The Production Calendar helps you plan and schedule your production timeline. It provides a Gantt-style timeline view and a traditional calendar view for managing events, organizing them into rows and groups, and assigning team members, contacts, and tasks.
To open the Production Calendar, navigate to a project and select the Calendar tab. The calendar has two views:
Gantt View — A horizontal timeline with a sidebar listing your events, rows, and groups. Best for scheduling and visualizing date ranges.
Calendar View — A traditional month grid showing events and tasks on their scheduled dates. Best for a quick overview.
Use the toggle at the top of the page to switch between views.
Events are the core items on your calendar. Each event has a name, start date, end date, status, and optional color and description.
There are two ways to create an event in the Gantt view:
Drag to create — Click and drag on the timeline to select a date range. An event will be created spanning those dates. If you drag over a row, the event is automatically added to that row.
Add button — Click the Add Event button in the sidebar next to a row or at the top level. Fill in the event details in the dialog.
When creating an event, you must provide:
Name — The event title.
Start Date and End Date — The date range for the event. The end date must be on or after the start date.
You can optionally set a Color and Description. If the event is created inside a row, it inherits the row's color by default.
Click on an event in the sidebar or on the timeline to open the event detail panel. From here you can:
Edit — Click the edit button to change the event name, description, dates, or color.
Delete — Click the delete button and confirm to permanently remove the event.
To reschedule an event, drag it horizontally on the timeline. The event's start and end dates will update to match the new position while keeping the same duration.
Rows let you organize related events into a single line on the timeline. For example, you might create a row for each shooting location, department, or crew member.
Create a row — Click the Add Row button in the sidebar. Provide a name and optionally a color.
Edit a row — Click the edit button next to the row name to change its name or color.
Delete a row — Click the delete button next to the row. Events in the row will become unassigned rather than deleted.
Changing a row's color will update all events in that row to match.
Groups let you organize rows and events into collapsible sections. For example, you might group rows by production phase or department.
Create a group — Click the Add Group button in the sidebar. Provide a name and optionally a color.
Edit a group — Click the edit button next to the group name.
Delete a group — Click the delete button next to the group. Rows in the group will become ungrouped rather than deleted.
Collapse and expand — Click the arrow next to a group name to collapse or expand it. Use the Expand All and Collapse All buttons at the top to toggle all groups at once.
You can reorder events, rows, and groups in two ways:
Drag and drop — Drag items in the sidebar or timeline view to rearrange them. You can move rows between groups, move events between rows, or change the order of groups.
Sort by Date — Click the sort button in the toolbar to automatically reorder all items by their start date. A confirmation dialog will appear since this action cannot be undone. Groups are sorted by their earliest event, rows within groups are sorted by their earliest event, and events within rows are sorted by start date.
You can assign team members to individual events. Open an event by clicking on it, then scroll to the Assigned Team section.
Click the add button next to Assigned Team.
Select a team member from the dropdown. The list shows all users on the project.
Click Assign.
To remove a team member, click the remove button next to their name in the event detail panel.
You can assign external contacts to events. Open an event and scroll to the Assigned Contacts section.
Click the add button and select Assign Existing Contact.
Search for and select a contact from the dropdown. The list shows contacts associated with the project. Account administrators can see all contacts.
Click Assign.
Assigning a contact to an event automatically associates that contact with the project if they are not already.
Click the add button and select Create New Contact.
Fill in the contact details. First name and last name are required. Email, phone, role, and company are optional.
Click Save. The new contact is created, associated with the project, and assigned to the event.
If a contact with the same name and email already exists, the existing contact will be assigned instead of creating a duplicate.
To remove a contact, click the remove button next to their name in the event detail panel.
You can link project tasks to calendar events. This helps you track what work needs to be completed for each event. Open an event and scroll to the Tasks section.
Click the add button and select Attach Existing Task.
Search for and select a task from the dropdown. The list shows non-completed tasks from the project that are not already attached to this event.
Click Attach.
Click the add button and select Create New Task.
Fill in the task details including name, description, status, assignee, and due date.
Click Save. The task is created and automatically attached to the event.
Attached tasks are displayed with their name, due date, assignee, and a color-coded status badge. To detach a task from an event, click the remove button next to the task. This removes the link but does not delete the task itself.
The Gantt timeline provides several ways to navigate and adjust your view:
Scroll — Scroll horizontally to move through time. The timeline extends automatically as you reach the edges.
Spacebar + drag — Hold the spacebar and drag to pan the canvas in any direction. The cursor changes to a hand icon while the spacebar is held.
Zoom — Use the zoom controls in the toolbar to zoom in or out (50% to 200%). You can also hold Ctrl (or Cmd on Mac) and scroll to zoom with the mouse wheel.
Range — Switch between Days, Months, and Quarters to change the timeline scale.
Show Labels — Toggle the labels button in the toolbar to show or hide event names on timeline bars.
Click the Filter button in the toolbar to open the filter panel. When filters are active, the button turns blue and a Clear Filters option appears.
Text Search — Search by event name, description, row name, or group name.
Team Members — Filter events by assigned team members.
Contacts — Filter events by assigned contacts.
Date Range — Choose from presets including Today, This Week, This Month, This Quarter, Next 7/30/90 Days, or Past Events.
Tasks — Show all events, only events with tasks, or only events without tasks.
The Calendar View displays a traditional month grid. Use the month and year selectors at the top to navigate, or click the arrows to move between months.
You can independently toggle the visibility of events and tasks using the Show Events and Show Tasks buttons. Click on an event or task to open its detail panel.
Tasks appear on their due date with a color-coded indicator: blue for not started, orange for active, green for completed, and red for overdue.
The Multi-Project Calendar shows events from all your active projects in a single view. To access it, navigate to the Calendar section from the main projects page rather than from within a specific project.
Events are grouped by project, with each project displayed as a collapsible section. You can filter by specific projects using the Projects filter in the filter panel. Click Open project calendar on any project section to navigate to that project's full calendar.
What you can do in the calendar depends on your project role:
Owner, Admin — View multi-project calendar, plus all Manager/Editor functionality.
Manager, Editor — Full access to create, edit, delete, and reorder events, rows, and groups. Can assign team members and contacts, attach tasks, and use the sort by date feature.
Commenter, Reader — No access.
