The calendar, and starting or scheduling a meeting

Calendar, in the Work group of the sidebar, is the month grid the team shares: what is due, and what the team has on. The same grid is the Calendar tab on My Issues, where it is the due dates on their own.

1. Open Calendar. The week starts on Monday. Move between months with the arrows either side of the month name, and click Today to come back to this one. The right of that bar counts what is due this month, and how many events sit in it.
2. Read the colours off the legend at the foot: clay is an Issue, iris a Task, azure a Feature or change, and moss an Event. Events sort to the top of a day and into start order, so a day reads as a timetable with the due work underneath it.
3. Public holidays are on the grid too, in amber: the day is washed and carries a slim label under its number, with the office in brackets where the holiday belongs to one office rather than all of them, and the full name on hover. A holiday is nothing to open and is counted nowhere, because it is what the day is rather than something on it.
4. New, at the top of the grid, is the way into a meeting. It offers three things, in the order people reach for them.
5. Start an instant meeting opens a room this second, in a new tab, and puts it on today as a calendar row so the rest of the team can see it and walk in.
6. Create a meeting for later hands you a link and nothing else. The card it opens shows the link in full with Copy link and Join now beside it, and says the thing worth knowing about it: this link is not on the calendar. It is for passing to somebody, and it stays quiet until it is used.
7. Schedule a meeting opens the form for a day and a time on everybody’s calendar. There is no type to pick: everything scheduled here is a meeting, and taking its link off is how a plain calendar entry gets made.
8. Join, beside New, is the other half of that row: paste a meeting link into it, or type a code somebody read out, and it opens. Spaces, dashes and the wrong case are all forgiven. Nothing is sent anywhere. On a phone the box folds down to its own button.
9. A day cell also carries a small + in its corner, which opens the schedule form on the day you clicked. It appears on hover, and on a narrow screen it stands permanently, because there is no hover to reveal it with.
10. A day holding more than three entries ends in a “+n more” link, which opens that whole day in a dialog. Every entry keeps there whatever buttons it has on the grid.

In the schedule form, write a Title of up to 120 characters and choose the Day. Turn All day on for something with No set time. Otherwise set Starts and how long it Runs for, anywhere from 15 minutes to two hours, an hour unless you pick otherwise, and the hint line under the two controls says the whole answer in a sentence while you are still typing it. An event already saved with an unusual length keeps it rather than being rounded to the nearest option offered.

Details is optional and up to 1000 characters. It is the thing that explains the event to somebody reading the row a month later.

Attendees is optional too, and it decides who hears about the meeting rather than who may see it. Search by name or email and pick up to 50 colleagues. Leave it empty and the whole team is told, which is how every event on this calendar used to behave. Either way the event is on everybody’s calendar: naming people narrows the audience, not the access.

Create a meeting link is on to begin with. It means the event gets a link anyone can open, and the note under the switch says a join link is created when you save, and that anyone with the link can join after a host lets them in. Turn it off and the note changes to say what that leaves: no link, so this is just something on the calendar, a team lunch or a day somebody is away.

Click Add to calendar. The event lands, and its own dialog opens straight away, because a meeting you have just scheduled is a meeting you are about to want the link to.

Click a chip to read an event back. The dialog says which kind it is, whether it is Happening now or Ended, when it is, what was written about it, who was named on it and who added it, and it carries the buttons that apply: Join or Open the room, Copy link, Edit, Cancel event and, once a meeting is over, Open meeting page.

Edit reopens the same form with the event in it and Save changes puts it back. An older huddle or team bonding day is edited as what it is rather than quietly turned into a meeting. Turning Create a meeting link off for an event that already has one asks once in the footer before it does it, because the link stops working for everybody holding it: the answers are Keep the link and Remove and save. Cancel event asks in the same place, with Keep it beside it, and takes the day off everybody’s calendar.

Both of those belong to whoever added the event. A role granted moderation on team events may edit or call off anybody’s, which out of the box is Admin, CEO, GM and PM. Senior SWE puts events on the calendar and manages their own. The SWE role reads the calendar rather than adding to it, so Schedule a meeting and the day corner + are simply not drawn for it, but starting a meeting and joining one are a separate grant and it still has both. Client accounts never see any of this.

A meeting started on the spot, or a link made for later, is not announced to anybody: the first lands on the calendar and the second stays off it, and in both cases the link goes to whoever needs it. Everything scheduled from the form is announced. Everybody named on it is told when it is added and when it is called off, and where nobody is named that means the whole team. An edit is announced only when the day, the start time or the meeting link changed, so correcting a typo in a description does not put a notification on thirty phones. Adding somebody to the attendee list tells those people and nobody else. Each notice arrives in the app and as a push to your device (held until office hours only for people who switched that on in Settings), and clicking it opens the calendar. The day-of and starting-soon reminders are never held. Whoever made the change is not told about their own. On the day itself there is one reminder for each event, to the same people, the person who added it included, reading Today at 14:30 or Today, all day.

A chip carrying a link grows a Join button about ten minutes before its start time and keeps it until the event is over. One that is running right now also carries a pulsing dot and an outline. Open the event itself and the door stays offered for as long as there is a room behind it, so a meeting three weeks out can still be walked into from its dialog: the ten minute window is about how loud a chip is, not about who may go in. In the day dialog the same chip offers a copy glyph, which puts the link on your clipboard so you can pass it to somebody outside the team. Once a meeting has left something recorded behind, the chip wears a play glyph instead and clicking it opens the event’s own page, which is where the attendance, the chat and the recording are kept.