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Calendar View

View all your work orders and work requests in a unified calendar format. Easily track scheduled work, due dates, and plan resources across your facilities.

Quick Summary

Click Calendar in the sidebar to see work orders and requests organized by date. Filter by location, type, or toggle planned recurring work.

Before You Begin​

Requirements
  • You need work-orders:view or work-requests:view permission
  • Work orders or requests must exist with scheduled dates

Accessing the Calendar​

  1. From the left sidebar, click Calendar
  2. The unified calendar view displays
  3. See work orders and requests by their scheduled or due dates

Calendar Features​

Unified View​

The calendar shows both:

  • Work Orders — Scheduled maintenance tasks
  • Work Requests — Pending requests by creation date

Each item displays with:

  • Title
  • Priority indicator (color-coded)
  • Status badge
  • Location (if assigned)

Click to Create​

Click on any day in the calendar to quickly create a new work order or work request:

  1. Click on a calendar day
  2. A Create New dialog opens with two tabs:
    • Work Order — Create a scheduled maintenance task
    • Work Request — Submit a new request
  3. The Start Date is pre-filled with the clicked date
  4. Complete the form and save
  5. You're automatically navigated to the new item
Permission Required

You need create permission for Work Orders or Work Requests to use click-to-create. If you don't see the dialog when clicking a day, contact your admin.

Drag and Drop Rescheduling​

Drag work orders to different dates to quickly reschedule them:

  1. Click and hold a work order on the calendar
  2. Drag it to a new date
  3. Release to drop it
  4. The work order's schedule updates automatically
What Changes When You Drag
  • Start date moves to the new date/time (rounded to nearest 15 minutes)
  • Due date adjusts to maintain the same duration
  • Example: A 3-day work order dragged from Monday will have its due date move by the same amount

What CAN be dragged:

  • Non-recurring work orders in active status (Open, Accept, In Progress, On Hold, Reopened)

What CANNOT be dragged:

Item TypeWhy
Work RequestsRequests cannot be rescheduled by dragging
Recurring Work OrdersEdit the schedule in the work order form instead
Planned EventsThese are projections of future recurring work
Completed/CancelledWork orders in final status cannot be modified
Permission Required

You need update permission for Work Orders to drag and drop. Work Orders you cannot modify will not be draggable.

ActionHow
Previous PeriodClick ← Previous button
Next PeriodClick Next → button
TodayClick Today button

View Modes​

ModeShows
MonthFull month at a glance
WeekDetailed weekly schedule
DaySingle day focus

Filtering the Calendar​

Filter by Location​

  1. Click the Location dropdown (top right)
  2. Select a specific building, floor, or zone
  3. Calendar shows only items at that location
  4. Click Clear or select "All Locations" to reset

Filter by Type​

FilterShows
AllWork orders and requests
Work OrdersOnly scheduled work orders
Work RequestsOnly pending requests

Show/Hide Planned Work​

Toggle the Planned button to show or hide:

  • Recurring work orders not yet generated
  • Future scheduled preventive maintenance

Understanding Calendar Items​

Color Coding​

ColorMeaning
BlueNormal priority / Standard items
YellowMedium priority
OrangeHigh priority
RedUrgent / Overdue
GreenCompleted
GrayCancelled / On Hold

Item Display​

Each calendar event shows:

┌──────────────────────────┐
│ 🔧 Replace HVAC Filter   │
│ [High] Building A        │
│ In Progress              │
└──────────────────────────┘

Click any item to view full details.

Real-World Examples​

Example 1: Plan the Week's Maintenance​

Situation: You need to see what maintenance is scheduled for next week to allocate technicians.

Solution:

  1. Click Calendar in the sidebar
  2. Navigate to next week
  3. Filter by Work Orders only
  4. Note which days have heavy workloads
  5. Click on items to see assigned teams

Result: You can see Monday has 3 work orders, Tuesday has 5, and plan to move one to Wednesday for balance.

Example 2: Check Location-Specific Schedule​

Situation: A building manager wants to know all scheduled work in Building A this month.

Solution:

  1. Go to Calendar
  2. Set view to Month
  3. In the Location filter, select "Building A"
  4. Scroll through the month

Result: Calendar shows only Building A items, making it easy to coordinate with tenants about upcoming maintenance.

