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Calendar and events

The calendar brings everything with a date into one place — events, tasks, touchpoints and checklist items — so you can see what's happening and when. You'll find it in the left sidebar under Calendar, which has two views: Calendar (the month grid) and Events (the same events as a list). Each partnership also has its own Calendar tab scoped to that partnership, and your personal My Calendar collects the items assigned to you.

What shows on the calendar

The calendar draws four kinds of item, each labelled by type:

  • Event — something scheduled, like a game, an activation or a meeting. Events are created on the Calendar and belong to a season (below).
  • Task — a task that has a due date. Tasks are managed on task lists, most often a partnership's Tasks tab.
  • Touchpoint — a logged interaction with a date, tracked in Sales. Touchpoints are managed on a partnership's Overview page.
  • Checklist Item — an item on a task's checklist that has a due date. Checklist items live on the task itself.

Different views turn on different types by default — the main Calendar shows events and tasks, while My Calendar shows all four. Use the Event Type filter at the top of the calendar to show or hide each kind.

Events and seasons

Every event belongs to a season — you choose the season when you create it, and it's required. An event can also be tied to a partnership, which makes it a partnership event rather than a season event.

Both kinds appear on the main calendar. A partnership's own Calendar tab shows that partnership's events alongside the shared season events, so a partnership lead sees their events and the workspace-wide ones in one place. Use the Event Type filter to show only Season Events or only Partnership Events.

Event colors and locations

Every event has a color and can have a location. When you pick a location, its default color pre-fills the event's color — you can still override it. How the colors and locations themselves are set up is covered in Locations.

Event fields

Beyond the built-in details, a Site Admin can add custom fields that appear on events (the setup notes "Event Fields appear in the calendar module."). Those fields then show on the event's panel. See Custom fields for how to configure them.

Attaching events to tasks

You can link an event to a task so the work and the date travel together. On a task, choose Attach Event, then either:

  • Single Event — search for one event and attach it, or
  • Events by Location — attach every event at a chosen location.

To see the tasks attached to an event, open the event panel — click the event on the calendar, or open it from the Events list. The panel has a Tasks section listing every attached task with its partnership and status, and a View All Tasks button.

Opening an item

Clicking an item on the calendar opens the right panel for it:

  • Click an event → the Event Panel (its details, custom fields and attached tasks).
  • Click a task → the Task Panel.
  • Clicking a checklist item opens its parent task; clicking a touchpoint opens the touchpoint form.

What each role sees

The calendar respects what each person is allowed to see:

  • Collaborators see workspace events, their partnership's events, tasks with a due date, and — on the tasks they have access to — checklist items with a due date. Collaborators can see events on the calendar but can't open the full event panel.
  • Internal users additionally see touchpoints that have a date — touchpoints are internal only.

Subscribing to a calendar

You can connect a Trak calendar to Google Calendar or Microsoft Outlook so it stays in sync automatically.

  1. On the calendar, open the Export menu.
  2. Choose Subscribe to Calendar.
  3. Copy the Feed URL that appears. It's shown only once, so copy it before closing the window.
  4. Add that URL to Google Calendar or Outlook as a subscribed calendar (the window links the steps for each).

The feed reflects the filters on the view you subscribed from, and updates on its own as your data changes. Two things to know: the feed is a live subscription (not a one-time file), and it includes events and tasks only — touchpoints and checklist items aren't part of the subscribed feed even though they appear on-screen.

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