Use the Team Calendar¶

The Team Calendar shows where the whole team expects to be — in the office, working from home, or unavailable. It's laid out like the calendar you already use: days across the top, time down the side, everyone's entries side by side in each day.

Find it at the bottom of the sidebar, just above your name. It isn't tied to a project: your availability is yours, whichever project you happen to be looking at.

Everything here is an expectation, not a commitment. Nobody is held to it.

The Team Calendar is opt-in, so the entry only appears for people who have been added to it. If someone sends you a link and you haven't been added, you'll be told to ask your Team Calendar admin — that's what to do.

Start with your default week¶

This is the one step worth doing properly, because it means a normal week needs no further input from you.

Click Set my default week.
For each weekday, pick Office, Home, Unavailable, or leave it Not set.
Either tick All day or give the hours you expect to be around.
Click Save default week.

In the hour fields you can hover and scroll to nudge a time half an hour at a time, the same as in the entry editor. If you clear a time and leave it blank, the dialog asks you for both hours (or for All day) instead of saving something it can't use.

A day can have more than one set of hours. If your Monday is office in the morning, away for a class over lunch, and office again afterwards, that's three sets of hours on the one day. Click + Add hours under a weekday to add another, pick its own Office / Home / Unavailable, and give it its own times; the ✕ beside a row removes it. A new row starts where the previous one ended, so building a day up is usually just a matter of correcting the times.

Two things worth knowing:

All day is only offered while a day has a single set of hours. Add a second and the tick disappears, because a day you're away for all of has no hours left to be anywhere else.
Hours on one day may meet but not overlap. 09:00–12:00 and 12:00–17:00 sit back to back quite happily; 09:00–13:00 and 12:00–17:00 don't, and the dialog will tell you which day and which two spans before it saves anything. Gaps are fine — leave the lunch hour out entirely if you'd rather not say.

That's your baseline. It repeats every week, forever, until you change it. You only touch the calendar when a particular day differs.

Your default week shows on the calendar as ordinary blocks, in your colour, exactly like any other. A normal week looks like a normal week — there's nothing to decode, because on a normal week every block comes from your default week and marking that would tell you nothing.

A dashed outline means a day you've changed. Where you've entered something specific for a date, the block your default week would have put there is drawn behind it as a dashed, unfilled outline. So the dashes read as "your usual day, replaced here" — they appear on the few days that differ, not on the many that don't.

Worth knowing what the outline is and isn't: it shows what your usual week says for that weekday, as a reference. It is not saying you're around during those hours. Once a day has any entry of its own, that entry is the whole story for the day — your default week doesn't fill in around it.

You can drag your usual blocks. Move one, or drag its top or bottom edge, and that one date changes — you get an ordinary entry for that day and your default week is left alone. A label appears while you drag saying so. The one thing it won't do is move to another day: your usual Tuesday can't become a Wednesday, because there's no way to say "my usual Tuesday doesn't apply this week". For that, add an entry on the Wednesday.

To change the details rather than the hours, click the block — the editor opens with your usual values filled in, and Save writes an entry for that date.

Only your own default week is marked this way. Everyone else's days are drawn as ordinary blocks whether they come from their default week or not: which of the two a colleague's entry came from isn't something you can act on.

Your default week itself is changed in one place: the My default week button. Nothing you do on the calendar changes it — every entry you add or adjust there applies to those dates and no others.

Choose a view¶

Three buttons in the toolbar:

View	Shows
Work week	Monday to Friday, with the time of day down the side. The default.
Week	Sunday to Saturday — the same, including the weekend.
Month	One week per row, Sunday to Saturday, filling the page. Best for "who's off next month".

Use ‹ and › to step by whatever the current view covers — a week, or a month — and Today to jump back. The ← and → arrow keys do the same, so you can move through the weeks without reaching for the mouse. They're ignored while you're typing in a field or have an entry open, so they never steal a keystroke.

Scrolling no longer changes the week. It used to, back when the day was always taller than the window; now the hours are sized to fit the window instead, so on most screens there's nothing left to scroll and a flick of the wheel would have jumped the week without being asked. The arrow keys replace it.

Nothing ever scrolls sideways. The days always divide the width you have, so the view fits whatever window it's in, including a Teams tab.

The day fills the height of your window. The columns show 07:00 to 19:00 by default, stretched so those hours use the whole height available — the taller your window, the taller each hour. On a short window the hours stop shrinking and the day scrolls up and down instead. The range stretches automatically if anyone's entry falls outside it, so an early start is never hidden.

Weekend columns are narrower in Week — about two thirds the width of a weekday. Saturday and Sunday are the days least likely to have everyone on them, and the width they give up is what lets a full team fit side by side on the weekdays.

