Managing Calendars

This page explains how to work with the Calendar Management view, including creating and editing a calendar, creating a calendar time interval, creating a shift interval, exporting and importing calendar intervals, and assigning a calendar to a resource.


Introduction to Calendars

Resource calendars reflect the hours (regular workday and overtime) that a resource is available to work. A calendar is composed of intervals of different time interval availability that define the way scheduling refers to the time (Work, Non-Work, Optional, Supervision). For example, a resource’s calendar could be defined as Work for five days a week, Monday to Friday, from 7:00 AM until 12:00 AM, and from 2:00 PM until 6:00 PM.

Depending on your business needs, you can use a single calendar for resources in your entire organization, or independent calendars for individual resources. Similarly, you might create separate task calendars for different customers, indicating when each customer's office is open for business.

To save work and help maintain calendars, you can derive one calendar from another (base calendar). A derived calendar inherits and optionally overrides the features of its base calendar. You might create a single base calendar for your organization. You can then create derived calendars that specify the vacation time of individual resources (Resource calendars), unusual office hours of particular customers (Organizational calendars), etc. Using a CSV file, you can export the intervals of a calendar from your tenant. You can also import a CSV file with intervals from another tenant to your tenant. 

Optionally, you can use resource calendars for shift scheduling. A shift is a time interval when a resource can be assigned only to a specified group of tasks. For example, you might subdivide a resource's working time into a morning shift when the resource performs installation tasks and an afternoon shift when the resource performs maintenance tasks.

You can use calendars in rules and objectives. For example, a calendar rule might require that a resource can be scheduled only during normal working hours. Another calendar rule might specify that a task can be performed only during the customer's office hours. A shift rule might ensure that resources are assigned only to certain types of tasks during specified time intervals.

Calendar Intervals Types

A Resource or Organizational calendar can contain calendar intervals of the following types:

  • Single intervals
    A sequence of time intervals that occur once. For example,  a calendar might specify that a resource does not work during the interval January 1 2021 00:00 to January 2 2021 00:00.
  • Weekly intervals
    A sequence of time intervals that recur every week (indicated in the calendar by the weekly icon ). For example, a calendar might use the interval Monday 08:00-17:00 to specify that a resource works every week during this interval.
  • Time-phased weekly intervals
    A sequence of time intervals that recur every week and that are valid between specified dates. For example,  a calendar might use the interval Sunday 08:00-17:00, from January 1, 2021, to June 30, 2021, to specify that a resource works every Sunday during the first half of the year.

Most organizations use both single and weekly intervals. Single intervals represent holidays or special events, and weekly intervals represent the normal workweek. 

A resource can have more than one relevant calendar defined for a specific time period interval. In this case, the order of priorities is (from highest to lowest priority):   

  1. Resource calendar single interval
  2. Organization calendar  single interval
  3. Resource calendar weekly interval
  4. Organizational calendar weekly interval

Time-phased weekly intervals are optional. They are recommended to represent situations that recur weekly over a specified period, instead of defining yearly intervals for each of the instances.

Interval Availability Types

The availability type defines the way scheduling refers to the time interval. The Gantt indication refers to how an interval of this availability is displayed on the Gantt (see Monitoring Tasks and Resources in the Gantt).

Availability TypeGantt IndicationDescription
Work

The resource or task is active. 
Non-Work

The resource or task is inactive.
Optional

Non-regular active time, such as overtime hours (indicated on the calendar by diagonal lines).
Supervision

The resource is working as a supervisor (supervising and assisting other resources) and not available for tasks scheduling. 

Calendar Management View

The Calendar Management view enables performing various actions related to the calendar.

» To display the Calendar Management view:

  • In the Service Edge UI, click Calendar Management

This view includes two tabs:

Note

For the generic actions available in these tabs, see Working with Views.

  • The Calendars tab displays a list of calendars defined in the system. In this tab, you can select a calendar to display and create new calendars.

  • The Resources tab displays a list of resources and the calendars assigned to them. 

