Top 3 Fave Calendar Hacks

Transcript

Hey, it’s Cynthia. You’re on demand, Workfront CSM. I’m back with another top three video. This time I want to do top three favorite calendar hacks. Okay, so they’re just my favorites. There’s a lot of other people with favorites. But I do love the calendar. And if you haven’t started playing with the calendar, you totally should. Here’s a quick note about that. So calendars are not the same as reports. You’re going to put as much information in a report and probably do some text mode and do all sorts of different things with it. Calendars should be focused on specific information. Otherwise it gets too messy and your message gets lost. So I’m going to show you my top three favorite ones. And let’s start with number three, which is the easiest, really. Let’s just talk about PTO calendar. If your users are putting their PTO in Workfront, you should totally build a PTO calendar. It’s awesome. You can see what’s going on. The one here, I’ve got four different groups, all different color coded so I can see who’s off. And what’s cool about that when you build it, if you uncheck this little box here that I can say, I don’t need marketing execs and I don’t need human resources. I really only care about creative services and when they’re going to be here and when they’re not going to be here. So you can uncheck this and even remove a little bit of clutter. How do you build it? Well, you just create a new calendar and then just start putting in what specifically you want to see. In this case, it’s time off. So there’s tasks, projects, issues, and you click time off. You select the group that you’re interested in. You want to put username because you want to know the name of the person that’s off. And then you’re going to just name it, color code it, save it. And then you’ve got boom. And then you can just continue to add, add, add other groups if you want to. So that’s number three. I want to be a social media calendar. This is awesome. Like you totally do a sort of a marketing calendar or this one happens to be a social media calendar. So the difference between that and the last one in this one is that this is a template that I created and I put it on projects if there’s going to be some sort of social media post. Okay. And there’s a custom form. So I’m just going to click into this and you can see the social media task form is there’s supposed to be a Facebook post date for this project, this project called amazing idea on October 24th, 2022. And if I go back, here it is October 24th, 2022. So we’re doing Facebook posts then, then we’re going to do the Twitter posts, then we’re going to do Instagram. And what’s cool about this is if you have a bunch of different projects with different social media pieces, you can see that, Oh, we’re going to be posting, you know, same things or different channels on different projects on different days. You can really see very clearly what’s going on. So that’s my number two. I love this one. Okay. Number one, honestly, like this is super easy. If you just want to be able to have someone open a request and that information to just populate a calendar, for instance, how about if you’re doing new hire calendar, right? So if we’re doing a new hire start date calendar, if I go to requests and here is the help desk and someone says, okay, I want to add, like, I got a new employee starting. I’m going to put the person’s name, new person, and then I’m going to put, fill out all the fields and I’m going to put the target start date of whatever that date is. Okay. That is what is pulling to this calendar. I’m going to show you really quickly how that’s working. So here, we’re going to edit this calendar so you can see it, color coded, got a little teal thing happening. This is a custom date, right? This target due date is not a normal work front field. I did a custom field. Okay. And it’s coming directly from the issue so you can see, right? So here is the issue. I want to know if it’s an adding a person, so it’s got to be equal to, and I want the issue name because they’re putting the person’s name as the issue name. And so you can see on that calendar, it’s amazing, right? Like, here is the person’s name. This is when they’re starting. So if you’ve got people that are trying to like, I need to set up users and you have a bunch of new hire start on one day, you’d be easily be able to see it on the calendar. Here’s your last tip. Remember that PTO calendar? Okay. I’m going to show you on the added dashboard on requests. I’ve added that PTO calendar to that dashboard. And so anybody that’s going to be opening a project and they’re like, Oh, this person is off. Let me make sure that I don’t need it on certain days. So that’s another little bonus hack for you. I hope you are inspired. I love calendars. I really do. You can see on my screen, I have a bunch of them that I play with and just keep coming to our events and we’ll get