The Calendar puts everyone's work in one place without anyone typing it twice: job assignments come straight from the build schedule, meetings and site visits are booked on it, approved time off and company holidays block the day, and equipment bookings, check-outs and downtime fill the Resources view, one row per machine. Each person opens where their work is. The office opens on Team — people down the side, days across — where each day says plainly what it is: Free all day, Free after 12 PM, Out, a holiday. Project managers open on Week; crew and anyone on a phone open on My week, their own days as a list with job addresses. Month, Week and Day are one continuous scroll from six months back to six months ahead, with the month or date heading pinned while you're in it; click a day in Month and the Day view opens on it. For builders with an in-house trade division — HVAC, dirt work, septic — the calendar keeps the rule that matters: availability is not permission. Someone from another division never reads plain free. Asking for them sends a staff request to that division's managers, who approve, decline or propose another time or person. Only an approval books the person, and it then shows on their calendar and on the project.
Also called: company calendar · team calendar · resource calendar · staff scheduling · who is available · pto calendar · time off requests · company holidays · site visit scheduling · staff request approval · crew availability
Free isn't the same as yours
Try itInside your division, an open day books straight away. Someone from another division reads needs approval, and the button says Request from that division. Their manager approves, declines or proposes another time or person — and only then is anyone booked.
A PM borrowed the dirt operator for pad prep, and the division manager found out when the man wasn't on his own job.
The screen won't let a PM take another division's operator by accident — the only thing the button can do is ask the man who runs that division.
Every request lands with the manager — and every answer is written down
Try itRequests for a division's people go to that division's manager under Requests. Answer approves the person asked for, approves someone else, proposes another time or person, or declines with a reason the asker reads. Time off to approve waits beside them, and Recently answered shows how each request went, so nobody has to phone to find out.
Whether a borrowed operator was coming on Thursday lived in a text thread between two managers.
The manager decides with the whole week in front of him, and the PM who asked sees the answer and the reason without chasing anyone.
By the hour, not just the day
Try itMeetings, site visits and time off have real start and end times, so the Team view can say Free after 12 PM instead of just busy. A strip under each day shows the working day with booked time filled in, and clicking a day says what booking that person would mean — Book for your own division, Request from theirs.
A man with a one-hour meeting showed as busy all day, so the job that would have fit his afternoon went to somebody else.
An afternoon opening is an opening. Seeing it at a glance means the half day gets used instead of written off.
Six months back, six ahead, in one scroll
Try itMonth is every month from six back to six ahead stacked in one pane — scroll and the month name and weekday row stay pinned while you're in it. The arrows and Today scroll instead of paging. Click any day and Day opens on it, where the days follow one another the same way; holidays are shaded and named in the month. Work comes from the build schedule, so the season ahead is already on it.
Checking what's three weeks out meant paging forward, losing the week you were looking at, and paging back.
A builder plans the season, not the month. Reading it as one list keeps your place, and the hours of any day are one click away.
Drag a meeting, hear about the clash
Try itWeek lays the days side by side by the hour, the date row pinned as you scroll through the weeks; a red line marks now. Drag one of your own meetings or site visits to another time or day and it moves — and if it now lands on someone's time off, another booking or outside their hours, the calendar names it straight away. Assignments from the schedule aren't dragged here; they move on the schedule. Week is a desktop view — on a phone it's Day and My week.
A walk-through got pushed to the afternoon by text, and the installer it was for had already left for the day.
Moving a meeting is the commonest edit there is. Making it a drag, with the clash said out loud, means nobody re-types it or finds out at the gate.
Checked while you book it
Try it+ New — or a click on an empty slot — opens a short form: what kind (meeting, site visit, appointment, hold, office, training), when, and who. Each person's calendar is checked as you go, and any time off, holiday or overlap is listed before you save; it warns rather than blocks, because a meeting can go ahead without someone. Pick a project and its address fills in. Who can see it sets whether others see the details, just Busy, or nothing.
A site visit was set for the afternoon the HVAC installer had taken off, and nobody knew until he didn't show.
The time to find out someone's out is while the visit is still being made, not when the customer's waiting at the gate.
Time off everyone can see, reasons only approvers can
Try itApproved time off blocks the day for everyone. The reason stays with the person, their approvers and their division's manager; everyone else sees Out. Part of a day works too — leaving at 1 PM, in at 10, out from 9 to 11. Crew ask from our app on their phone — no login.
A dentist appointment blocked a whole day, and the reason was on a board the whole shop could read.
