Learn more about how to use the Calendar App.
Smartsheet premium apps help you to build engaging, interactive calendars, create pivot tables of your data and more.
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
- 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.)
- 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.
To get back to this Calendar Views page, click the Smartsheet logo in the upper-left corner of the app.
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.
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.
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.
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.
- (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.
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, 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.
- From the Calendar Views page, click 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
- 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.
When you click the Advanced button, its name will change to Basic and you'll see 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.
- 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.
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:
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.
- You must have at least Editor-level sharing permissions on the source sheet or report in order to add comments to the calendar. People shared to the source item with Viewer permissions can still view comments which have been added to a calendar.
- When you add comments to a calendar, they’ll also be added to the source sheet or report that the calendar references. You can also use the @mention (more on this here) capability to bring greater visibility to your calendar entries.
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 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
- 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.
- Switch Sharing to ON to allow access to anyone who is shared via Smartsheet to the source sheet or report in.
- (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
People shared to the calendar view can access it from the direct link or they can view the calendar by visiting https://main.calendar.smartsheetapps.com/ and logging in to 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 access to the calendar to anyone who has the link.
Learn more about how to use the Pivot App.
Get Started with Smartsheet Pivot App
The Smartsheet Pivot App is a premium add-on that helps you summarize and dynamically refresh data that you’ve stored in a sheet. With the Pivot App, you can create a pivot table that allows you to:
- Create rollup summaries and surface key information across multiple sheets
- Keep summary metrics up to date as new data is added
- Quickly identify and adapt key segments as your data needs change
For example, with Pivot App, you can take data that looks like this
and make it look like this:
|Smartsheet Pivot 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 Pivot App, you must be a licensed Smartsheet user on a plan that includes the Pivot App.
The Pivot App leverages existing Smartsheet data. To create a pivot table in the Pivot App, you’ll first need to have your source data ready in a sheet or report to which you have Owner- or Admin-level sharing permissions.
Log in to the Pivot App
From the the following URL https://pivot.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.)
When prompted with the Allow Access message, click Allow (this will give the Pivot App access to the data that you want to display in the pivot and allow it to create the sheets in which the pivot will appear).
Create a Pivot Sheet
You’ll create new Pivot Sheets in the Create New wizard. There are four steps in the creation process.
To start the wizard, click Create pivot sheet in the upper-left corner of the Pivot App and then follow the steps in the wizard.
Step 1: Select Sheet
- Search or browse to find the sheet or report that contains the data that you want to summarize.
- Once you locate the desired sheet or report, select it and click Next.
Once you commit to a source sheet for the pivot sheet, you can’t change it. If you want to create a pivot from data from a different sheet, you’ll need to start a new pivot sheet.
TIP: Consider using a report as the source of your pivot so that you can add or remove criteria or create a pivot from multiple sheets. For more information about reports, see Use Reports to Organize Data.
Step 2: Assign Columns
In the Assign Columns step, you’ll choose the rows, columns, and values that you want to appear in your Pivot Sheet. You’ll also give your table a name and indicate whether and how often you’d like the table refreshed from the source data.
- Click Add Field above the Columns,Rows, and Values boxes to select the source for those items in the Pivot Sheet.
TIP: Use the guide below to help you decide what goes where.
- In the Pivot name box, type a name for your pivot sheet.
This is the name that the Pivot App will give to the pivot. You’ll use this name to distinguish this pivot from others that you create in the App.
- In Execution Frequency, select how often you want the table to be updated (you’ll need to select an option here if you want your pivot table to be updated periodically to reflect changes in the source data).
Guide for Column, Row, and Value Placement
Use the image below to help you decide how to position the data in your pivot table.
- Columns The fields you add to the Columns box will be the values across the top of your pivot table (calendar months for example).
- Rows The fields you add to the Rows box will appear on the left side of the pivot table. If you add multiple fields, you’ll create hierarchies. The hierarchy is driven by the order in which the fields appear in the Rows box.
- Values The fields you add to Values will appear at the intersection between the rows and columns of the pivot table. These values can be sums, averages, or counts.
Step 3: Destination
In this step, you’ll specify a name for the new pivot sheet and specify a destination in Smartsheet for it.
- In the Sheet name box, type the name for the destination sheet.
- Under Select destination folder or workspace, select where you’d like the Pivot App to put the new pivot table.
- Click Next and then click Create to set up the pivot instructions in the Pivot App.
If you’ve set an Execution Frequency (in the "Step 2" section above), the pivot table will be built at the next scheduled run time. To preview and create the pivot table right away, follow the steps in the next section of this article to build the pivot table and create a sheet for it in Smartsheet.
Preview and Build the Pivot Table
If you want to preview the pivot table and build it immediately, you can do that by clicking the link for the pivot that you want to work with and following the steps in the wizard. Start by clicking the name of the pivot under Name.
Step 1: Details
Click Preview to review the details of your pivot. The wizard will advance to step 2 and show you a preview of the pivot that will be created in Smartsheet.
Step 2: Preview
This step allows you to see the results of the pivot. If you like what you see, click Confirm. (If you need to make changes, click Cancel and follow the steps in "Edit a Pivot Sheet" below.)
The Pivot App will build the pivot sheet and put it in Smartsheet in the location that you specified in Create a Pivot Sheet (Step 3: Destination).
Step 3: Confirm
Congratulations! If you made it this far, a pivot sheet has been created and should be waiting for you in Smartsheet. Click Close to close the wizard.
Edit a Pivot Sheet
If you need to make changes to the pivot sheet (for example, if you get to the preview stage and you realize that you forgot a column, or that you want to show the rows using a different hierarchy), you can do that by clicking the Edit icon.
Find the Pivot Table Sheet in Smartsheet
To find the new pivot table sheet:
- Open Smartsheet (https://app.smartsheet.com).
- Search for the sheet by name or locate the destination workspace or folder that you specified when you set up the pivot sheet (Step 3: Destination).
NOTE: You may need to refresh your browser to see the new sheet.
Organize and Format the Pivot Sheet
Initially, the pivot table will not have any formatting. Rows will be organized alphabetically.
You can rename the columns and use the formatting tools in Smartsheet to make the pivot table look the way you like. (For more information about formatting in Smartsheet, see Formatting Options. For information about renaming columns, see Insert, Delete, or Rename Columns.)
NOTE: Formatting and new column names will persist even if you have set up your pivot table to be refreshed automatically.
Note that the formatting will persist even when data changes or new rows are added to the table.
Transfer Ownership of a Pivot Sheet
If you change roles and need to give ownership of one or more pivot sheets to someone else, here’s how to do that:
- From Smartsheet, make sure that the person who you’ll be transferring the pivot sheet to has Admin-level sharing access to the following:
- The source sheet or report for the pivot table
- The pivot table sheet
- Open the Pivot App (https://pivot.smartsheetapps.com/).
- Under Name, find the name of the Pivot Sheet for which you want to transfer ownership.
- Click Transfer Ownership.
- In the Ownership Transfer window, type the email address of the person that you want to transfer ownership to and click Transfer.