Creating a New Calendar

When you create a new calendar, you can base the calendar on an existing calendar. In this case, changes in the Base Calendar are reflected in all calendars based on it.

Note

When you create a new calendar, the calendar's first day is always Sunday.

» To create a new calendar:

  1. In the Calendars tab, click + New icon. An empty Calendar form is displayed.
  2. In the Name text box, enter a name for the new calendar.
  3. From the Base Calendar drop-down list, you can select one of the defined calendars as a base calendar for the new calendar.
  4. Click Save. The new calendar's view is displayed.
    You can now define time intervals. See Creating Calendar Time Intervals.

Selecting a Calendar

In the Calendars tab, you can select to display the view for a specific calendar. In the view, you can add or edit intervals to the selected calendar.

There are two options for selecting the calendar:

Note

If you select a resource that does not have an assigned calendar, an error message is displayed.

» To select a calendar:

  • In the Calendars tab, select a calendar from the list. 
    Note: You can use the filtering option to search for a specific calendar (see Managing Filters). 

» To select the calendar assigned to a resource:

  1. Click the Resources tab to display the list of resources. 
  2. Select the resource from the list. 
    Note: You can use the filtering option to search for a specific resource (see Managing Filters).
    The view of the calendar assigned to the resource you selected is displayed.

When you select a calendar, the selected calendar is displayed with the calendar intervals and shifts defined on the selected day/week.

The top of the Calendar view displays the toolbar buttons.

#Description
Selected calendar and link to the Calendars/Resources tab from which you accessed the calendar
Edit the calendar's name or change its base calendar
Change the calendar's view type: daily/weekly
Change the calendar's start date

Export intervals as a CSV file

Import intervals from a CSV file

Creating Calendar Time Intervals

You can add time intervals to a calendar. You can create single or weekly intervals.

» To create a calendar time interval:

  1. Select the calendar to which you want to add a time interval.
  2. In the view of the calendar, click  to select the display resolution: Daily, Weekly.
  3. Click to select the dates to display.
     
  4. Click inside the calendar to display the Calendar Interval Editor.
     
  5. From the Availability Type list, select one of the following options:
    • Work
      The resource/task is available for scheduling.
    • Non-Work
      The resource/task is not available for scheduling.
    • Optional
      The resource/task is available for non-regular active time, such as overtime.
    • Supervision
      The resource is not available for scheduling and working as a supervisor.
  6. Click to select the Interval Type:

    • Single

      1. In Start Date, set the start date and time of the time interval.
      2. In End Date, set the end date and time of the time interval.
    • Recurring
      Define a recurring occurrence of the interval.  
      Note: If you define the interval as Recurring, you also have the option of selecting the Periodic option and defining it as a time-phased interval. This means the interval will be restricted to the time range defined by the selected Start Date and Finish Date.

      1. From the Week Day drop-down list, select the start day of the interval. 

      2. In Start Time, select the start time of the time interval. 

      3. In Finish Time, select the end time of the time interval.

  7. Click OK to add the time interval to the calendar.

Creating Shift Intervals

You can add shift intervals to a calendar. A shift interval defines the shift start and finish time. You can create single or weekly shift intervals.

Note

 Shifts are not supported for time-phased intervals, only for weekly recurring intervals.

When you create a new shift interval, you can also create a calendar interval to complement it.

Note

Authorized users can change the colors of the different task groups for the display of the shifts in the calendar and in the Gantt view.

» To create a shift interval:

  1. Display the view for the calendar to which you want to add the shift time interval.
  2. Select the time resolution: Daily, Weekly to display the calendar in this mode.
  3. Click inside the view to display the Calendar Interval Editor.
  4. Select Limit work to (Shifts).
  5. From the drop-down list, select the type of work for the shift interval.
  6. To add a Calendar time interval as well as the shift interval, select Complement. 
  7. Click to select the Interval Type: Single/Recurring.
  8. Do one of the following:
    • For a Single shift interval:
      1. In Start Date, set the start date and time of the time interval.
      2. In End Date, set the end date and time of the time interval.
    • For a Recurring shift interval:
      1. From the Week Day drop-down list, select the start day of the interval.
      2. In Start Time, select the start time of the time interval.
      3. In Finish Time, select the end time of the time interval.
  9. Click OK to add the shift interval to the calendar.

