What is the shared calendar in Aptien used for and how does it work?
The calendar in Aptien is an essential tool for managing work and tasks within your company. It displays all your meeting notes, appointments, task deadlines, and other important commitments. You have access to your personal calendar, located in the left menu, as well as separate calendars for specific items like project timelines, inspection deadlines, and more. In the calendar, you’ll see all tasks with set due dates, whether you’re the person responsible or just following the task. By default, the calendar shows a classic monthly overview. Events are highlighted in red, tasks in yellow, and watchers in green. You can switch between monthly, weekly, or agenda views to suit your needs.
- Create notes or new tasks directly from the calendar.
- Your personal calendar is private and not visible to colleagues.
- Sync your calendar with external calendars like Google Calendar, Outlook, and others.
- View tasks, meetings, and commitments all in one place.
How to work with the calendar? How to use it for managing work and tasks?
Task scheduling & deadline tracking
- You see all tasks with deadlines in the calendar
- This allows for simple planning of task deadlines (workflow)
Activity log
- The calendar shows the history of what was done – who completed which task and when.
- This provides context for reporting, review, and accountability.
Appointment scheduling and reservations
- Schedule internal and external meetings, bookings, and consultations.
- Automatic notifications are sent to all participants.
- Especially helpful for small and medium-sized businesses offering services.
Time blocking / Timeboxing
- Block out specific time slots to focus on important tasks.
- Use calendar events and notes to organize your work.
Automatic Reminders for Upcoming Scheduled Deadlines (from Planned Activities)
- Scheduled actions, such as trainings, reviews, or regular inspections, are shown as planned activities
Automatic Notifications (Watchdogs)
- The calendar shows automatic reminders for deadlines where you have set monitoring
How to Share Your Calendar?
Do you want to connect your Aptien calendar to your existing calendar on your computer, phone, or tablet? Or would you like to sync your company’s current calendar with this one? You can share specific parts of your calendar—tasks, reminders, and events.
How to share the Aptien calendar I have in Aptien
- Click on the three dots in the row of the calendar you want to share. You will get a unique URL to connect to in another calendar tool. Copy this unique URL and use it in another tool.
- Do you use calendar clients from Apple? Follow these instructions.
- Do you use Microsoft calendar clients? Follow these instructions.
How to Connect Your Current Calendar to Aptien
- Click the green plus sign next to the "Other calendars" section. In your current calendar app, generate a unique URL link, then paste it into the Aptien dialog box and click "Save."
- If you want to add your Google Calendar to Aptien, go to your Google Calendar settings, select "Settings and Sharing," then copy the link under "Secret iCal address." Paste this link into Aptien to connect your calendar.
- Important: The speed of calendar event synchronization depends on your calendar service, not the Aptien platform.