Calendars

Regular and External Users on all Business and Enterprise accounts can use Calendars. 

⏱ 4 min read

• Overview
• Important Information
• Navigate Calendars
• Classic vs. Smart Calendars
• Create a Calendar
• Layering Calendars 
• Edit and Delete Calendars
• Change Calendar Color
• More Resources

Overview

Calendars help you keep track of what needs to be worked on and when, stay in sync with your team, and visualize your project’s schedule. There are 2 types of Calendars:

• Smart Calendars Set up and done. Automatically display tasks or Projects: 1) from a specific Folder/Project and 2) for task-based Calendars which meet the specified criteria (if you’ve applied filters).
• Classic Calendars Flexible and manually curated by you. Display tasks which you’ve individually selected, add tasks from any Project/Folder and with any properties.  

Important Information

• Overlay a maximum of 10 smart Calendars and an unlimited number of classic Calendars.
• Smart Calendars are designated with a funnel icon in the Calendar list.
• There’s no limit to how many Calendars you can create or to how many can be shared with you.

 

Navigate Calendars

Basic Navigation

• A left-hand panel shows available Calendars (either created by you or shared with you). 1
• Change the time frame: view a Calendar by week, month, quarter, or year. 2 
• Switch to a different month/year: click the carrot icons on either side of "Today". 
• Navigate back to the current month from any month click Today button.

Customize the View

• Open a Project's info panel or the Task View: click a bar representing a task or Project.
• Display tasks or Projects by Calendar color or by status color: click the menu button in a Calendar's upper right-hand corner and select "By Calendar color" or "By status".
• Rearrange Calendars in the Calendar panel: hover over the title of the Calendar you want to move, click and hold the icon that appears on the left, and drag the Calendar to the appropriate location.
• Display or Hide Weekends: Click the menu button in the Calendar's upper right-hand corner and select "Show weekends".

Classic vs. Smart Calendars

Use classic Calendars if:

• Tasks you need to monitor are spread across multiple Folders/Projects and the bulk of tasks are not in any particular Folder.
• You only want to display certain tasks (and filters don’t help to specify these tasks).

Use task-based smart Calendars if:

• Tasks you need to monitor are in the same Folders/Projects.
• You want to apply filters and display tasks based on those filters.
• Tasks should be automatically displayed based on the selected Folder/Project and applied filters (vs. manually added).

Use Project-based smart Calendars if:

• You want to monitor Projects tagged in certain Folders/Projects.

Create a Calendar

Regular and External Users can create Calendars.

1. Select the Calendars tab (at the top of the Workspace). 1
2. Next:
• If it’s your first Calendar: click “Create a Calendar”. 2
• If you already have Calendars: expand the left-hand Calendar panel and click "+ New Calendar".
3. From the pop-up:
• Enter the Calendar’s title.3
• Choose a Calendar type: classic, smart based on tasks, or smart based on Projects.
• Choose how to display tasks/Projects. Task or Project bars can span the full duration or only the due date.
• For smart Calendars: select which Folder(s)/Project(s) to pull tasks/Projects from, choose whether or not to include tasks/Projects from Subfolders and Subprojects, and apply filters.
4. Click “Save”. 4

Your Calendar is created!

Layering Calendars

View one Calendar at a time or display multiple Calendars at the same time. To select which Calendars you want to layer:

1. Select the Calendars tab (at the top of the Workspace).
2. Expand the left-hand Calendar panel.
• Display Calendar: check the box next to a Calendar’s title.
• Stop Displaying a Calendar: uncheck the box next to a Calendar's title.

Wrike Tip 🔥Display only a specific Calendar by hovering over its name, clicking the right-hand menu button, and selecting "Display this only". 

Edit and Delete Calendars

Regular and External Users can edit and delete Calendars they created.

Edit a Calendar

1. Select the Calendars tab (at the top of the Workspace).
2. Open the Calendar you want to edit.
3. Hover over a Calendar's title on the left-hand Calendar panel and click the menu button to the right.
4. Select “Settings and Sharing”.
5. In the pop-up that opens you can:
• Change the Calendar’s title.
• Change what the Calendar should display: full task durations or their due dates.
• For smart Calendars: change which Folder(s)/Project(s) to include tasks/Projects from, include or exclude tasks/Projects from Subfolders and Subprojects, and apply different filters.
6. Click “Save”.

Your settings are applied.

Delete a Calendar

1. Select the Calendars tab (at the top of the Workspace). 1
2. Open the Calendar you want to delete. 2
3. Hover over a Calendar's title on the left-hand Calendar panel and click the menu button on the right. 3
4. Select “Delete”. 4
5. Click “Yes” in the pop-up that appears to confirm your decision. 5

Your Calendar is deleted from your Workspace and from the Workspace of anyone who it was shared with.

Change Calendar Color

To change the color of tasks or Projects on a Calendar:

1. Hover over a Calendar's title in the left-hand panel.
2. Click the menu button.
3. Hover over "Change color".
4. Select a color from the panel.

Tasks or Projects on the Calendar immediately change color (unless you have applied coloring by status).

More Resources

• Calendars in Context: Learn how to create Team, Personal, and Release/Event Calendars on our Community. Want to create a different type of Calendar? Just ask.