Monday, 8:40am. Ola Nowak opens the team task calendar. "Offer for client Nord" is already overdue. "Homepage mock-ups" is set for Thursday, when Marek is on leave, and several tasks have no date at all. Instead of piecing the week together from messages and separate lists, Ola sees due dates and absences in one place and can reschedule the tasks she has permission to edit.
What do you see in the calendar before you start moving tasks?
The calendar shows items with a due date: tasks, your events, reminders from the AI Assistant, scheduled AI messages and team members' absences. This lets you check not only free space in the grid before changing a task's date, but also who will be away at that time.
Overdue tasks are red, those due today are blue, and those due in the coming days are green. An exclamation mark ! indicates high priority, and a strikethrough means the task is completed. Scheduled AI messages are shown in graphite, and leave and sick days appear in the bar above the grid. A red line marks the current time; today's column and the weekend are highlighted.
If Ola entered "Homepage mock-ups" with a date but no time, the calendar will show the task at 5:00pm with an asterisk next to the time. A task with a due date but no time is "due today" for the whole day - it only turns red the following day.
If you want to check out the feature itself before planning your week, see Calendar in Task Manager.
How do I set the team task calendar to show a full week?
Choose the 7-day range using the button in the top right corner of the calendar, or press the 7 key. You'll get a full week from Monday to Sunday; the arrows then move the view by one week at a time.
By default, the calendar shows 3 days. In shorter views, the range starts from the chosen day, also includes weekends, and the arrows move it by one day. So five days doesn't always mean Monday to Friday. The chosen range, like opening the List panel, is remembered the next time you log in.
| View | When it's useful |
|---|---|
| 1 day | When you're checking the details of a day; on a phone, this is the default view. |
| 2 days | When you're comparing today with tomorrow. |
| 3 days | When you want to see the next few days; this is the default setting. |
| 5 days | When you need a wider span from the chosen day. |
| 7 days | When you're planning the whole week, including the weekend. |
| List | When you prefer an agenda grouped by day for the whole week. |
The List view is an agenda, not the List panel on the right of the grid. Open it with the L key; it shows items one below another, from Monday to Sunday. T returns to today, and clicking the month name opens a small calendar to jump to a chosen day - not a monthly task view.
How do I change a task's due date by dragging it?
Grab the task on the grid and drop it on the new day and at the new time. Task Manager will save the date and time of the spot you chose, provided you have permission to edit that task.
Ola moves "Homepage mock-ups" from Thursday to Tuesday at 11:45am, because Marek is on leave on Thursday. While moving it, she sees a tooltip with the start time, and the grid snaps the item to quarter-hour intervals. When the dragged task reaches the top or bottom edge of the grid, the grid scrolls; at the side edge, the calendar may move to the following days, including ones not yet visible. If she changes her mind before dropping the item, she presses Esc and nothing is saved.
You handle events in a similar way, but don't confuse them with tasks. Moving an event with a time range keeps its length, even after moving it to a different day. Grabbing the bottom edge of an event changes its length in 15-minute steps; the shortest it can be is 30 minutes. You don't use this gesture to extend a task. If an event was linked to a task's due date, after manually moving it, it will stop following that due date - the application will let you know.
On a phone, a short tap opens a task, and a long press lets you grab and drag it. On a phone, the calendar itself shows one day; you swipe across the grid to move between days.
How do I set a due date for a task that isn't in the calendar yet?
Open the List panel on the right and drag a task without a due date onto the grid. Dropping it will give it the date and time of the chosen spot; you can reschedule a task that already has a due date in the same way.
The panel shows favourites, tasks and chats. Clicking a task that already has a due date scrolls the grid to that date - no need to search for it manually.
Ola can view "New website" in the grid without losing track of the other tasks in the panel. The workspace filter narrows the grid and List view down to a single workspace; personal events without a workspace remain visible. The List panel has its own Options: Find, Show only and Sorting. Its filters don't change the main task list or the Board, and the calendar's workspace filter doesn't narrow the panel.
How do you add a meeting or task without leaving the calendar?
Click an empty spot in the grid to open the quick-create window with the time already chosen. Pick Event or Task; the second option appears if you have permission to add tasks, and it opens the regular "Add task" window with the due date filled in.
The bar under your cursor shows in advance which time range you're about to pick, for example 11:45-12:15. It jumps in 15-minute steps, and a new event lasts half an hour by default. You can adjust the time and length in the window.