Where entries appear¶

Timed entries — "in the office 09:00–17:00" — sit in the main body, at the hours they cover.
All day, in the office or working from home — sits in the main body too, drawn at 09:00–17:00. "In the office all day" is an answer to where you'll be, not when, so it's shown across the working day. The entry itself is still an all-day one — open it and All day is still ticked.
All day, unavailable — leave, mostly — sits in the All day strip along the top. A whole day away really is a statement about the whole day, and the strip is what lets a stretch of leave be drawn as one continuous bar across all its days.

Each block is filled with the person's own colour, so you can pick someone out at a glance, and the kind is carried by the block's border and by a symbol in front of their initials:

Kind	Border	Symbol
In the office	Blue	🏢
Working from home	Green	🏠
Unavailable	Red	🚫

Two signals that stay out of each other's way: the fill always tells you who, the border and symbol always tell you what. The symbols also mean you are never relying on colour alone to read the board.

The counts under each day heading are how many people are in the office, working from home, and away.

Change a single day¶

Everything below only works on your own entries — you can see everyone, but you can only edit yourself.

To add an entry, click or drag on empty space. Nothing is written yet: the editor opens with what you drew already filled in, and the entry only exists once you press Save.

Drag down a day column and the hours you dragged are filled in — drag from 10 to 2 and the editor says 10:00 to 14:00.
Drag sideways across several columns and those dates are filled in, putting the same hours on each day.
A single click fills in your usual hours for that weekday, taken from the part of your default week you clicked on.

Change anything you like before saving, or press Cancel and nothing happens at all.

To adjust an existing entry, it depends where you grab it:

Where you grab	What happens
The middle of the block	Moves the whole slot — to a different time, or a different day
Its top or bottom edge	Stretches or shrinks that end, changing your hours

Hover over one of your own blocks and a line with a small notch appears across its top and bottom, marking exactly where "change my hours" ends and "move the whole thing" begins. The pointer changes too — a resize arrow over the edges, a grab hand over the middle. A block too short to hold both is move-only, and shows no lines at all rather than ones that wouldn't work.

Everything snaps to the half hour.

Moving an entry onto another day happens in one step, so it either lands or nothing changes: if that day is already taken up by something of yours, you're told, and the entry stays exactly where it was.

To change the details, click the block. That opens a small editor where you can switch between office/home/unavailable, set exact times, tick All day, add a note ("at a client site", "half day — dentist"), or delete the entry.

In the time fields you can hover and scroll to nudge a time up or down half an hour at a time.

Book time off¶

The editor has From date and To date fields, and for a long absence they are much the quickest way in: click anywhere on the calendar, choose Unavailable, tick All day, type the two dates, and press Save. Three months off is two dates rather than a drag across thirteen weeks — and the dates can run well past whatever week or month you happen to be looking at.

Dragging still works for a short break: drag sideways across the All day strip over the days you'll be away, check the dates in the editor, and save.

The same two fields change a break you've already booked. Extending a single day into a whole week is one save — the entry you already had becomes the first day of the break rather than being deleted and re-made — and shrinking a break back to one day turns it into an ordinary single entry again.

Leave booked this way is one object, not a pile of separate days:

Drag either end of the bar to make the whole break longer or shorter. Each end is also a button you can tab to, and the left and right arrow keys move it a day at a time — lengthening leave never needs a mouse. If the break runs past the edge of the days on screen, dragging its visible end still moves it by the number of days you dragged, so the part off-screen isn't lost.
Changing the kind, the note, or "not certain yet" applies to every day in it — the editor tells you so before you save.
A resize is all or nothing. If making the break longer would land on a day you've already got something else on, the whole change is refused and the break is left as it was; you'll never end up with half a resized holiday.
Delete all days clears the whole break at once. Deleting a single day out of a two-day break leaves the other one as an ordinary single day.
Split off this day peels a single date out of it, if one day of the stretch turns out to be different.

In Month view the same bar runs across the day cells, breaking at the end of each week row and picking up again on the next.

If you change something by mistake¶

Every change you make announces itself in the corner of the screen with Undo on the message. Ctrl+Z (⌘Z on a Mac) takes back the most recent change, and Ctrl+Shift+Z (⇧⌘Z) puts it back again — so you can press Ctrl+Z a few times to walk back through what you've done, and Ctrl+Shift+Z to walk forward again.

What you can take back: everything you do to your own entries.

Adding an entry, for one day or for a stretch of days.
Changing an entry's kind, hours, note or "not certain yet" — for a single day, or for a whole break at once.
Moving an entry to another day, and moving a whole break.
Making a break longer or shorter.
Deleting an entry, Split off this day, and Delete all days — including the cases that end a break: deleting a day out of a two-day break, splitting a day off one, and shrinking a break down to a single day. Putting any of those back rebuilds the break itself, so the days come back as one break again rather than as separate entries that merely look right.
Saving your default week.

Both keystrokes stay out of the way while you're typing in a field — there, Ctrl+Z undoes your typing, as usual — and while an editor is open.

