Calendar: how-to

Step-by-step instructions for the Calendar. For what each option means, see Calendar. For problems, see Calendar: troubleshooting.

Find your task

If you’re here because…	Go to
You want to see what’s coming up	Open the Calendar and choose a view
You only want certain people, properties or types	Filter the Calendar
You have a meeting, appointment or reminder to add	Add a calendar item
A calendar item needs changing, reassigning or removing	Change, reassign or delete a calendar item
You want a task with a due date that you can complete	Add an Action from the Calendar
You want COHO events in Google Calendar, Outlook or Apple Calendar	Create a calendar link
A link needs to stop working, or start again	Revoke or restore a calendar link

Open the Calendar and choose a view

Do this when you want to plan your day, week or month.

1. From your dashboard, click Menu > Calendar, then click the panel to open it.
2. Choose a view: Week (the default), Month or 4-Months, or a list: 1 Day, 7 Days, 30 Days or 120 Days.
3. Use the arrows to move through dates, or Today to come back.
4. Hover over an entry for its details, or click it to open it.

What happens next: the Calendar keeps itself up to date while it’s open. To fetch the latest straight away, click the reload button.

Filter the Calendar

Do this when the Calendar is too busy, or you want to see one person’s or one property’s work.

1. Open the Calendar.
2. In the person filter, choose Mine & Unassigned, Mine, Unassigned, All, or named people.
3. In All properties, pick the properties you want.
4. In All types, pick types such as Viewings - Confirmed, or a whole group such as Tenancies.
5. To see only certain Actions, pick categories in All Action Categories.

What happens next: the Calendar updates as you choose. The counts beside each option show how many entries there are.

Tip

Move-ins, move-outs and fixed-term endings aren’t assigned to anyone. To see them, include Unassigned or choose All in the person filter.

Add a calendar item

Do this when you want something on the Calendar that isn’t an Action, viewing or maintenance visit: a team meeting, an appointment, a reminder.

Before you start: you need “Change calendar items” permission.

1. Open the Calendar and click Create item.
2. If you see a choice, pick Calendar Item.
3. Enter a Title (at least 3 characters).
4. Optionally pick a Property. For a multi-let or block, you can then pick a Room or Unit, and a Tenancy.
5. Set Starts and Ends. For a whole-day item, turn on All day.
6. Optionally choose who it’s Assigned to, and add Notes.
7. Click Add.

What happens next: the item appears on the Calendar. Nobody is notified. If you assigned it to a colleague, you’ll only see it with All or that person selected in the person filter.

Note

Calendar items can’t repeat, and can only be assigned to one person. For a weekly meeting, add an item for each week, or add one unassigned item so it shows for everyone using Mine & Unassigned.

Change, reassign or delete a calendar item

1. On the Calendar, click the item.
2. To change who it’s for, open the Manager section and click Assign or Reassign, choose the Assignee and click Assign. To remove them, click Unassign and confirm.
3. To change the title, dates or notes, click Edit, make your changes and click Save.
4. To remove it, click Delete, then Yes. You need “Delete calendar items” permission.

What happens next: the Calendar updates for everyone within a couple of minutes. Deleting can’t be undone.

Note

You can’t change an item’s property after adding it. Delete it and add a new one instead.

Add an Action from the Calendar

Do this when you want a task with a due date that someone will complete, and that shows in the Actions panel as well.

Before you start: you need “Complete and assign actions” permission.

1. Open the Calendar and click Create item.
2. If you see a choice, pick Action.
3. Under Want to use a workflow?, choose Single Action, or Workflow to start one of your workflows.
4. Optionally pick the Property, room and Tenancy.
5. Enter a Title and a Due date. The due date is required here.
6. Optionally set Snooze until, Assigned to and Detail.
7. Click Add.

What happens next: the Action appears on the Calendar on its due date, and in the Actions panel. See Actions.

Create a calendar link

Do this when you want COHO events in Google Calendar, Outlook, Apple Calendar or another calendar app.

Before you start: you need “Change calendar items” permission. Decide who the link is for: everyone’s events, just yours, or certain colleagues’.

1. Open the Calendar and click the settings cog.
2. In Calendar settings, click Add ical.
3. Under Include events of type, untick anything you don’t want: Viewings, Scheduled maintenance items, Actions due, Tenancy change overs & renewals, Calendar items.
4. Under Show events assigned to, keep All, choose Mine, or pick people.
5. Change the Link name if you like. This is the name your calendar app shows.
6. Click Create link, then Copy link.
7. Add the link to your calendar app as a subscription:
   • Google Calendar: Other calendars > + > From URL, paste the link, then Add calendar.
   • Outlook: Add calendar > Subscribe from web, paste the link, then Import.
   • Apple Calendar: File > New Calendar Subscription, paste the link, then Subscribe.
8. Click Close in COHO.

What happens next: your calendar app shows COHO events from a week before the start of this month to about 4 months ahead. It checks the link for changes on its own schedule, which can take several hours. You can copy the link again at any time with Copy link in the table.

Caution

Anyone with the link can see its events without logging in, including applicants’ phone numbers and emails on viewings. Don’t post it anywhere public.

Revoke or restore a calendar link

Do this when a link has been shared too widely, someone has left, or you no longer need it.

1. Open the Calendar and click the settings cog.
2. Find the link in the table and click Revoke.
3. To turn it back on later, click Restore.

What happens next: a revoked link stops working, and calendar apps using it stop getting updates. Restoring it makes the same link work again. You can only revoke or restore links you created.

Tip

If a link has been shared with the wrong person, revoke it and create a new one, rather than restoring it.