Documentation

Find answers, guides, and resources to help you make the most of Communicate.

← Back to Documentation

Calendar

Manage your communications schedule visually and adjust campaigns effortlessly.

#scheduling #calendar-view #organization #filters #draft-mode

Calendar

Managing Your Communications Schedule

The Calendar is the place you’ll spend most of your planning time—every channel as a row, dates across the top, and communications as colored pills you can add, move, and open. Start from Calendar in the sidebar.

Plan: Calendar and Channel Preferences are on Essentials and Plus. Channel Schedules and Alt/Ctrl-drag duplication are Plus only.

Roles: Viewers can browse but not add, move, or delete. Editors can create and move communications but not delete them, and don’t get channel-row Preferences / Schedule controls. Managers, Admins, and Owners (with channel edit) can open Preferences and Schedules from the row. Full detail: User Permissions and Roles.

1. Layout

Rows are channels; columns are dates.

  • Week start: The first day of each week follows your personal setting. Change it in User Settings → Profile → Start of Week → First Day of Week (Sunday or Monday). The Calendar updates right away in Weeks and Days.

  • Channels:
    Each row is a channel (Email, Instagram, Pre-Service Slides, and so on). Click the row header to expand or collapse. With channel edit permission, row actions include Preferences and Schedule (Schedules are fully available on Plus; Essentials may show an upgrade path for Schedule).

  • Schedules on Plus: When a channel has a Channel Schedule, each occurrence shows as a colored Schedule band on that row. Drag communications into a Schedule and reorder inside it. If the schedule is locked, communications must stay on Schedule dates, and the Preferences control on that row is hidden (lock takes priority over weekday preferences).

  • Communication pills: Linked communications inherit their campaign color. Standalone items use their own color (or a default) and show a small status cue. Optional time can appear on pills when set—see Communications.

  • Columns: In Weeks, each column is one week (up to 8 weeks at a time). In Days, each column is one day (7 days at a time). There’s no month view on the Calendar.

If you haven’t added channels yet, the empty state points you to the Channels icon in the sidebar.

2. Adding and Adjusting Communications

Add
Hover an empty part of a cell and click + (Add communication) to schedule for that date and channel. You need create permission (Editors and above). In the modal you can Link Campaign or keep the item standalone (standalone needs a category). Tips inside the app include linking or keeping standalone—this isn’t the same as Timeline’s Quick Add Campaign.

Channel Preferences
Preferred weekdays may highlight in Day mode; blocked weekdays can hide the + and block drops (This channel can't be scheduled on {weekday} for this campus.). Full guide: Channel Preferences and Schedules. When a Schedule is locked, schedule rules win over weekday preferences—and a full Schedule slot can block adds until something is removed.

Move
Drag a communication to a new date or channel (needs edit permission). Scroll first if the target week or day isn’t on screen. You can’t place a campaign-linked communication outside that campaign’s date range—you’ll see a warning and it stays put. In Weeks mode, dragging to another week column keeps the same weekday (a Tuesday lands on Tuesday of the week you drop into).

Duplicate (Plus)
Hold Option/Alt or Ctrl while dragging to another date or channel to copy the communication. The original stays put; the copy keeps campaign link and content so you can tweak it. On Essentials, that shortcut opens an upgrade prompt.

Edit / delete
Click a pill to open the entry modal—title, date, time, content, status, and more. Delete is only for roles with communication delete (Managers, Admins, Owners—not Editors or Viewers).

There’s no drag-to-resize “duration” on Calendar pills; change the date by dragging or editing the entry.

3. Weeks & Days Modes

Use Weeks / Days in the Calendar toolbar. The active mode uses the highlighted button style.

  • Weeks: Broad view—up to eight weeks of channel rows.
  • Days: Closer look—seven days at a time. A red marker in the headers highlights the current day or week.

Switching modes keeps your place so the dates you’re looking at stay in view.

4. Navigation

  • The toolbar shows the month range for the columns on screen.
  • Period controls: Single step moves 1 week (Weeks) or 1 day (Days). Double step jumps 7 weeks or 7 days.
  • Today brings the current day or week into view without clearing filters.
  • You can scroll indefinitely forward or backward.

5. Filtering and View Options

Filter — Categories, Channels, and Campaigns. Matching items stay full color; others fade but stay visible. Layer filters (for example a category and a channel). Active filters show as removable chips.

Note: Category filtering runs through a communication’s campaign category. Standalone items without a campaign don’t match category filters the same way. Campaign filters still leave standalones visible.

View (Calendar view menu):

  • Communications: Global and Campus (most useful when multi-campus is on)
  • Status: Drafts (off by default) and Completed (on by default)

View options reset when you leave the Calendar and come back.

Multi-campus (Plus) and the Calendar

When multi-campus is on:

  • Edit, drag, or delete global communications only with organization-wide (global) membership while you’re in the Global workspace.
  • In a campus workspace, global communications may show for context but stay locked for interaction (Global communications can't be moved from a campus workspace…).
  • Schedules follow workspace scope too (global schedules from Global; campus schedules from that campus).

6. Drafts and Completed

Use View → Drafts / Completed to show or hide those statuses.

  • Drafts start hidden. When shown, draft pills use a lighter / dashed style (there isn’t a separate “Draft” text chip on Calendar pills).
  • Completed start visible; turn them off in View to hide finished work.
  • Change status in the communication entry: Draft, Active, or Done (stored as complete).

Additional Resources

Questions? [email protected].

Last updated: 2026-07-14

← Back to Documentation