This is a per-session safety net, not a history:

It lasts as long as the tab does. Reload the page and it's gone — unlike Ctrl+Z on tasks, which survives a reload because task changes are recorded on the server. There is no reaching back to something you did yesterday, or in another tab.
Making a new change clears the forward trail, the way it does in any editor: once you've done something new there is nothing left to put back.
One thing still can't be put back exactly, and then the message appears without an Undo on it rather than with one that would only half work: a change to a break whose days don't all say the same thing — different hours or different notes on different days. Putting that back is one change, and one change can't restore several different answers, so it would quietly flatten the break onto one of them. The same goes for a break that runs off the edge of what's on screen: rebuilding only the part you could see would look like success and wouldn't be, so no Undo is offered until you have the whole break in view.
It puts things back as they were when you made the change. If something else has altered the same entry since — you, in another tab — undoing will write over that too.
If putting a change back is refused — because the day it needs is occupied now, say — you'll be told why, nothing is lost, and the change stays undoable, so you can clear the way and press Ctrl+Z again.

Nothing here is destructive enough to need a confirmation dialog, which is why there isn't one. If a change looks wrong, undo it straight away.

When you're not sure yet¶

Tick Not certain yet in the editor. The entry is drawn with diagonal stripes, which tells everyone it's a rough plan rather than something they can rely on. Use it freely — a hedged answer is far more useful to the team than no answer.

Find one person, or one kind of day¶

With the whole team on one calendar, the filters do the work:

The people button (it reads All people until you narrow it) opens a checklist of the team. Tick just the people you care about.
The projects button (it reads All projects until you narrow it) opens a checklist of your projects. Tick one or more and the board keeps only the people who are on them — anyone on any of the projects you've ticked. Untick the last one and the filter switches off again.
Only me narrows the board to your own entries.
The legend on the right doubles as a filter — click In the office, Working from home, or Unavailable to hide that kind.

The filters stack: someone has to pass all of the ones you've set to stay on the board. So Chassis plus a tick against Sam shows you Sam, and only if Sam is on Chassis.

The projects list only ever shows the projects you're a member of. That's not the list being incomplete — TaskTree won't show you a project you're not on, or who's on it, so those can't be offered as filters either. If your list looks short, that's the number of projects you're on. And if someone sends you a board filtered by a project you're not on, you'll see a note saying so rather than an empty calendar with no explanation.

Filtering by project narrows the board; it never adds to it. Someone on one of your projects who hasn't been added to the Team Calendar still won't appear — being on the calendar is what puts you on it.

The view you've picked, the week or month you're looking at, and the filters all live in the page address, so you can copy the URL and send someone the exact view you're looking at.

When a day is too busy to show everyone¶

If more people are on a day than will fit, the day shows +N more. Click it for the full list for that day. In Month, clicking a day's number opens that day in Week view.

Every block carries its owner's first name, written down the block. That's what makes a busy day readable: a block gets narrower as a day fills up, but it doesn't get shorter, so the name has room on a full day even when eleven people are on it. The name is always the same size — it isn't stretched to fill the block, so a long day doesn't shout and a short one doesn't whisper.

Alongside it, the blocks say less as the day fills up. A block drops its hours to a second line, then splits them over two lines, then shows just the symbol, then nothing but the name and its colours. A name and an hour are only ever shown in full — a block that hasn't room for the whole thing leaves it out rather than cutting it short, so you'll never see half a name or half a time. On a block too short for the name — a half-hour appointment, say — you get the initials instead, as before.

At the narrowest, a block is its person's colour and its kind's border, with the name down it. Hovering any block still tells you everything about it — who, where, and both times — and so does a screen reader, whatever the block itself is showing.

Each day is separated by a line running from the day heading, through the all-day strip and down the hours, so a full Tuesday doesn't run into a full Wednesday. It's the same line in every part of the board, which makes it easy to follow a single day straight down the page.

Past a certain point the blocks stop getting narrower and start overlapping instead, stepping across the column like a staircase. On a normal-sized window a team of eleven fits side by side on every weekday without overlapping at all; it's the narrower weekend columns, or a small window, where the staircase appears. For whose and when on a very crowded day, narrow it with the people button or Only me, or click a day's number to open it on its own.

Times are office time¶

Hours are always given in the office's local time. If you fill in your availability from another timezone, enter the hours as they'll be at the office — that's how everyone else will read them.

If you look after who's on the board¶

One person administers the list. If that's you, a Manage members entry appears in the sidebar under Team Calendar.

To add someone, pick them from the list under Add someone and click Add. They'll see the board — and appear on it — the next time they open the app.
To remove someone, click Remove on their row. Nothing is deleted: their entries vanish from everyone's board straight away, and adding them back brings all of it straight back. That's why there's no "are you sure".
Your own row can't be removed — it reads Always on the board. If administering the board needs to move to somebody else, ask a maintainer; it's a setting rather than something the app hands over.

Anyone you haven't added can't see the board at all, so it's fine to leave one-off logins and short-term contractors off it.