The Smartsheet Calendar App is a flexible, configurable calendar add-on that allows you to connect your Smartsheet data and forms to visualize your events in multiple views or by color-coded categories.
Use case examples include:
- Campaign Management: Manage marketing activities across teams.
- Retail Promotions: Coordinate promotions across departments.
- Team Schedule: Track team travel for visibility into when team members will be out of the office.
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.
Who can use this capabiity?
You must have Admin-level sharing permissions to the source sheet.
Licensed Smartsheet users on a plan that includes the Calendar App.
In this article:
Log in to the Smartsheet Calendar App
Create a Basic Calendar View
Make Changes to an Existing Calendar
Refine Your Calendar with Advanced Features
Share or Publish the Calendar
Publish a Calendar
Print a Calendar
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. Select to view calendars you created or have been shared to you by clicking the Filter list (or type in the calendar name in the Search bar).
To view a calendar, click its link.
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 Smartsheet Calendar at the top fo the app.
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.
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.
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.
TIP: 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.
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 Apply 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 Attachments box is checked for people to be able to attach files to Calendar tasks.
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.
- 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.
- Any attachments added to a comment appear with the comment (rather than in the Attachments column).
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.
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 anyone who is shared via Smartsheet to the source sheet or report to see the Calendar on their Calendar App.
- (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.
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://calendar.smartsheetapps.com/ and 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. (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 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.
Create a one-time snapshot of your calendar. You can do this either by by downloading it to create an image or by creating a printable PDF that you can first customize.
Download a Calendar
Click Download to download a PNG image file of the current calendar (by clicking Download, you’ll create an image of exactly what you see in the current view).
Customize and Download as PDF
Click Download PDF to customize and print a PDF version of the calendar.
In the Print to PDF window, use any of the following customization options:
- Change orientation, paper size, zoom, tile display, and compress as desired.
- Print with Filters: Select on to print the items as they appear in the current view with filters applied; select off to print all items.
- Print Template:
- Select Default to create a PDF with the calendar name on top and legend in the footer.
- Select Legend on Top to create a PDF with the Month/Week reference and legend on top with the calendar name in the footer. In this template, the legend will only show the first 6 legend items.
Once you’ve selected your options, click Download to generate the PDF.