Using the Diary

The Diary gives you a calendar view of your events and, where enabled, your tasks. You can switch between different layouts, filter what you see, open entries for more detail, and create new events directly from the calendar.

Getting There

Click Diary in the main navigation.

Note: You must be signed in to use the diary. Depending on your role and team setup, you may only see entries for your own team.

Overview

The Diary opens as an interactive calendar with tabs for Events and Tasks.

The top of the page usually includes:

On the Events tab, you can:

• filter by status, team, user, and resource
• use extra filters for venue and secondary status
• switch between Month, Agenda, Week, Resources, Resources (Month), and List views
• open event details from the calendar

On the Tasks tab, you can view incomplete tasks by due date and filter by assignee.

Below the calendar, you can also use Show calendar address, Share, and Manage Sharing to work with calendar links.

Key Concepts

Events and Tasks

Use Events when you want to see scheduled event dates. Use Tasks when you want to see incomplete tasks on the calendar.

Resource Views

The Resources views show entries against individual resources so you can see bookings in a timeline. If an event is not linked to a resource, it may appear under Unassigned.

Diary Views

Each diary view is useful for a different kind of planning:

Saved View

The Diary remembers the last date and layout you used in your browser, so it usually opens where you left off.

Entry Pop-Ups

Clicking an event or task opens a pop-up with more detail. For events, this can also include a quick status update and a View event link.

How To Use the Diary

Filter the diary

• Open Diary.
• Choose the Events or Tasks tab.
• Use the filters at the top of the page.
• Apply or reset the filters as needed.

Common filters include:

• Status for narrowing events by pipeline stage or current state
• Team for focusing on one team or a group of teams
• User for entries linked to a particular team member
• Resources for events using a particular resource
• Venue and Secondary status in the extended filter area

Change the calendar view

• Open the diary.
• Click Month, Agenda, Week, Resources, Resources (Month), or List.

Note: In Month view, clicking a day can take you into a more detailed diary view for that date.

Open event or task details

• Click any calendar entry.
• Review the details in the pop-up.
• Click View event or View task if you want to open the full record.

Depending on the entry and your permissions, the pop-up may also show:

• current event status
• date and time information
• linked account or venue details
• a quick action to update the event status

Create an event from the diary

• Switch to a selectable view such as Agenda, Week, or a resource-based view.
• Click and drag across the date or time range you want.
• Complete the event form that opens.
• Click Save.

If you started on a resource row, that resource is usually pre-filled in the event form.

Copy your calendar address

• Open Diary.
• Apply any filters you want included in the link.
• Click Show calendar address.
• Copy the link from the pop-up.

You can paste this into a compatible calendar app as a subscription feed.

Tasks on the Diary

If your account shows tasks on the diary, the Tasks tab gives you a calendar view of incomplete tasks by due date.

From there you can:

• filter tasks by assignee
• open a task to review its details
• jump into the full task record

For more about working with tasks outside the calendar, see Managing Tasks.

Settings & Configuration

Some diary behaviour is controlled by account settings, usually managed by an administrator. These settings can affect:

• whether the week starts on Sunday or Monday
• whether team colours are used on diary entries
• whether only certain events appear by default
• whether users are limited to their own team
• whether tasks appear on the diary
• how event titles are shown

You may also notice differences based on your team's setup, such as which resources appear in resource views or which statuses are shown by default.

If you need to change diary-related defaults, speak to your administrator.

If your diary looks different from another user's, check with your administrator.

Tips & Best Practices

Tip: Use the Resources view when you want to check availability or overlaps for rooms, equipment, or other bookable items.

Tip: If an event does not appear where you expect, first check your filters.

Tip: Use the event pop-up for quick checks, then open the full event only when you need to make broader changes.

Frequently Asked Questions

Your role, team visibility, diary settings, or active filters may be limiting what you see.

The diary is designed to show incomplete tasks by due date. Completed tasks are not shown there.

Often, yes. Clicking an event opens a pop-up where you can review details and may be able to change its status.

Yes. The diary usually reopens using the last date and layout you used in that browser.

Related Articles

• Sharing Your Calendar
• Resource Diary View
• Managing Tasks