# Project Calendar The project calendar is the scheduling view for a single project — all production days, in-house assignments, deliverable due dates, and tasks in one place. Access it via **Calendar** in the project's left navigation. --- ## What the Calendar Shows The main area displays everything scheduled on its date. When the project has days without a date, the sidebar shows them under **Unassigned Events** — drag one onto a date in the calendar to schedule it. Four types of items appear on the calendar: **Project Days** — the project's production schedule: day-unit days of any type (Prep, Travel, Production, Wrap, Post). This is the shared schedule that drives call sheets. **In-House Assignments** — in-house lines given a date range and assigned to a staff member via the **Dates** field. The line appears for that person across the range — "Jamie Hill - Line Producer (10h)", for example — so you can see who's committed when. 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. **Tasks** — tasks created in the project. --- ## Layers and Color Project Days and In-House Assignments are the two scheduling layers, and unit type decides which one a line lands in: **day-unit** lines populate **Project Days** (production days), while **Hours** and **Flat** lines given a date range populate **In-House Assignments**. Say Tyler is booked for 20 hours between April 1 and April 15 — that's an assignment 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 project — committed time. **Stripes** mean it's still in estimation — a projection from a bid that hasn't been approved yet, labeled **(Estimate)**. Estimated days show on the main **Calendar** when **Estimated Project Days** is on. --- ## Scheduling Days Drag a day from **Unassigned Events** 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. Unassigned Events makes it easy to see what hasn't been placed yet. --- ## View Modes Switch between four views 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** — every day in the period with its events; useful for reviewing the full schedule in order. --- ## Filtering The project calendar's sidebar narrows what's shown: - **Estimate Versions** — show items from specific estimate versions and overages - **Day Types** — all days, or only one type (Prep, Travel, Production, Wrap, or Post) - **Event Types** — turn **Project Days**, **In-House Assignments**, **Tasks**, and **Deliverables** on or off The **Calendar** in the main navigation shows every project at once. It adds an **Org Calendar** / **My Calendar** switch, **Filter by Staff** to see one person's schedule, and **Estimated Project Days** — off by default — to include days from bids that haven't been approved yet. --- ## Org Timeline (HQ) The **Org Timeline** on the **HQ page** is a cross-project scheduling view — a bird's-eye complement to the per-project calendar. Toggle it between: - **Projects** — each project's production days across the week. Use it to see how productions stack up against each other. - **Staff** — each person's in-house assignments. Use it to see who's committed when across every project. --- ## Tasks To add a task to the project calendar: 1. Click **Add Task** in the sidebar. PAI creates an untitled task and opens it. 2. Give it a **Title** and, optionally, a **Description** and **Color** 3. Set **Start Date** and **End Date**, and optionally **Start Time**, **End Time**, and **Timezone** 4. Change **Assigned To** if someone other than you owns it Tasks are project-only entries — they don't generate documents or affect the budget. Use them for anything that needs to live on the calendar without being a production day or deliverable: client meetings, review sessions, internal milestones, or deadlines. Use **Mark Complete** when it's done. --- ## 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. Open it from the **Calendar** page in the main navigation (not the project calendar) with **View Feed** in the sidebar. Your administrator can turn calendar feeds on or off in [Organization Settings](../01-Organization-Setup/Organization-Settings.md). ### Setting up the feed 1. Go to **Calendar** in the main navigation 2. Click **View Feed** 3. Choose **Google**, **Apple**, or **Outlook** to add the feed directly, or **Copy** the **Feed URL** into any ICS-compatible calendar app 4. Open **Feed Settings** to adjust what the feed includes, then click **Save Settings** ### Feed settings **Calendar Scope** — choose what the feed covers: - **Organization Calendar** — all events across the organization - **My Calendar** — only events you're assigned to **Include in Feed** — choose which items appear in your external calendar: - **Tasks** - **Deliverables** - **Project Schedule** - **Assigned 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 don't write back to PAI. Updates made in PAI (new days scheduled, dates changed, deliverables added) sync to your external calendar on that app's refresh cycle. To disconnect the feed, open **View Feed** again and click **Disconnect**.