> For the complete documentation index, see [llms.txt](https://help.prostruct360.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.prostruct360.com/scheduling/calendar-and-tasks.md).

# Calendar and tasks

See your team's tasks and your crews' scheduled work on one calendar, and create, assign and complete tasks.

The **Calendar** shows two kinds of things: **tasks** (your team's to-dos, like a site visit or a call back) and **scheduled work** (the job line items you've assigned to crews). You can switch between them, filter to the jobs or people you care about, and save the views you use often.

**Plans:** the calendar is on every plan. Creating and editing tasks, and the dashboard's task list, are on Complete and Unlimited. **Who:** everyone except clients.

{% embed url="<https://vimeo.com/1168643047>" %}
**Using the calendar.** Recorded in an earlier version of ProStruct360, so some screens may look different. The written steps below are up to date.
{% endembed %}

{% embed url="<https://vimeo.com/870450908>" %}
**Tasks.** Recorded in an earlier version of ProStruct360, so some screens may look different. The written steps below are up to date.
{% endembed %}

## 1. Choose the dates

Go to **Calendar** in the left menu. It opens on this month.

* **Date preset** jumps to **Last Month**, **This Month**, **Next Month**, **Last Quarter**, **This Quarter**, **Next Quarter**, **Last Year** or **This Year**.
* **From** and **To** set any range you like (the preset changes to **Custom**).
* When one month is showing, **Previous Month** and **Next Month** step through the months.
* **Calendar** switches between **Months** and **Weeks**. Weeks show times from 6am to 10pm. A longer range shows one card per month or week, one under the other.

![The calendar in Tasks view](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-c081df9c9fd03278e6fba1b6c709d0a963d0934a%2Fcalendar-and-tasks-01-calendar.png?alt=media)

The calendar remembers your dates, view and filters the next time you open it in the same browser.

## 2. Choose what to see

Use **View**:

* **Tasks** — your tasks, coloured by task type. Each shows who it's assigned to and the task. Completed tasks are struck through and faded.
* **By Job** — scheduled work grouped by job, with the job's project manager.
* **By Crew** — scheduled work grouped by crew, with the job and the line item (for example **Rosa Keller: Pike — Roofing \[Framing]**).

![By Crew view](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-ce5574658c3a7926c4fc815b819e4ef13c282bf8%2Fcalendar-and-tasks-02-by-crew.png?alt=media)

In **By Job** or **By Crew**, click a block to see the job, client, crew and dates, with links to the job.

Scheduled work appears here once you assign line items to a crew with **Schedule/Assign** — see [Work orders](/running-jobs/work-orders.md).

## 3. Filter

Click **Filters** to narrow the calendar by **Job statuses**, **Jobs**, **Clients**, **Addresses**, **Crews**, **Project managers** or **Estimators**. Click **Apply filters**; **Clear all** removes them. The button shows how many filters are on, for example **Filters (2)**.

![Calendar Filters](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-82bd876a877e9517ecf9704feb424c2c15931075%2Fcalendar-and-tasks-04-filters.png?alt=media)

* In **Tasks** view you see your own tasks. Owners and admins also get **Show tasks for**, to add other team members' tasks.
* If you filter by crews or project managers and some have no work in the dates shown, a yellow **No work** button appears. Click it to see who's free.

**Print** prints what's on screen, one month per page.

## 4. Save a view as a report

Set up the dates, view and filters you want, then click **Save Calendar Report**. Enter a **Report name** (and a description if you like) and click **Save as new**.

To use it later, pick it from **Load Saved Calendar Report...**. A report saved on a preset such as **This Month** always shows the current month; one saved with **Custom** dates keeps those dates.

Saved reports are shared with your company. The person who saved a report can **Update** or **Delete** it from **Save Calendar Report**.

## 5. Create a task

1. Switch **View** to **Tasks**.
2. Drag across the days (in **Months**) or the times (in **Weeks**) the task covers. You can also click **Add task**.
3. In **Add task**, fill in:
   * **Task** — what needs doing. Required.
   * **Job** — optional; search to attach the task to a job.
   * **Additional notes**
   * **Task type** — sets the task's colour.
   * **Assign to** — who's doing it. Required.
   * **All day**, or a **Start** and **End** time. Dragging fills these in.
4. Click **Create**.

![Add task, after dragging across two hours](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-769df3964f602f6eca4b4c998937885821716d3b%2Fcalendar-and-tasks-05-add-task.png?alt=media)

The task appears on the calendar and on the assignee's dashboard.

## 6. Set up task types

Task types group tasks and give them their colour. Owners and admins set them up: go to your profile menu (top right) → **My Company** → **Task Types**. Click **Add New Task Type**, enter a **Task Type Name**, choose a **Color**, and click **Create And Close**. Click **Edit** to change or delete one.

![My Company → Task Types](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-4bcd9c346df12121b5c0dbeea9df1edf1077c994%2Fcalendar-and-tasks-07-task-types.png?alt=media)

{% hint style="info" %}
Try a red "Reactive" task type for time spent on surprises — callbacks, emergencies, fixing mistakes. Over a few months it shows where your week goes.
{% endhint %}

## 7. Complete a task

Click the task on the calendar. In **Edit task**, click **Mark complete**. To undo it, open the task again and click **Mark incomplete**. **Delete** removes the task for good.

## Tasks on your dashboard

Your **Dashboard** has a **Tasks** panel with the tasks assigned to you: **Tasks Due Today** (which also holds overdue tasks and tasks with no date), **Tasks Due Tomorrow**, **All Tasks** and **Completed Tasks**.

![The Tasks panel on the dashboard](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-e18594a13fdbcaa21c740556a5e5ea79eae645a4%2Fcalendar-and-tasks-08-dashboard.png?alt=media)

* Tick tasks and click **Mark Selected Tasks Complete** to finish several at once.
* Drag the handle beside a task to put your list in order.
* **Edit** opens the task; **Add New Task** creates one.

## Common questions

**I don't see Add task.** Creating and editing tasks is on the Complete and Unlimited plans.

**Dragging on the calendar doesn't do anything.** Switch **View** to **Tasks**. In **By Job** and **By Crew** the calendar shows scheduled work, which you change from the job's **Job Items** with **Schedule/Assign**.

**A teammate's task isn't on my calendar.** In **Tasks** view you see your own tasks. Owners and admins can add others with **Filters** → **Show tasks for**.

**My calendar opens on an odd date range.** It remembers your last view. Choose **This Month** in **Date preset**.

## Related

* [Work orders](/running-jobs/work-orders.md) — schedule crews on line items.
* [Job timeline](/running-jobs/job-timeline.md)
* [Navigating ProStruct360](/getting-started/navigating-prostruct360.md)