Calendar App

APPLIES TO

  • Smartsheet Advance Package

RELATED CAPABILITIES

Who can use this capability?

Anyone on a plan with the Calendar App can create calendars and be a calendar Admin. Anyone with a Smartsheet account can access a shared calendar. A license is required to create calendars and be a calendar Admin.


 

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.
Video MP4

Keep your teams organized with the Smartsheet Calendar App

APPLIES TO

  • Smartsheet Advance Package

RELATED CAPABILITIES

Who can use this capability?

Anyone on a plan with the Calendar App can create calendars and be a calendar Admin. Anyone with a Smartsheet account can access a shared calendar. A license is required to create calendars and be a calendar Admin.


 

With the Calendar App, you can:

  • Color-code by a primary and secondary category
  • Easily export the calendar for email or print
  • Sync with existing project data

Calendar App Image


Sign in to the Smartsheet Calendar App


To access the Calendar App, follow these steps:

  1. On the left navigation bar, select Launcher
  2. Select Calendar.

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

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

Once you’re signed in, you get to the Calendar List page. Any calendars that you’ve created or that have been shared with you display on this page. To open a calendar, select its name.

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

Create a basic calendar 

Create new calendars in the Create New wizard. To start the wizard, select + Add New

Step 1: Select sheet

  1. Select the sheet or report that contains the Smartsheet data you want to display. 
  2. Select Next.

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

Step 2: Choose a view

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

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

After your calendar is created, you can switch between these views at any time.

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. Fields with a red asterisk are required fields. 
     

If you're using a report as the source of your calendar, use consistent column names across your sheets to ensure that your calendar is clean and easy to read.


Calendar App Step 3: Map Columns

2. Optional: In the Data Grouping section, select any columns (up to two) that you’d like to use to categorize your tasks into horizontal collections. These groups appear on the left side of the calendar and drive the color coding in your calendar. 

    Calendar App Step 3: Data Grouping
    Once you choose columns under Data Grouping, you can assign a specific color to each column value in the Custom Category List Order section.

    3. If you’re ready to see the calendar, select Add

    4. If you want to refine your calendar with advanced features, select Advanced.

      Refine your calendar with advanced features

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

      • Add additional columns
      • Sort tasks 
      • Change the date and time display and format calendar tasks
      • Change the logo that appears with the calendar
      • Show or hide weekends

      Calendar App Advanced button

      When you select the Advanced button, you see the following tabs:

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

      To proceed, select Next.

      Step 4: Add more columns to your calendar

      1. To add more information to your calendar, use the following sections: 
        • Additional Columns: Select additional columns to display from your source sheet or report.
        • Sort Columns: Sort your tasks based on column data.
      2. Select Next

      Step 5: Configure how to display dates and time periods

      Use the Time & Design tab to further configure how dates and time periods are displayed and the style of calendar tasks.

      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 appears 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 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 comment on 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're also added to the source sheet or report.

      Use the @mention capability in comments to increase your calendar entries' visibility.

      Users must have at least Editor permissions on the source sheet or report to add comments to the calendar. People with Viewer permissions can view comments in a calendar.

      Allow New Events

      Allow anyone with Editor permissions to the source sheet to add tasks directly to the calendar.

      Web Form Link

      If the source sheet includes a form, paste the form's link in the Web Form Link field. When you add the web form link to the calendar, you can 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. Select Open Web Form.

      Open Web Form command in Calendar App

      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).

      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, select Previous to navigate to the appropriate page and make the necessary adjustments. Once you’re satisfied with the results, select Add or Update.