Using your personal and team calendars

Use Calendar to review shared plans and your own schedule in one workspace. Team calendar shows team planning items and connected work; My calendar brings together your personal items, team items assigned to you, bookings, and availability blocks.

This guide helps you find the right calendar, choose a view, understand ownership, and open an item in the right place. You need access to Calendar on the correct Cedros site. If the page or editing controls are unavailable, ask an administrator to check your calendar-management access; see Understanding roles and permissions.

Switch between team and personal calendars

1. Open Calendar from the admin navigation.
2. Select the page title, which reads Team calendar or My calendar. The title is also the calendar switcher.
3. Choose Team calendar to review shared plans, or My calendar to review your own schedule.
4. Check the title after switching, then select All plans if a topic filter is active.
5. Choose the date you want to review and open an item to check its details and source.

You can also open My calendar from your profile menu. If you use bookmarks, the team workspace is /admin/grow/calendar/team and your personal workspace is /admin/grow/calendar/me.

Switching views does not move an item or change its owner. An item can appear in both scopes when it belongs to the team and is assigned to you. This is the same shared item, not a separate personal copy.

My calendar is your admin workspace. It is separate from the public booking page that invitees use to request time with you.

Choose Month or Gantt view

Use Month for day-by-day planning. Use the previous and next month controls to browse, or Today to return to the current date. Select a day to review its schedule. In My calendar, a dated agenda below the calendar lists the items for that selected day.

Use Gantt to compare items across a wider timeline. This helps you see overlapping events, longer plans, and recurring work. Open an item's title or timeline bar to inspect it. A recurring item may appear as several occurrences, so the visible bars are not necessarily separate plans.

Check the Times in timezone shown with the calendar before comparing it with an invitation, another person's device, or an external calendar. A different local display does not necessarily mean the stored meeting time is wrong.

Viewing an item does not reschedule it. Editable items may also have move controls or support dragging; those actions open a rescheduling review. If you only meant to inspect the item, cancel that review. Items managed by another feature do not use the same editing controls as ordinary calendar items.

Filter plans and organize the team list

1. Select All plans to start from the full set of loaded items in the current scope.
2. Choose a topic chip such as Social posts, Newsletters, Events, Bookings, or Other to narrow the calendar. Topics without items are normally hidden.
3. In Team calendar, scroll to the list below the calendar. Use Search items or source… to find a title, text, source, or platform.
4. If platform filters are shown, select a platform or return to All platforms. These controls and the search field narrow the team list, while topic chips also affect the calendar above it.
5. Choose Timeline, By person, or By type to organize the team list. Clear the search and filters if an expected item disappears.

Timeline keeps the list in time order. By type groups it by topic. By person groups team work by assignee and places unassigned work under Whole team.

An item assigned to several people appears in each person's group. That repetition does not create duplicate calendar items. Likewise, Whole team means the item is not assigned to a particular person; it does not automatically add the item to everyone's personal calendar.

Topic counts describe the loaded items in the active scope. They are not a count of completed work or a guarantee that every connected source loaded successfully. Read any load errors above the calendar before relying on the counts.

Understand ownership and assigned work

A calendar item's ownership controls where it appears:

• A Team calendar item belongs to the shared plan. Assigning it to people also makes it appear in their personal calendars.
• A My calendar item belongs to its personal owner and is included in that person's calendar view.
• A booking or availability block comes from personal scheduling rather than an ordinary planning item.

For an editable planning item, the editor's Who sees this section contains a Calendar choice. Team items also have Also show on switches for the people whose calendars should include the work. These choices explain why a shared deadline might appear in one person's calendar but not another's.

Add Item starts an item in the active scope. Check Who sees this before saving so a personal reminder does not end up in the shared plan, or a shared event in only your own view. Changing a team item to personal ownership removes its team assignments.

Ownership and assignment organize the calendar; they do not by themselves prove that an invitation or notification was sent. Check the relevant sending or notification workflow when someone needs to be contacted. See Setting up personal and team notifications.