On Tuesday at 9:00, Ola creates "Team status" and selects three participants. If she picks a workspace, the list of participants is limited to its members; without a workspace selected, she can invite anyone she shares any workspace with. Each participant gets their own event with an in-app notification. The "Also send notification by email" option is off by default, so Ola ticks it deliberately if she wants an email sent as well.
Changing the date of your event moves it for all participants at once. If you open an event set by someone else, you'll see who set it, but you only edit your own copy.
Will a team member's absence stop a wrongly set due date?
An absence doesn't block a task's due date. The bar above the grid tells you about leave or sickness, so you can factor it in before you drag a task onto that day.
On Wednesday, Ola sees an absence entry next to Marek's name. Clicking it shows the type, the date range, and the message, if Marek added one. The bar shows three people per day; with more, you expand it via "+n" or the arrow. In List view, absences appear under the day's heading.
Absence status switches on and off within the set date range. When you assign a task to someone who's absent, the AI Assistant warns you, but the calendar entry itself neither reserves nor closes off the slot. We cover this in more detail in the article on absences visible alongside your team's work.
How does the team know who moved a due date?
A change of due date is recorded in the task's thread as a system message with the previous value. The conversation shows who made the change and when, so after Monday's correction, Ola doesn't have to recall the changes from memory.
The system message is centred and carries a timestamp. The thread records changes to status, priority and name in the same way, as well as adding or removing people. Simply editing the description doesn't create such an entry - instead, "(edited)" appears next to the name. You'll see the open task's current due date under its title, along with the date and how much time is left.
If you use an AI Assistant reminder pinned to a task's due date, for example "a day before the deadline", the reminder shifts along with the due date. The Notification Centre also reminds you an hour before a task's due date, 15 minutes before an event, and at the moment it starts. More ways to stay on top of deadlines are covered in the guide to tracking task deadlines in a team.
What should you do if you drop a task on the wrong day?
Press Ctrl+Z or click the undo icon in the calendar header. This undoes the last change made in the calendar, including moving a task's due date.
Hovering over the icon shows you what will be undone. Using it again reaches further back, up to 20 steps, and only within the current app session. Undo also covers, among other things, moving or editing an event, deleting it, and cancelling a scheduled AI send. There is a limit: you can't restore a deleted event if its date has already passed. If you spot the mistake before you drop the item, use Esc - the gesture ends without saving.
How do you plan the week during a Monday review?
Start with the 7-day view and the absence bar, and only then rearrange tasks. This order lets you see which due dates clash with people's availability before you sort out items that have no dates yet.
- Press
7and look at the week from Monday to Sunday. - Check the absences above the grid and the red overdue tasks. Among the latter, decide which ones need a new date and which need a status change.
- Drag the tasks you're allowed to edit onto realistic days and times. After changing a due date, open the thread and see the previous value recorded there.
- Move tasks without due dates from the List panel onto the grid. If needed, narrow the grid down to a single workspace.
- Click a free spot to add an event or - with the right permissions - a new task.
- Press
3if, after reviewing the whole week, you want to return to the nearest days.
You don't have to sort everything out at once. Tomorrow, open the 7-day view, pick one red task, move it to a date you can actually meet, and check the entry in its thread. You can see the layout and the gesture in the Demo.
Frequently asked questions
Does the team task calendar have a month view?
No, the team task calendar doesn't have a month view; the longest grid view covers a week, as does the List view. Clicking the month name opens a small calendar used to jump to a chosen day.
Can I drag any task to a different day?
No, you can only drag a task you have permission to edit. Dropping it on the grid changes the due date and time, and the thread records the previous value.
How do I undo a change to a task's due date in the calendar?
Press Ctrl+Z or use the undo icon in the calendar header. Undo reaches back up to 20 changes within the current app session; while dragging, Esc cancels the gesture without saving.
Will I see a colleague's leave before scheduling a task for them?
Yes, team members' absences appear in the bar above the grid, and in List view beneath the day heading. The entry informs you of the absence but doesn't block the due date.
Will event participants get an email notification?
Yes, if you tick the "Also send notification by email" option; it's off by default. In-app and browser notifications always work, while sending emails in the background when the application is closed requires a CRON job on the server. CRON is a scheduler that runs background tasks at set times.
Sources
The Task Manager Team - we write about teamwork, AI in business and keeping tasks organised, using examples from Task Manager, software installed on your own server. Task Manager has been developed by Blue Creation Group (Piotr Łącz) since 2013 and is used by organisations including Neonet, the Military University of Technology and Polpharma - read customer reviews. We check our articles against the user guide and the latest version of the software.