Nobody books a man who's out, and nobody else learns why he's out.
Company holidays, once, for everyone
Try itAn admin opens Company holidays, ticks the US holidays the shop closes for — New Year's, Memorial Day, the day after Thanksgiving, and the rest — and adds their own, like a company picnic. Each year is its own list. A holiday shades everyone's day on the calendar; a meeting booked on it gets a warning, and approving a staff request for it is a hard stop that needs a written reason. In Team and My week the day reads Holiday: and its name, so nobody plans a site visit into it.
A site visit was booked for the Friday after Thanksgiving because the closure lived in the owner's head.
Closed days are a company fact. Entered once, they protect every calendar and every request from then on.
My week, on the phone
Try itAssignments come from the build schedule and equipment from its bookings. On a phone the calendar opens on My week — each day's meetings, site visits and job assignments in order, with the address, and how much of the day is still free.
The schedule said one thing, the group text another, and the whiteboard a third.
One place to look means the field reads the same week the office planned.
Your own phone calendar, kept up
Try itPut my calendar on my phone makes a private link. Subscribe to it once in Outlook, Google or Apple Calendar and your assignments, meetings, site visits and time off arrive there — read-only, refreshing on their own, with anything not yet confirmed marked tentative. Making a new link switches the old one off, and Switch my link off ends it. The same privacy rule applies: what arrives is only what you're allowed to see. Field crews also have our app.
The installer's phone calendar said he was free; the office calendar said he was on a job across the county.
People keep one calendar. Feeding the one already on their phone means the week they check is the week the office planned.
Who's coming, on the project
Every staff request made for a job shows on that job's project window as Requested & confirmed staff: the person or role, the day and hours, and where it stands — Confirmed, Waiting for approval, Manager proposed a change or Declined. It's read-only there; requests are made and answered on the calendar, and the card links straight to it.
The job's notes said an operator was coming; the request had been declined two days earlier.
The PM running the job shouldn't have to open a calendar to know whether the operator is coming Thursday.
- 1Team shows every person against the week, grouped by division. The colour and the thin strip under each day show when in the day they are free; click a day to book them or request them.
- 2Month, Week and Day scroll continuously — six months back, six ahead — with the heading pinned. The arrows and Today scroll rather than page, and clicking a day in Month opens Day there.
- 3+ New books a meeting, site visit, appointment, hold, office time or training — or click an empty slot. Pick a project and its address fills in. As people are added it checks their calendars and warns you ("Nate is on time off Thu afternoon") before you save. Drag your own events in Day or Week to move them.
- 4Request staff asks for a person by name, or for a role ("a dirt-work operator, Thursday 7–12"). In your own division it books straight away; for another division the button reads Request from that division.
- 5Division managers answer in Requests: Approve (or approve someone else), Decline with a reason, or Propose another time or person. Time off or a holiday on that day stops an approval unless the manager gives a reason.
- 6Approved staff appear on the person's calendar and on the project's Requested & confirmed staff card.
- 7Request time off takes whole days or part of a day — leaving at 1 PM, in at 10. The reason is private: approvers see it, everyone else sees Out. Crew can ask from our app with no login.
- 8Company holidays: tick the US holidays you close for, year by year, or add your own. A holiday blocks everyone's day.
- 9Put my calendar on my phone makes a private link that Outlook, Google or Apple Calendar follow, so each person keeps one calendar.
- 10Filters narrow it to people, a division, a project or a kind of item; Save as my view opens it that way next time on that device.
Builders with an in-house trade division share people between the build side and the trade side. Looking at a calendar and seeing an open afternoon is how a dirt-work operator gets double-booked — so the calendar separates is he free from may I use him, and only the manager of his division answers the second question. Time off has to be visible or nobody can plan around it, but the reason is nobody else's business — so everyone sees Out and only approvers see why. Half days matter on a jobsite, so time off and openings are by the hour, not just the day. Building seasons are planned weeks ahead, so the calendar reads as one long scroll instead of one month at a time. And a calendar only works if it is the one people use: assignments come from the schedule, equipment from the equipment bookings, and each person can carry theirs on the phone calendar they already have — no second schedule to keep up.
- Shared staff assigned by whoever saw an open slot first
- Time off that nobody else could see
- Private leave reasons visible to the whole company
- Meetings and site visits booked over someone's day off
- A separate calendar app the field never opened
- Approvals by phone call with no record
- Looking ahead one month-page at a time
- Meetings moved without anyone seeing the new clash