Keep your teams organized with the Smartsheet Calendar App

Applies to

Smartsheet Advance Package

Capabilities

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

Calendar App

 


Sign in to the Smartsheet Calendar App

To access the Calendar App

  1. On the left Navigation Bar, select Launcher
  2. Choose Calendar.

Another way to access the Calendar App is by going to this URL: calendar.smartsheet.com.

 

If you have trouble accessing the app from the Launcher, please see Access Premium Apps and Templates with the Launcher.

Once you’re signed in, you’ll see the Calendar Views page. Any calendars you’ve created or have been shared with you will be displayed on this page. To view a calendar, select its name.

Don’t see all the calendars you expect? In the upper-right area of the app, select Refresh.

To narrow your search, use the Filter list. Or, in the Search bar, type the calendar name.

Create a basic calendar view

You’ll create new calendar views in the Create New View wizard. 

Start the wizard

  1. To go back to the Calendar Views page, select Smartsheet Calendar.
  2. Select Add New

Read on to learn the steps in each tab of the wizard.

Step 1: Select Sheet

Your sheet or report must include at least one date column.

  1. Select the sheet or report that contains the Smartsheet data you want to display. 
  2. Once you’ve selected the sheet, select Next.

Step 2: Choose a View

To choose the default view for your calendar, select one of the following tiles:

  • Monthly
  • Daily
  • Weekly
  • Multi-Month
  • Quarterly
  • Day-Month

After your calendar is created, you’ll have the option to switch to any of these views. 

Step 3: Map columns

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

  1. In the Smartsheet Columns section, select which columns contain the data you want to display in the calendar view. Fields with a red asterisk are required fields.  
    If you're using a report, give your columns consistent names. If you use dropdown columns in the source sheet, your data will be more consistent and will have a cleaner view in the calendar.

    Calendar App Step 3: Map Columns
  2. Optional: In the Data Grouping section, select any category or subcategory groupings you’d like to use to make the items that appear on the calendar show up as specific collections. These groups will appear in the left side of the calendar and will drive the color coding in your calendar.
    Calendar App Step 3: Data Grouping
    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, select Add
  4. If you want to refine your calendar with advanced features, select Advanced.

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 
  • Change the date and time display and format calendar tiles
  • Change the logo that appears with the calendar
  • Show or hide weekends

Calendar App Advanced button

When you select the Advanced button, its name will change to Basic and you'll see the following tabs:

  • Additional Columns
  • Time & Design
  • More Options
  • Confirm 

To proceed to the Additional Columns tab, select Next.

Read on to learn more about the succeeding tabs/steps in the wizard.

Step 4: Add more columns to your calendar

  1. To add more information to your calendar, in the Additional Columns tab, use the following sections: 
    • Additional Columns: Choose columns you’ve already mapped.
    • Sort Columns: Sort your tiles based on column data.
  2. Select Next

Step 5: Configure how the dates and time periods are displayed

Use the Time & Design tab to further configure how the dates and time periods are displayed. For example, to configure the date format, specify the number of periods (columns) you want your data broken into. Then, configure the style of the calendar tiles.

Step 6: Edit other calendar details

Use the More Options tab to do the following:

  • Add a calendar name
  • Identify the start day of the week
  • Identify the quarter start month
  • Show tasks on weekdays only, hide weekends, or show both weekdays and weekends 
  • Open and find the web form link
  • Set up how the calendar will appear to users and what they can do in the calendar 

Allow Attachments

Select this option if you want people to be able to attach files to Calendar App tasks.

Files attached to comments will appear with the comment. You won't see the attachments in the Attachments column or on a Calendar App task.

Allow Comments

Select this option so others can add comments to tasks within the Calendar App. This setting is enabled by default when you create a new calendar.

When you add comments to a calendar, they’ll also be added to the source sheet or report what the calendar references.

Use the @mention capability in comments to bring greater visibility to your calendar entries.

Users 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.

Allow New Events

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, in the Web Form Link field, paste that form’s link. When you add the web form link to the calendar, you’ll be able to access the form from the Calendar App.

To access the web form from the Calendar App:

  1. In the upper-left area of the Calendar App, select the dropdown icon. 
  2. Then, choose Open Web Form.

Use a 454 Calendar

To allow 454 Calendar as a display option, select the 454 Calendar checkbox. You can also select 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 this format: 4 weeks – 5 weeks – 4 weeks. The layout of the calendar lines up holidays and ensures that the same number of Saturdays and Sundays appear in comparable months. (The 454 format is commonly used in retail businesses to more accurately compare sales between years).

Open Web Form command in Calendar App

Step 7: Verify the settings you set up

In the Confirm tab, review and verify the settings you edited. 

If you need to make changes, follow these steps:

  1. Select Previous
  2. Find the page that contains the options you need to change. 
  3. Make the necessary adjustments.

Once you’re satisfied with the results, select Add or Update.

Make changes to an existing calendar

Only the owner of the calendar can edit the configuration settings.

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

  • If you’re viewing a calendar: In the upper-left area of the calendar, select the dropdown arrow. Then, select Settings.

  • If you’re in the Calendar Views page: Go to the row of the calendar you want to edit. Then, select  the Settings icon.

 

Share or publish the calendar

If you’re on a different page in the Calendar App, go back to the Calendar Views page to search for the calendar you want to share. 

To make the calendar accessible to the sheet or report collaborators

  1. In the Calendar Views page, go to the row of the calendar.
  2. Select the Share icon.
  3. Turn on the Sharing toggle.
  4. Optional: To share the calendar view with people who aren’t shared to the sheet or report, add their email addresses. 
  5. To finalize the changes, select Save.

Image of the Sharing dialog

Anyone with Editor-level sharing permissions to the source sheet or report can 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. They can also view the calendar by logging in to 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.

Publish a calendar

You can publish a read-only version of the calendar. 

Before you begin

  • To publish a read-only calendar, you must be the Owner or Admin of the calendar's source sheet or report. 
  • If you’re the Owner of a published calendar, you can directly edit it. 
  • If both Publish and Sharing options are on, the Owner, Admin, or Editor of the calendar’s source sheet can directly modify the published calendar.
  • Before editing a published calendar, Owners, Admins, and Editors must first sign in to the Calendar App.

To publish a read-only calendar

  1. In the Calendar Views page, go to the row of the calendar.
  2. Select the Share icon.
  3. Turn on the Publish toggle. 
  4. Copy the URL.

If you want to remove access to a published calendar

  1. In the Sharing dialog, turn off the Publish toggle. 
  2. Refresh your browser. 

After doing this, 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 sign in. 

A published link provides access to the calendar to anyone who has the link. Users who access the published calendar won’t have to sign in to the Calendar App.

Transferring calendar to another user

Before you begin

Make sure the new owner is an Admin of the calendar’s source sheet.

  1. In the Calendar Views page, go to the row of the calendar you want to modify. 
  2. Select the Transfer icon.
  3. Enter the new owner’s email address. 
  4. Select Transfer.

Ownership Transfer dialog

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.