Open items managed by another feature

The team calendar can combine ordinary planning items with work from email campaigns and installed extensions. Check the item's source before trying to change it.

1. Open the item from the calendar or list.
2. Read its type, source, scheduled time, and available actions. A source-managed item may show a message explaining which feature owns it.
3. Use the source workflow to change that work. For example, change a newsletter's sending schedule in the email campaign, and manage a booking through its booking controls.
4. Return to Calendar and refresh the relevant view to check the result. Read any source-load error before treating a missing entry as a cancellation.

A newsletter entry represents its scheduled campaign or sequence event; it is not evidence that recipients received an email. Similarly, a planned social post is not proof that it was published to a social network.

If your team calendar offers the Filter calendar button, Show routines and Show reports can add expected automatic runs. These entries are projections from current schedules, not completion records. Opening one takes you to its routine or report. Hiding these entries changes the calendar display; it does not disable the underlying schedule.

Some schedules cannot be previewed, and dense schedules can reach display limits. Read the warning and inspect the source workflow when you need the full schedule or actual run history.

Review your bookings and availability

1. Switch to My calendar and choose the date you need. Review your personal items, assigned team work, bookings, and unavailable periods together.
2. Scroll to Bookings below the calendar. Choose Upcoming, Past, or Cancelled to inspect the relevant records.
3. Select Refresh bookings to reload booking information when you need an updated result. Read the booking's details and status before taking any management action.
4. Choose Configure in the bookings area to open your Booking page setup. Use Back to My calendar to return to the schedule.

Availability blocks describe time reserved as unavailable. They appear in Other, while booked meetings appear in Bookings. Ordinary calendar events appear in Events, even when the event is your own reminder rather than a customer meeting.

Cancelled bookings and superseded rescheduled bookings are omitted from the calendar's plotted booking items. Use booking records and statuses to investigate changes rather than relying only on the calendar grid.

The personal scheduling feed loads a bounded period around the present: roughly the previous six months and the following year. Browsing far outside that period does not make this workspace a complete booking archive. Check the source record when you need to investigate an older or distant booking.

Configuring a booking page and adding a planning item are different tasks. Do not assume that placing a new event on Calendar creates a customer booking, publishes availability, or sends an invitation.

Check your calendar before relying on it

For a daily review, confirm the scope, selected date, timezone, and topic filter first. Then check the dated agenda in My calendar, or the team list and assignees in Team calendar.

Open an important item and confirm its source and current details. If it appears in both scopes, check that it is a team item assigned to you rather than assuming there are two copies. For a booking, compare the plotted item with the booking record below the calendar.

You have a useful working view when the expected items appear in the correct scope, their times make sense in the displayed timezone, and no unresolved load error leaves part of the schedule missing. Scheduled entries help you plan; confirm delivery, publication, attendance, or completed work in the feature responsible for that outcome.

Fix missing items or unexpected results

An item appears in Team calendar but not My calendar. Check its ownership and Also show on assignments. Unassigned team work stays in the shared calendar; it is not automatically included in your own schedule.

The calendar or list looks empty. Confirm the site, calendar scope, and visible date. Return to All plans, clear the team-list search, and select All platforms if available. An empty filtered result does not mean the item was deleted.

A topic chip is missing. Topics with no loaded items are normally hidden. Check for a source-load error, your access to that feature, and whether any matching work is actually scheduled.

One item appears under several people. This is expected when it has several assignees. Open the item once and inspect its assignments; do not delete it just to remove repeated group rows.

A newsletter, routine, or report is missing. Read the load error or projection warning. Check the source workflow and relevant display toggle. For a routine or report load error, the calendar may instruct you to turn its display option off and on to retry; this does not run the automation.

A booking is missing or seems out of date. Use Refresh bookings, check the booking tabs and status, and confirm that its date is inside the loaded period. A cancelled or rescheduled record may no longer have a plotted item.

An item cannot be edited. Check whether another feature manages it and open that workflow. If Add Item or other calendar controls are unavailable, ask an administrator to check your access. Do not create a second item as a substitute for updating the source.