# Project Calendar The project calendar is the scheduling view for a single project — all production days, deliverable due dates, and custom events in one place. Access it via **Calendar** in the project's left navigation. --- ## What the Calendar Shows The main calendar area displays all scheduled items on their assigned dates. To the right of the calendar, the **Unassigned** panel shows days and deliverables that exist in the project but don't yet have a date. Drag items from the unassigned panel onto a date in the calendar to schedule them. Four types of items appear on the calendar: **Project Schedule** — scheduled day-unit production days of any type (Shoot, Prep, Wrap, Travel, Post). This is the shared production schedule that drives call sheets. Clicking a day opens its call sheet or day detail directly. **Assigned Dates** — in-house lines given a date range and assigned to a staff member via the **Dates** field. The line appears as a band spanning that range for that person, so you can see who's committed when — an Hours line running Jun 22–29, for example. These also feed each person's calendar on their user record. See [Assigned To and Dates](../02-Bidding-a-Project/Building-an-Estimate.md#assigned-to-and-dates). **Deliverables** — deliverable due dates. Clicking opens the deliverable record. **Tasks** — user tasks created in the project. --- ## Layers and Color Project Schedule and Assigned Dates are the two scheduling layers, and unit type decides which one a line lands in: **day-unit** lines populate **Project Schedule** (production days), while **Hours** and **Flat** lines given a date range populate **Assigned Dates**. Say Tyler is booked for 20 hours between April 1 and April 15 — that's an Assigned Dates band spanning the range for Tyler, with no production day created. A calendar item's fill tells you where the work stands. A **solid color** means it comes from an approved or converted project — committed time. **Zebra stripes** mean it's still in estimation — a projection from a bid that hasn't been approved yet. > [!note] > Because assignments carry through from the estimate stage, estimated (zebra-striped) items sit alongside confirmed (solid) ones. The **Show Estimated** toggle turns the estimated items on or off, so you can keep tentative bids from cluttering the picture of what's actually confirmed. --- ## Scheduling Days Drag a day from the unassigned panel to a date on the calendar to assign it. To reschedule, drag it to a new date. Date changes made in the calendar update automatically across the project — the associated call sheet date, budget day assignment, and any production documents all reflect the new date. > [!tip] > Schedule all your days at the start of a job before production begins. The unassigned panel makes it easy to see what hasn't been placed yet. --- ## View Modes Switch between four views using the selector at the top of the calendar: **Month** — full-month overview; best for long-range planning and identifying conflicts or gaps in the schedule. **Week** — detailed view of a single week; useful for coordinating a busy production week. **Day** — all events for a single date; best for day-of coordination. **List** — chronological list of all upcoming events; useful for task-oriented review of the full schedule. --- ## Filtering The calendar can be filtered to surface specific items: - **Day Type** — show or hide specific day types (e.g., only Shoot days) - **Event Type** — toggle Project Schedule, Assigned Dates, deliverables, or tasks on and off - **Team Member** — view only items assigned to a specific person - **Show Estimated** — turn estimated (zebra-striped) items on or off, leaving confirmed (solid) ones always visible - **Search** — find items by name or description --- ## Timeline Widget (HQ) The **Timeline** is a cross-project scheduling view on the **HQ page** — a bird's-eye complement to the per-project calendar. It's currently a **feature preview**, available to **Owners and Admins**. Toggle it between two modes: - **By Project** — projects run down the side and dates across the top; each project's **Project Schedule** (its production days) fills the grid. Use it to see how productions stack up against each other across the calendar. - **By Staff** — staff run across the top and dates down the side; each person's **Assigned Dates** fill the grid. Use it to see who's committed when across every project. The same color rules apply: solid for approved or converted work, zebra stripes for estimated projections. --- ## Tasks To add a task to the project timeline: 1. Click **Add Task** 2. Set a title and description 3. Configure timing — start date, end date, and optionally start time, end time, and time zone 4. Assign a team member if relevant Tasks are project-only entries — they don't generate documents or affect the budget. Use them for anything that needs to live on the project timeline without being a production day or deliverable: client meetings, review sessions, internal milestones, or deadlines. --- ## Calendar Feed You can subscribe to your PAI calendar from any external calendar app — Google Calendar, Apple Calendar, Outlook, or any app that supports ICS feeds. This is available from the **Calendar** page in the main navigation (not the project calendar), via the **Subscribe** button in the top-right sidebar. ### Setting up the feed 1. Go to **Calendar** in the main navigation 2. Click **Subscribe** in the top-right sidebar 3. Choose a quick-connect option (**Google**, **Apple**, or **Outlook**) to add the feed directly, or copy the **Feed URL** to paste into any ICS-compatible calendar app 4. Configure your feed settings and click **Save Settings** ### Feed settings **Calendar Scope** — choose what the feed covers: - **Organization Calendar** — all events across the entire organization - **My Calendar** — only events you're assigned to **Include in Feed** — toggle which event types appear in your external calendar: - **Tasks** - **Events** - **Production Days** - **Deliverables** - **Estimate Dates** ### How it works The feed is read-only — your external calendar subscribes to PAI and displays events, but changes made in your external calendar do not write back to PAI. Updates made in PAI (new days scheduled, dates changed, deliverables added) will sync to your external calendar on that app's refresh cycle. To disconnect the feed, open the Subscribe button again and click **Disconnect**.