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Calendars

Who can use this feature?

Admin users can create, edit and archive the library of available Calendars.

Task Owners, Assignees and Admins can change the Calendar allocated to their Tasks.

Calendars define your project’s working and non-working days. Task durations are based only on the working days set in the assigned Calendar, so Tasks won’t be scheduled on non-working days.

Creating Calendars

Create a custom Calendar to set specific working and non-working days that match your project’s schedule.

To create a Calendar:

  • Click your Project Title in the top left, then select Project Assets

  • Select Calendars from the menu

  • Click

  • Add a name and choose a colour to represent the Calendar

  • Pick your base Working Days

  • Click specific days on the Calendar to mark them as Working or Non-Working exceptions

  • Optionally,

  • Click Done once you're finished editing

  • The Calendar is added to the library of Calendars the team can assign to their Tasks

Aphex provided Calendars
Name
Working Days

Five Day

Monday, Tuesday, Wednesday, Thursday, Friday

Six Day

Monday, Tuesday, Wednesday, Thursday, Friday, Saturday

Seven Day

Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday

Project Default Calendar

  • The default Calendar will be applied to all New Tasks created in the Project

  • If you change the default later, it won’t affect existing Tasks, they’ll stay on the calendar they were originally assigned

Non-Working Days

Adding non-working days to a Calendar will automatically prevent tasks from being scheduled on those days. You can create multiple calendars with different non-working patterns to suit your project.

Edit an existing Calendar

You can edit an existing Calendar to update working days, non-working days, change its name or colour.

To edit a Calendar:

  • Click your Project Title in the top left, then select Project Assets

  • Select Calendars from the menu

  • Hover over the existing Calendar

  • Click then select Edit

  • If the Calendar is already in use, select whether to apply changes to existing Tasks or keep their current dates unchanged

Editing a Calendar in use

Making changes and saving a Calendar that is in use generates a prompt with the following options:

Prompt
Function
Exceptions

Save and hold dates on existing Tasks

The edited calendar will not be applied to any existing Tasks

Making any changes to the start date, end date or duration of a Task will apply the updated calendar to the Task

Save and force reschedule existing Tasks

The edited calendar will be applied to all future planned tasks and Tasks with days in progress

The edited calendar will not automatically be applied to any Tasks that have finished (no working days in progress or in the future)

Assigning Calendars to Tasks

Assigning a Calendar to a Task sets its working days and controls when it can start or finish.

To update the Calendar on a Task:

  • On the Gantt, navigate to the column picker and toggle on Calendar

  • Click a cell in the column to add a Calendar to the Task from the dropdown

  • See the non-working days appear with reduced opacity on the Task Bar

Calendar Property Rules

  • Each Task can have one Calendar assigned, you can’t add multiple calendars to a single Task

  • Archived Calendars will no longer appear as an available option to add to tasks, but will still exist on any tasks they were assigned to before they were archived

Filter by Calendar

Filter by Calendar to focus on Tasks working to a certain schedule.

To set a Calendar Filter:

  • Click and

  • Select Calendar in the first dropdown

  • Select from Is or Is Not in the second dropdown

  • Select your desired Calendar in the third dropdown

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