calendar, the start day of the week, the quarter start month, whether or not weekends are included, and how or whether people can add new events right from the calendar view you’re creating.
Ensure the Allow Attachments box is checked if you want people to be able to attach files to Calendar tasks.
NOTE: Files attached to comments will appear with the comment rather than in the Attachments column and on a Calendar task.
Ensure the Allow Comments box is checked so others can add comments to tasks within the Calendar App. This setting is enabled by default when a new calendar is created.
When you add comments to a calendar, they’ll also be added to the source sheet or report that the calendar references.
TIP: Use the @mention capability in comments to bring greater visibility to your calendar entries. For more information, see Have Conversations in the Context of Your Work
- You must have at least Editor-level sharing permissions on the source sheet or report to add comments to the calendar. People shared to the source item with Viewer permissions will be able to view comments in a calendar.
- Files attached to comments will appear with the comment rather than in the Attachments column and on a Calendar task.
Allow New Events
Check this box to allow anyone with Editor-level sharing permissions to the source sheet to add events directly to the calendar view.
Web Form Link
If the source sheet includes a form that allows people to add information to the sheet, you can paste that link in the Web Form Link box to make the form available from the drop-down menu from the calendar. (For more information about forms, see Collect Information with a Form.)
Use a 454 Calendar
Check the 454 Calendar checkbox to allow 454 Calendar as a display option (you can also check Default 454 Calendar if you want this to be the default display option).
In a 454 calendar, the calendar year is divided into months based on a 4 weeks – 5 weeks – 4 weeks format. (This format is commonly used in retail businesses to more accurately compare sales between years). The layout of the calendar lines up holidays and ensures that same number of Saturdays and Sundays appear in comparable months.
Step 7: Confirm
Use this page to verify settings before creating the calendar. If you need to make changes, select the Previous button, find the page that contains the options that you need to change, and make the necessary adjustments.
Once you’re satisfied with the results, select Add or Update to create or update the calendar.
Set Up Sharing
- From the Calendar Views page (select the Smartsheet image in the upper-right corner of the app), select the share icon in the row of the calendar to display the Sharing page.
- Switch Sharing to ON to make the Calendar accessible to anybody that is shared to the source sheet or report.
- (Optional): If you want to share the calendar view with people who are not shared to the sheet or report, type their email addresses in the the Allow Emails/Domains box.
- Select Save to finalize the changes.
NOTE: Anyone with Editor-level sharing permissions to the source sheet or report will be able to edit information directly in the calendar view.
Let Others Know About the Shared Calendar View
People shared to the calendar view can access it from the direct link or they can view the calendar by logging into the calendar app.
If you use Smartsheet dashboards or portals, consider including a link to the calendar view there to make it easy for others to find. (For more information about Smartsheet dashboards, see Create or Edit a Smartsheet Dashboard or Portal.)
Below the sharing options you have the opportunity to publish a read-only version of the calendar.
To publish, you must be the Owner or have Admin level sharing permissions to the Calendar's source sheet or report.
To publish a calendar, switch Publish to ON and copy the URL in the box below to share it with others.
To disable access to a published calendar, switch Publish to OFF and refresh your browser. The old URL will become invalid.
- If the Publish option is ON only, the Calendar View Owner can modify the Calendar directly within the Published Calendar. (Must be logged into the Calendar App)
- If both Publish and Sharing options are ON, the Owner, Admin, or Editor Shared to the Source Sheet can modify the Calendar directly within the Published Calendar. (Must be logged into the Calendar App).
Sharing vs. Publish
Sharing is limited to individuals who are shared to the sheet or specifically listed in the Allow Emails box. Using the sharing link will require the user to log in. A published link provides access to the calendar to anyone who has the link.
Once you’ve created your Calendar, see Calendar App: Interact With a Calendar for more information on how you can work within a calendar.
Transferring Calendar to Another User
- In order to transfer the Calendar to another user, you’ll need to ensure that the new owner is shared to the source content with at least Admin permissions.
- In Calendar App, click the transfer icon.
- Enter the new owner’s email address and select Transfer.
If your email address changes, you won't be able to edit your calendars. To fix this, contact Support to let us know the old email address and new email address for a transfer of ownership.