--- title: "Calendar" slug: workspace/calendar url: https://projectri.com/docs/workspace/calendar section: workspace audience: workspace app_route: "/[slug]/[user]/calendar" permissions: [calendar.view, calendar.manage] mobile: "/calendar" updated: 2026-09-08 source: Projectri documentation --- # Calendar Day, week and month views of your meetings, with task deadlines and the busy time from any calendar you have connected drawn alongside them. ![Calendar](https://projectri.com/docs-shots/workspace-calendar.png) ## What it is The calendar shows three things at once: the meetings scheduled in Projectri, the task deadlines that fall on each day, and the time already taken on an external calendar you have connected. It is where meetings are created, moved and joined, and where a meeting's notetaker is started. ## How to get there Calendar is in the main navigation. Reading it needs `calendar.view`; creating, editing, moving and deleting a meeting needs `calendar.manage`. The controls are drawn for everybody and the server is what refuses, so a member without `calendar.manage` will see the create dialog fail rather than not see the button. Task deadlines need `task.view`. There is no plan gate on the calendar itself. ## How to use it ### Move around 1. Switch with the **Day**, **Week** and **Month** tabs. Your choice is remembered; the default is **Week**. 2. **Today** returns to now; the arrows step by one day, one week or one month depending on the view. 3. Day view has a second pair of buttons: **Timeline** (an hour grid you can drag on) and **Agenda** (a grouped list with full meeting detail, under **Morning**, **Afternoon** and **Evening**). ### Schedule a meeting 1. Press **New meeting**, or click an empty slot in the day or week grid — the dialog opens on the time you clicked. 2. Fill in **Title**, then pick a **Type** — **Video**, **Call**, **Room**, **Standup** or **Workshop**. 3. Set **Date**, **Start** and **Duration**. Durations are fixed choices from 15 minutes to 4 hours. 4. Pick a **Project**, or leave it on **No project**. 5. For an in-person meeting you get a **Location** field. For anything else you get **Meeting link**, with **Nia Meet** to have a room created for you or **Paste a link** for one you already have. 6. Add **Attendees** — search the workspace roster and click to add; the count appears in the field label. 7. Add a **Description**, tick **Repeats regularly** if it does, and press **Schedule meeting**. If you choose Nia Meet and have no Nia Meet account yet, the dialog says so and one is created when you save; Nia Meet emails you a link to set a password. The room works before you claim it. ### Move, shorten and cancel 1. Drag a meeting block to move it. It snaps to 15 minutes, and in **Week** view you can drag it onto another day. A preview pill shows the new times. 2. Drag the grip at the bottom edge to change the duration. The start stays put. The grip only appears when the block is tall enough to hold it. 3. Open a meeting and press the trash button to delete it. There is no dialog — the button turns into a red **Confirm** you have to press a second time. 4. The **Cancel** button is different: it marks the meeting cancelled rather than removing it. A cancelled meeting stays on the grid, struck through and faded, with a **Cancelled** pill. ### Control which deadlines you see The **Deadlines** group in the toolbar has three settings: **Mine** (only tasks assigned to you, the default), **All** (everyone's) and **Off** (meetings only). Deadlines are drawn in the all-day band labelled **Due**, never in an hour row — a task has a date, not a time, and putting it at 9am would invent one. ### Record a meeting Open the meeting and use the **Meeting notes** panel inside it. See [Meeting notes](/docs/workspace/meeting-notes) for what recording does and what the room is told. ## What it affects - **Meetings are workspace rows, not calendar entries.** Editing a meeting replaces its whole attendee list, so anyone left out of a save loses their invitation. - **Attendees are notified**, and a meeting with a Nia Meet room invites them into it. If Nia Meet has no account for somebody, the save still succeeds and tells you who was not invited — send them the join link yourself, and anyone holding it can walk in. - **Task deadlines are read, not written.** Dragging a meeting never moves a task; the deadline layer is display only. - **Connected calendars.** Busy blocks come from calendars you connected yourself, and the sidebar's **Also showing** list names each one. The connection is your own grant to your own calendar — it is not governed by a workspace permission, and nobody else can see or change it. What flows the other way, if you turned it on, is your meetings, task deadlines and milestone dates. - **The notetaker.** Starting a recording from a meeting creates a meeting-notes session against that occurrence, and counts against the workspace's recorded meetings allowance. ## On mobile The phone app has a calendar screen, and it is an agenda rather than a grid: a month strip for orientation and a scrolling list for reading. It carries the same three layers — meetings, deadlines with the same **Mine / All / Off** switch, and external busy time — and the same notetaker panel. There is no drag-to-reschedule. Connecting an external calendar has its own screen on the phone; on the web that lives in settings rather than here. ## Limits and gotchas - **Recurrence is a flag, not a rule.** **Repeats regularly** stores a boolean and draws a repeat icon. There is no frequency, interval or end date, and no "this event or all events" choice — a drag or a delete affects the one row. - **Reminders are not set here.** Nothing on this screen schedules a reminder. - The meetings query returns at most **200** meetings for the window it loads, with no warning when it truncates. Task deadlines cap at 300 and external busy blocks at 500. - A month cell shows three items and then `+N more`; the all-day band shows three per day. - The first column of the week follows *your personal* start-of-week setting. It is display only — it does not change which days the workspace treats as working days, and capacity and utilisation are unaffected. Weekend shading is Saturday and Sunday regardless, so a Friday–Saturday working week is not reflected here. - Times are drawn in your browser's local timezone, in 12-hour form, whatever your language is set to. - An external calendar that failed to load fails silently. Only the meetings query shows an error panel, with a **Retry** button. - Where an external event's title was not imported, the block reads **Busy**. That is what the other calendar sent, not something hidden from you here. - There is no ICS import, export or subscription feed anywhere in the product. - Holidays and leave are not shown on this screen, despite the `calendar.manage` permission's description mentioning them. ## Related - [Meeting notes](/docs/workspace/meeting-notes) — recording a meeting and reviewing what it proposed. - [My tasks](/docs/workspace/my-tasks) — where the deadlines drawn here come from. - [Reminders](/docs/workspace/reminders) — the thing that does nudge you. - [Integrations](/docs/features/integrations) — connecting Google, Outlook or Nia Calendar. ## Related - [Meeting notes](https://projectri.com/docs/workspace/meeting-notes.md): The transcript, summary and proposed decisions, actions and risks from one recorded meeting, and the review queue where you decide which of them become real rows. - [My Tasks](https://projectri.com/docs/workspace/my-tasks.md): Every task assigned to you — or the whole workspace — as a Kanban board, a table or a timeline, with counts, a due-date strip, saved views and board setup. - [Reminders](https://projectri.com/docs/workspace/reminders.md): Nudges you asked for — yours and the ones you set for colleagues — before they fire, with snooze, cancel and repeat. - [Integrations](https://projectri.com/docs/features/integrations.md): The tools Projectri can connect to, what each connection actually does, how credentials are stored, and what a readiness badge means.