Keep Your Teams Organized with the Smartsheet Calendar App

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
Smartsheet Calendar App is a premium add-on and is available for purchase. For more information about how to obtain Smartsheet Premium Apps, please contact Smartsheet Sales.

Before you Begin

In order to use the Calendar App, you must be a licensed Smartsheet user on a plan that includes the Calendar App.

You must have Admin-level sharing permissions to the sheet that you want to use in the calendar and that sheet must include at least one date column.


Log in to the Smartsheet Calendar App

  1. From the the following URL https://main.calendar.smartsheetapps.com/, click Log in with Smartsheet to log in to the App. (If you’re not logged in to Smartsheet, you’ll need to do that.)
  2. When prompted with the Allow Access message, click Allow to grant the App access to the data that you want to display in a calendar.

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 link.

NOTE: 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.

Calendar App Refresh

To get back to this Calendar Views page, click the Smartsheet logo in the upper-left corner of the app.

Smartsheet Logo

Create a Basic Calendar View

You’ll create new calendar views in the Create New View wizard. To start the wizard, click Add New in the upper-left corner of the Calendar App and then follow the steps in the wizard.

Calendar App Add New button

Step 1: Select Sheet

Select the sheet or report that contains the calendar data you want to display. Once you’ve selected the sheet, click 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 clicking one of the tiles.

NOTE: After your calendar is created, you’ll have the option to switch to a different view.

3: Map Columns

Map the columns from your sheet to their corresponding fields in the calendar:

  1. Under Smartsheet Columns, select which columns contain the data that you want to display in the calendar view.

    TIPS: If you're using a report, have your columns named consistently. If you use dropdown columns in the source sheet, you can better control data consistency and will have a cleaner view in the calendar.

    Calendar App Step 3: Map Columns
     
  2. (Optional) Under Data Grouping, select any category or subcategory groupings that you’d like to use to make the items that appear on the 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.

    Calendar App Step 3: Data Grouping

    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.
     
  3. If you’re ready to see the results, click 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.

Make Changes to an Existing Calendar

How you get started with changes will depend on what you’re looking at in the Calendar App:

  • If you’re viewing a calendar, click the down arrow and click Settings.

    Calendar App Settings from Down Arrow

    -or-
  • From the Calendar Views page, click the settings icon in the row of the calendar that you want to edit.

    Calendar App Edit Options

     

Refine Your Calendar with Advanced Features

Once you get a basic calendar working, you may want to do more. For example, you may want to:

  • Add additional Columns
  • Sort tasks
  • Filter the calendar entries by specific criteria 
  • Change the date and time display and format calendar tiles
  • Change the logo that appears with the calendar
  • Show or hide weekends

To get started doing these things, start from Step 3: Map Columns in the Calendar App wizard and click Advanced to display steps 4-8.

Calendar App Advanced button

When you click the Advanced button, its name will change to Basic and you'll see steps 4-8.

Calendar App Advanced Steps (4-8)

Click 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. 

Notes:

  • 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: Filter Columns

Use this window to add and configure filters for your calendar. When you create filters, a filter button will appear at the top of the calendar. 

Click the button to use the filter to show or hide items according to the filters you’ve created.

Calendar App Filter button

Step 6: Time & Design

Use this window to further configure how the dates and time periods are displayed. For example, 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 7: More Options

Use this window 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.

Here are some available options that may require a bit of explanation:

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.

Calendar App New Event button

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.)

Calendar App Web Form Link

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.

Calendar App Week 454

Step 8: Confirm

Use this window to verify settings before creating the calendar. If you need to make changes, click the Previous button, find the page that contains the options that you need to change, and make the correction.

Once you’re satisfied with the results, click Add (or Update) to create or update the calendar.

Share or Publish the Calendar

Set Up Sharing

  1. From the Calendar Views page (click the Smartsheet image in the upper-right corner of the app), click the share icon in the row of the calendar to display the Sharing window.

    Calendar App Share icon
  2. Switch Sharing to ON to allow access to anyone who is shared via Smartsheet to the source sheet or report in.

    Calendar App Sharing
     
  3. (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.

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

Once you’ve turned sharing on, you can copy the link from the Share Via Link box, and sent it to anyone who has access. People shared to the calendar view can use the direct link or they can view the calendar by visiting https://main.calendar.smartsheetapps.com/ and logging into the Calendar App. People who have Editor-level sharing permissions will be able to edit the calendar.

TIP: 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.)

Publish a Calendar

Below the sharing options you have the opportunity to publish a read-only version of the calendar.
 
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.

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 a read-only view of the calendar that's accessible to anyone who has the link.

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