Viewing Calendar Events in the Resource Planner

Abstract

How to view calendar events for resources

Important

Calendar integration requires Tempo Timesheets to be installed. Tempo Planner uses My Work in Tempo Timesheets to connect to your calendars.

Connecting your Google and/or Office 365 Calendars to Tempo helps you plan your time better because it shows you how many working hours you actually have available. This is especially important if you -- or your team members -- have a lot of meetings. By integrating your calendar, you and your team members can take your actual available hours into account when planning time for work.

When planning resources for a team project, the calendar connection exposes the calendar events for each resource, making all allocated time visible in one place. Then a resource manager or team lead can make informed decisions when balancing workload and allocating resources. In order to do this, all team members must connect their Google and/or Office 365 calendars to Tempo using the Enhanced calendar with automation.

Check out this video to see how to connect your Calendar and view its events in the Resource Planning view to plan time for yourself or your team:

Note

Calendar events are visible only in the Resource Planning Weeks view.

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As a resource manager or team lead who can view and plan time for other team members, here's what you need to do:

  • Make sure you have the View Plan permission for the relevant teams.

  • Enable View > Show Calendar Events in the Resource Planning view.

  • Verify that all your team members are connected to the Enhanced calendar with automation so that you can accurately view their available hours. Team members who aren't connected to their calendars are identified by a calendar-not-connected-icon.jpg next to their names.

As a team member who wants to view and plan time for yourself, you need to:

  • Connect your Google or Office 365 Calendar using the Enhanced calendar with automation.

    The Basic calendar connection won't display your calendar events so you'll have to sign out and sign back in using the Enhanced calendar connection to view your external calendars in the Resource Planner.

  • Access My Work in Tempo Timesheet to connect to the Enhanced Calendar and to activate calendar synchronization using the Activity feed.

Tip

Tips on Privacy

  • If you don't want others to view the details of certain calendar events, you should set them as "Private" so that only the "Busy" title appears for them. See details in Google Calendar privacy settings and Office 365 Calendar privacy settings.

  • When connecting your Calendar using the Enhanced calendar with automation option, you can choose to hide the details of all your calendar events so that only the "Busy" title appears for them in the Resource Planning View.

Viewing team members' Calendar events

Once your team members connect their Calendars using the Enhanced option, you will be able to see their calendar events in the Resource Planning view. This is valuable to a resource manager and to the team members to be able to see all calendar events on the same Resource Planner view without the need to jump to their calendars to verify available time.

  • Select a resource and expand the name in the resource list.

    Calendar events are displayed to represent a total time for each day in the Resource Planning's Weeks view.

  • Click on the total time to expand a breakdown of the calendar events for each day. If the displayed total is less than the sum of the events in the breakdown, then it's an indication that some events are overlapping.

  • If calendar events overlap, an information icon is displayed to notify you that the total time is calculated based on the earliest time and latest time of overlapping events. Hover over the information icon to read the notification for overlapping calendar events.

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Note

The Resource Planner is synchronized with the Enhanced calendar to display events 90 days ahead and 14 days back from the current date.

Understanding Calendar event hours

To get a breakdown of the time spent on calendar events, click on the total hours. A pop-up will appear with the calendar event titles and time spent on each of them. The total calendar event hours are calculated using the earliest and latest times of overlapping events.

For example, here are Amy's calendar events for Monday:

  • 9:00 - 10:00 AM: Daily team catch-up

  • 9:30 - 10: 00 AM: Check-in all changes

  • 9:45 - 10:30 AM: Full team member

Amy's total calendar event hours will be 1h 30min because she has overlapping events from 9:00 to 10:30 AM. Overlapping Calendar events are marked with an information notification icon.

calendar_overlap_i.jpg

Calendar events that are marked an all-day events, spanning the whole day will not appear as 24h in the Resource Planner, instead they'll appear as the maximum required working hours. For example, if you have an all-day event in your calendar and you work 4h a day, then it'll display as 4h.

Hiding Calendar events

If you don't want to view your calendar events in the Resource Planner, turn off View > Show Calendar Events. Doing this does not disconnect your calendar from Tempo, which you can do following the steps here.