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  2. Calendar & Tasks
  3. Creating a Calendar & Task List

How to Build a Calendar

Learn how to build a project calendar.

Tasks in Assemble

Assemble utilizes tasks to keep track of what your team is working on.  Tasks appear on your calendar and in your task list, and can be created in one of two ways:

1) Open your project, click Calendar to open your project calendar, and then click anywhere on the calendar to create a task. You can also click and drag to create multi-day tasks.

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2) Open your project and click Add a Task on your project dashboard. 

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Tasks will always appear on both your calendar and your task list, unless they don't have an assigned date, in which case they will only appear on your task list.

Building Your Calendar

Open your Calendar and click anywhere on the calendar to add your first task. A pop-up will appear with your task options.

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Enter a Title for your task.

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Add any necessary Notes to the task, such as descriptions, URLs, etc.

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Next, click the Person Icon in the top right to assign the task to one or multiple team members.

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Select which Phase you want this task to be associated with.

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Next, edit the Start Date and End Date.

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For single day events, you can also click Add Time to add a start and end time to the task.

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Continue adding as many tasks as needed to complete your calendar.

Adding Subtasks

Within each task, you can add as many subtasks as you'd like. Start by clicking Add a Subtask and adding the subtask title.

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Next, click the Person assign the subtask to one or multiple team members.

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Select a Due Date.

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Click Create to add the subtask.

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You can edit the subtask name, assignee, and date at any time by hovering and clicking the Title or each Icon on the subtask. Delete a subtask by hovering the subtask and clicking the Trash icon.

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Commenting on Tasks

To leave comments, open a task and click Add a Comment. Type your comment and click Publish to add the comment. All users who have permission to view the task will be notified of your comment in-app and via email.

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To mention a teammate in a comment, either click the icon at the bottom of the comment field and select from a list of teammates, or just type on your keyboard to pull up the list of teammates in-line.  Once you tag a teammate and publish the comment, they will be sent an in-app and email notification. 

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Task Privacy Settings

You can also select the privacy settings by clicking the Visible To section.  This will bring up a dropdown list of the Teams in your project.  Select the Teams that you want this task to be visible to. 

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If you remove a Team from a task that has users assigned to the task or subtasks, all users on this Team will automatically be removed from the assigned tasks or subtasks.

To learn more about creating Private Tasks, click here.

Changing the Status of Tasks

To change the status of a task, click the Not Started button and select a status from the drop down menu.

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When tasks are marked as Done they will appear slightly dulled out in your calendar so you can visualize your progress.

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Viewing the Calendar

There are two ways to view your calendar. Month View will show you upcoming events in a standard grid format.  

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Timeline View will show you events across a horizontal timeline sorted by phase.

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These views can be toggled by clicking the Month and Timeline View buttons in the upper right corner of your calendar.

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Assemble will remember your calendar view preferences and save them across all project calendars.

To learn more about calendar views, click here.

Each task on the calendar will also include icons for the number of Subtasks and the amount completed (i.e. 3/5) and the Assignees of the task.

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If a task is too short to display all of the icon, hover the task to view a tooltip with all of this information.

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Sharing a Calendar

You can easily share a project calendar as a public link so that external users can view it and sync to their calendar of choice. Just click the Share button in the top right corner of the calendar.

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To learn more about sharing a calendar, click here.

 

Utilizing the Master Calendar

Any production calendar you create will also be added to your Master Calendar, where you can view, edit, and create events across all your calendars at once.

To access the Master Task List, exit your project to the Projects Page. At the top of the screen, select Calendar.

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To learn more about Using the Master Calendar, click here.

Bulk Drag and Drop

While single events can be moved, you can also move more than one event at time by clicking the Bulk Drag and Drop button in the upper right hand corner to move any event, plus all events on the same day or after, simultaneously.

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To learn more about bulk drag and drop, click here.

Deleting a Task

To delete a task, just open the task and click the Three Dot Menu at the top right, then click Delete.

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