Viewing Calendar Events in the Resource Planner

Abstract

How to view resources and their calendar events

Connecting your Google and/or Office 365 calendars to Tempo helps your organization 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 working capacity 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 worksheet where a resource manager can make quick decisions when planning workload and allocating resources. In order to do so, all team members must enable and connect to their Enhanced calendar with automation.

Note

Please note that the Calendar events row is only available in the Resource Planning Weeks view.

calendar-events-planner.jpg

As a resource manager who can view and plan time for other team members, there are a few things you need to do:

  • Make sure you have the View Plan permission.

  • Enable View > Show Calendar Events.

  • Verify that all your team members are connected to the Enhanced calendar with automation so that you can accurately view their available hours. You can easily see which team members aren't connected to external calendars by looking out for the calendar-not-connected-icon.jpg next to their names.

As a team member who wants to view and plan time for yourself, the first thing you need to do is :

  • Make sure that you're connected to 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

SUBJECT TO CHANGE: If you don't want others to view the details of your calendar events (i.e., the title), it may be a good idea to set your calendar events as private so that they appear as "busy" to others. (expand on busy/free and private/public) Google Calendar privacy settings

Office 365 Calendar privacy settings

For TempoLab customers: When connecting to Enhanced calendar with automation, you now have the option of hiding your calendar events to appear 'Busy' in the Resource Planning View. This feature is new and not yet available to all customers.

After connecting to the Enhanced calendar connection, you will be able to view calendar events from 14 days back as well as 90 days ahead.

Viewing Team Member's Calendar Events

Once your team members enable a connection to the Enhanced calendar you will be able to see the 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. Mouse-over the information icon to be able to read the notification for overlapping calendar events.

calendar_res_50pc.jpg

Note

The Resource Planner is synchronized with the Enhanced calendar to display events 14 days prior and 90 days after 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, then you can go to View and deselect Show Calendar Events to hide them. However, this does not disconnect your calendar from Tempo. To learn how to completely disconnect your external calendar, go here.