Managing Projects with Calendar and Tasks

The calendar holds four kinds of entry, ties any of them to a project, and fires recurring reminders at you in the browser without email getting involved. It is shared with everyone at your agency, so a milestone one person sets is a milestone the whole team sees.

Reminders arrive slightly early rather than late. The checker runs every five minutes on the Agency plan, every ten on Professional and every thirty on Free, and the window opens by that same amount, so a 9:00 reminder on the free plan can land at 8:30.

Set your timezone first, in the selector at the top of the calendar page. Everything is stored in UTC and drawn in the zone you pick, which matters the moment a colleague in another country adds an appointment.

Month View and Day View

The month view is the grid you land on, with today outlined in blue and month and year dropdowns beside the arrows for moving around. Click any cell to open that day.

The day view lists everything on that date in time order, with regular entries and reminders in separate sections. Each row carries its full description, its project badge, and edit and delete controls, plus a button for adding another entry to the same day.

The Four Entry Types

Notes, milestones and appointments are the three that just sit on a date; reminders are the ones that come and find you. All four take a title and a date, both required, and all four can carry a description and a project.

Use a note for something the team should see on a given day, a milestone for a date that matters to the client, and an appointment for a meeting. The type is a label rather than a behavior change, and it is what the day view groups on.

Attaching a project is optional and worth doing anyway. The badge tells anyone reading which site the entry belongs to, and the notification links straight back to that project's calendar.

How Recurring Reminders Repeat

A reminder repeats daily, on weekdays only, weekly, monthly or yearly, and every pattern takes an interval, so every third day and every second week are both a single setting. Weekdays means Monday through Friday and skips the weekend entirely.

Monthly and yearly repeats match the calendar date rather than counting days. A monthly reminder started on the 31st fires only in months that have one, so pick the 28th or earlier for anything that has to happen every month.

Two optional limits stop a reminder running forever. An end date turns it off after a given day, and a cycle count turns it off after a given number of firings, with the count shown as it climbs.

Toast or Modal Alerts

Choose toast for something you can glance at and modal for something you must not miss. A toast appears in the lower right and dismisses itself; a modal opens in the center of the screen and stays until you acknowledge it.

Both are delivered live to the browser you are signed in on, so there is nothing to refresh and no email to wait for. Reminders are personal: they go to the person who created them, and they are never forwarded to the Slack, Teams, Discord or Google Chat channel your agency connected in settings. Shared channels get team-wide events like finished crawls, not your 8am nudge.

Setting Up Your First Reminder

Open the calendar, click the day you want, and add an entry with the type set to Reminder. Give it a title, a start date and a start time, then choose a repeat pattern, or leave it on no repeat for a one-time nudge.

Pick toast or modal, attach a project if it belongs to one, and save. A one-time reminder fires once and then stays quiet; editing it later re-arms it, which is the usual way to snooze something to a new date.

If a reminder never arrives, check the timezone selector before anything else, then check that the cycle count has not run out. Both explain most of the reports we get, and the rest we would like to hear about, so tell us what you set up and what you saw.