Example 3: Review Pending Requests​

Situation: You want to see all pending requests to prioritize what to approve.

Solution:

  1. Go to Calendar
  2. Filter by Work Requests only
  3. Look for items by creation date
  4. Click on requests to review details

Result: You can visually see when requests came in and address oldest ones first.

Example 4: View Recurring Schedule​

Situation: You want to see all planned preventive maintenance for the quarter.

Solution:

  1. Go to Calendar
  2. Enable Planned toggle
  3. Navigate through the months
  4. See recurring work orders (shown as planned items)

Result: You can see the PM schedule and identify potential conflicts or resource needs.

Example 5: Quick Create from Calendar​

Situation: During a team meeting reviewing the calendar, someone mentions a new task needs to be scheduled for next Tuesday.

Solution:

  1. Navigate to next Tuesday on the calendar
  2. Click directly on that date
  3. The Create New dialog opens
  4. Select the Work Order tab
  5. Fill in the details (title, assignee, priority)
  6. Click Create

Result: The work order is created with the start date pre-set to Tuesday. No need to manually enter the date.

Example 6: Reschedule by Dragging​

Situation: A work order for "Replace HVAC Filter" is scheduled for Wednesday, but the technician is unavailable. You need to move it to Friday.

Solution:

  1. Find the work order on Wednesday in the calendar
  2. Click and hold the work order
  3. Drag it to Friday
  4. Release to drop

Result: The work order moves to Friday. You see the success message: "Work Order 'Replace HVAC Filter' moved to Fri, Jan 31, 2025 9:00 AM (Due date adjusted to Feb 2, 2025)". The duration is preserved.

Example 7: Cannot Drag Recurring Work Order​

Situation: You try to drag a weekly fire inspection to a different day.

Solution:

  1. Attempt to drag the recurring work order
  2. You see a warning: "Cannot drag recurring Work Orders. Only non-recurring Work Orders can be rescheduled by dragging."

What to do instead:

  1. Click on the work order to open it
  2. Edit the work order
  3. Change the schedule settings to adjust the recurring pattern

Result: Recurring schedules are managed through the form to maintain the pattern integrity.

Interacting with Calendar Items​

View Details​

  1. Click on any calendar item
  2. A detail popup appears showing:
    • Full title and description
    • Assigned team/person
    • Priority and status
    • Location
    • Due date

Open Full Record​

  1. Click on the calendar item
  2. Click View Details or the item title
  3. Opens the full work order or request page

Quick Actions​

From the calendar popup:

  • Open — Go to full detail view
  • Edit — Modify the work order (if permitted)
  • Complete — Mark as done (if in progress)

Calendar Best Practices​

Daily Planning​

TimeAction
MorningCheck today's scheduled work
MiddayReview progress, adjust priorities
End of DayPreview tomorrow's schedule

Team Coordination​

  • Share calendar view in team meetings
  • Use location filter for area-specific planning
  • Check for scheduling conflicts

Resource Planning​

  • Use month view for resource forecasting
  • Enable "Planned" to see upcoming recurring work
  • Identify peak days for staffing

Troubleshooting​

Can't Access Calendar​

IssueCauseSolution
Permission deniedMissing view permissionContact admin for work-orders:view
Blank calendarNo scheduled itemsCreate work orders with due dates

Items Not Showing​

IssueCauseSolution
Missing work ordersDate filterCheck date range navigation
Missing requestsType filter activeClear filters or select "All"
Wrong locationLocation filterClear location filter

Calendar Loading Slowly​

IssueCauseSolution
Slow loadMany itemsUse location filter to reduce
PerformanceNetworkCheck connection, refresh

Click-to-Create Not Working​

IssueCauseSolution
Nothing happens on clickMissing create permissionContact admin for work-orders:create
No dialog appearsSubscription read-onlyCheck subscription status
Only see one tabLimited permissionsRequest additional permissions

Can't Drag Work Orders​

IssueCauseSolution
Item won't dragRecurring work orderEdit the work order form instead
Item won't dragCompleted/Cancelled statusCannot modify final status items
Item won't dragWork RequestWork requests cannot be dragged
Item won't dragMissing update permissionContact admin for work-orders:update
Warning on dropPlanned eventPlanned items are projections only

Need help? Contact Infodeck Support

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