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  3. Live Demo: Yearly Planner Calendar

Live Demo: Yearly Planner Calendar

About the Yearly Planner live demo

Open the Yearly Planning Calendar live demo. This annual planner for organizational and industry events demonstrates long-term planning with Year view.

Scenario: Annual organizational planner

Employees need to stay informed of important events within the organization and the industry over the months ahead. A Teamup calendar showing a whole year at a glance is a simple and effective solution. You can schedule, track, and share both internal and external events easily, as shown in this live demo.

The calendar structure, with sub-calendars representing event categories, makes it easy to sort events by type and get quick visual cues about upcoming events from the color-coding. With Year view and dedicated sub-calendars, you get a bird’s eye view of the year ahead and can avoid scheduling conflicts or event bottlenecks.

Key features for the Yearly Planning Calendar

  • Calendar structure: Color-coded sub-calendars represent different categories or types of events. The colors provide a quick visual cue when looking at events over the course of the year.
  • Calendar views: Year view is set as the default calendar view, making it easy to see a whole year at a glance. You can adjust the number of months displayed in Year view. To view event details, switch to another calendar view (e.g. Table view, Agenda view, or Week view).
  • Customized calendar access: Set up customized access as needed for the use case (see below for examples). Customized access with appropriate permissions can help reduce internal communication inefficiency and support a company culture of transparency and agility.

Use Case 1: Informational dashboard of company and industry events

In this use case, the calendar is updated by a select group of schedulers: people with authority to add and manage events. Events include industry events, such as trade shows and conferences, which are scheduled outside of the company’s control as well as corporate and internal events. Most employees only need to view the events on the calendar.

  • Create and share a read-only shareable link with the whole company and/or embed the link into an internal web page.
  • Add the select group of schedulers as account users with a permission level that allows them to add, edit, or deleted events (e.g. Modify, Add-only, Modify-my events).

Use Case 2: Collaborative portal for internal and external events

In this use case, the calendar is more collaborative: most employees are allowed to add events to the calendar, but not change or delete events created by others. Supervisors or schedulers might add corporate events, such as IT audits; internal events such as regional meetings and employee training can be added by the appropriate team lead, and individual employees can be encouraged to add their own relevant events to the calendar. A collaborative events calendar promotes active employee contribution and visibility, and supports the long-term growth of a healthy, involved company culture.

  • Create and share a read-only shareable link with the whole company and/or embed the link into an internal web page.
  • Create an add-only link to share with employees so they can add their own events to the calendar. The add-only permission prevents any individual employee from removing or modifying an event added by another employee.
  • Add an individual or select group as account users with a Modify permission level. They can vet all events added to the calendar, add key details, or remove any inappropriate submissions.
  • Alternatively, set up the calendar with an approval workflow for all employee event submissions.

Using this live demo

Explore this scenario by opening the demo Yearly Planner and Calendar, then use the links and tips in the About box (in the left sidebar of the calendar).

  • Work with the calendar itself: Do scheduling with a bird’s eye view. Adjust the number of months. Try collapsing a folder to hide all the sub-calendars it contains. Switch calendar views for a different layout. Try sorting data by columns in Table view.
  • Work with events: Copy or duplicate an event with the right-click context menu. Drag and drop an event from one month to another. Plan ahead and upload reference files to the Description or  Attachments field.
  • Explore the calendar settings: From the blue menu in the top right corner, select Settings. There you can add and organize sub-calendars to test for your needs, add custom fields, and change any other defaults. Do try to create calendar links with different types of access permissions and role play as a read-only user vs. a user with modifying permissions.

When you’re ready, you can create your own Teamup calendar. Follow the steps below if you want to recreate this live demo Yearly Planner scenario for your own calendar.

How to set up a yearly calendar

This scenario is a simple example of managing one dimension (types or categories). You can capture other details with custom event fields. You can also add a second dimension with another set of sub-calendars.

A yearly planner calendar can be used for annual organizational planning.

Create sub-calendars

  • Create a sub-calendar for each major event type (e.g. Industry, Corporate, Internal).
  • Add a sub-calendar for major public holidays to avoid planning events which conflict with holidays and to keep seasonal trends in mind. Alternately, set up an inbound iCalendar feed for public holidays.
  • If you add another set of sub-calendars, you can organize the sub-calendars in folders.

Customize access

Give customized access to all calendar users.

  • Employees who need to work with events on the calendar should have add-only, modify-my-events, or modify permission.
  • Employees who need to view the events on the calendar can have read-only permission.
  • See more about each level of access permission.

You can also create a secure, read-only link to the calendar which could be shared on the company’s intranet, embedded in a webpage, or shared in company emails.

Configure other settings

Set Year view as the default calendar view. Adjust other settings such as available calendar views, time zone, date format, etc. If desired, add custom event fields to capture event details and notes or manage other factors that influence annual organizational planning.


Updated on August 31, 2023
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