The calendar and reminders
Use the team calendar for meetings, closures and order ETDs, control who sees each entry, and set reminders on orders and POs.
The Calendar brings together your own entries, your team's, factory closures, public holidays and every customer's order ETDs. Reminders on orders and POs make sure a follow-up doesn't get forgotten. Every admin can open the calendar.
#The calendar layout
- Header: Load NZ holidays and Add entry.
- Toolbar: ‹ › to change month, Today, the month name with counts, Month / List, and Showing: Everything, My calendar, Team or Customers.
- Legend: order ETDs coloured by stage (with counts for the month) and the entry categories.
- Month grid: entries as bands; order ETD chips (customer code and order name) that open the order; "+N more" when a day is full; and pills for due reminders. Drag across days to add an entry for that range.
- List: the month day by day, with Edit on entries and the status of each ETD.
- Side cards: Coming up (the next 14 days) and Closures & holidays, with a quick add and a list of the next 12 months.
#Adding an entry
- Press Add entry, or drag across days on the grid.
- Enter a Title (required).
- Pick a Category. Work categories: Meeting, Call, Deadline, Travel, Reminder. Closure categories: Public Holiday, Factory Closure, Chinese New Year, Other.
- Set the Start and End dates, and any Notes.
- Choose Who sees it (see below).
- Choose All day, or a start and end time. Add a Location if useful.
- Set Repeats if it recurs: every day, every weekday, every week, every 2 weeks, every month or every year.
- Invite team members if you like. They see the entry even when it is private, and get a bell.
- Add up to 5 My reminders. They are yours alone and ring your bell; tick email to get an email as well.
- Press Save.
#Who sees an entry
| Setting | Who can see it |
|---|---|
| Private | You and the people you invite. |
| Team | Every admin, who can also edit it. |
| Customers | Every admin and every customer, in their portal calendar. You're asked to confirm. |
Work categories start as Private and closures as Customers, until you choose.
Watch out
customers see a Customers entry's title, dates and notes. Keep the notes clean.
Customers see Customers entries, their own order ETDs, and appointments they add themselves. Private and Team entries never reach them.
#Editing
- On a repeating entry, choose Apply changes to: This one, This and later or All.
- Someone else's private entry is read-only. You can still set your own reminders and, if invited, reply Going, Maybe or Not going.
- Delete removes an entry. A Customers entry also disappears from customers' calendars.
#Holidays and closures
Load NZ holidays adds public holidays for the built-in years, on their observed dates. It asks first and skips any already there.
Closures a factory adds from its own portal show as "[factory] closed — [reason]", visible only to your team. You can't edit them, but you can click one and choose Show to customers (they see "Production closed — [reason]", never the factory's name) or Make internal again.
On orders and POs, a note appears when an ETD or required date falls in or near a closure. It is information only; dates never move.
#Reminders on orders and POs
- In the order or PO workspace, find the Reminders card and press + Add reminder.
- Enter a Description.
- Choose Who sees it: Only me, or Public (every admin is reminded).
- Choose When: On a date (a date and time, with quick picks from +1 day to +2 weeks), or Relative to a date (a number of days before or after the Required date or ETD).
Each order or PO can have up to 3 open reminders.
When a reminder is due you'll see a bell, a red Reminders pill in the top bar, a count on To Get Done, Reminders due on the dashboard and a pill on the calendar day. It stays until you press Done, Snooze (1 day, 3 days, next Monday 08:00, or a date) or Delete. Reminders pause while the record is cancelled.
#Common questions
I can't edit an entry. It is someone else's Private entry, or a closure a factory added.
A colleague can't see my meeting. It is Private. Invite them, or make it Team.
An order is missing from the calendar. It needs an ETD. Also check Showing is set to Everything.
I didn't get a reminder email. Tick email on the reminder. Outbound email also has to be enabled for your account; platform support can confirm.
The reminder pill won't go away. Marking the bell read doesn't clear it. Press Done, Snooze or Delete.
"Add reminder" is greyed out. The order or PO already has 3 open reminders.