Editing a Calendar

Depending on the configuration for your organization, you can change the name of the calendar, select a different calendar on which to base the calendar (provided that the new base calendar is in the same time zone)  and add or edit time intervals/shifts.

» To edit a calendar's name/base calendar:

  1. Display the view for the calendar you want to edit and click the edit icon to display the form for the Calendar. 
    NoteBy default, the calendar is displayed for a week. To display the calendar for the day, change the resolution to Daily.

  2. You can do any of the following: 

    • Change the calendar's name: In the Name text box, enter a new name for the calendar.
    • Change the calendar's base calendar: In the Key Of Base, select a new calendar as the base calendar.
  3. Click Save.

» To add a time interval/shift to the Calendar:

  1. Click an empty slot in the Calendar view. The Calendar Interval Editor is displayed. 

  2. Configure the properties of the time interval/shift interval.

  3. Click OK.

» To edit a time interval/shift:

  1. Right-click the interval and select Edit Interval. The Calendar Interval Editor is displayed. 
  2. Edit the properties of the time interval/shift interval.
  3. Click OK.

Note

You cannot change a time interval into a shift interval or vice versa. You need to delete the time/shift interval and create a new interval.

» To remove a time interval/shift:

  1. Right-click the interval and select Delete Interval.  
  2. Click OK. After you confirm the deletion, the interval/shift is deleted. 

Note

If you delete a shift interval that was created with a time interval, the deletion does not remove the time interval.

Exporting and Importing Calendar Intervals

Note

Exporting is not supported when browsing with Safari. 

You can export and import calendar intervals from one tenant to another. When you import intervals into a calendar, the new intervals are added, and the existing intervals are not deleted.

The intervals of the calendar are exported and imported as CSV files. Each CSV file has a row for each interval in the calendar. It includes the following data columns:

  • Calendar Key
    The key of the imported Calendar object.
  • Calendar Name
    The name of the imported Calendar object.
  • Interval Type
    The type of interval.
  • Shift
    The availability type of an interval or the key of the shift interval.
  • Start Time
    The start time of the imported interval.
  • Finish Time
    The finish time of the imported interval.

Exporting Calendar Intervals

Before exporting the calendar intervals, it is recommended that you save the calendar in order to make sure that all recent changes are exported.

» To export the  calendar intervals as a CSV file:

  1. Display the view for the calendar you want to export.
  2. Click the Export to CSV icon .
    The CSV file is created. This CSV file can be imported into another tenant.

Importing Calendar Intervals

You can add the intervals exported from a calendar into an existing calendar. You can also copy an entire calendar by importing the intervals from the calendar into a new calendar.

Note

It is not recommended to edit the CSV file before importing it. 

» To import calendar intervals:

  1. Display the view for the calendar to which you want to add the intervals (or click New to create a new calendar, and select the new calendar).
  2. Click the Import from CSV icon
  3. Browse to the CSV file of the calendar you want to import and click Open.
    The new intervals are added to the calendar.
  4. Click OK to save the imported intervals into the calendar.

Assigning a Calendar to a Resource

In the Resource form, you can assign a calendar to a resource to which no calendar has been assigned, or you can change the existing calendar assignment. 

Note

You can also assign a calendar to a task. See Task Form

» To assign a calendar to a resource:

  1. Access the Resource form (you can hover over a resource in the Resource List in the Schedule view and click the icon that appears).
  2. From the Calendar drop-down list, select the calendar you want to assign to the resource.
    The selected calendar is assigned to the resource.

Related Topics

General Settings for the Service Edge UI

Managing Filters

Task Form






For comments related to product functionality, please post your question in the ClickAccess Community.