Calendar App

As you get things done with Timebook, the Calendar App becomes the central location for your time management.

Our calendar is based on a grid with blocks representing your scheduled events and tasks. This is a well-known concept, but Timebook features enhance it to let you schedule and manage your time with minimal effort and maximum efficiency.

Integrations

Timebook calendar is a powerful time management tool on its own. But you can enhance it even further by integrating it with external applications.

See the sections below for more information on which integrations are currently available.

Google Calendar & Google Meet

You can integrate Timebook Calendar App with your Google Calendar.

When registering a new Timebook account using a Gmail address, you will notice the "Google Permissions" screen. Make sure to select the checkbox next to the Google Calendar permissions entry.

This integration comes with the following benefits:

  • you can view and manage your Google Calendar in Timebook

  • you now have the full, two-way synchronization between Google and Timebook calendars

  • you can use Google Meet for video meetings created in Timebook

Zoom

You can integrate Timebook Calendar App with your Zoom account.

  1. Click your avatar in the top-right corner and select [User Preferences].

  2. Select [Integrations] from the menu on the left.

  3. Find the Enable Zoom integration option in the Meetings section.

  4. Set the corresponding toggle button to "ON".

  5. Use the resulting pop-up to log in to Zoom using your credentials.

  6. Grant Zoom the necessary permissions.

  7. Your Timebook account is now integrated with your Zoom account. You can start using Zoom features in Timebook's Calendar App.

This integration comes with the following benefits:

  • you can copy the video link dedicated to your event and share it with others

  • as a guest, you can join a Zoom meeting directly by either:

    • pressing the [Camera] icon on the block representing the meeting in your calendar

    • or opening the meeting's event card and using the [Join with video] button there

Date Picker

When you open the Calendar App for the first time, it is focused on the current day (or the current period if you are not using the 1-day view).

To quickly navigate to a different period in your calendar (to check your past or future schedules, for example), use the [Date Picker] in the top-left corner of the main screen.

Date Picker comes with the following buttons:

  • [Left arrow]
    Press it to see the previous day (or the previous period if you are not using the 1-day view).

  • [Right arrow]
    Press it to see the next day (or period).

  • [Today]
    Press it to return to the current day (or the current period) if you were viewing a different day (or period).

  • [Calendar icon]
    This opens a calendar widget that lets you navigate freely between dates and select a particular day to be displayed.

Scope

The horizontal bar at the top of the Calendar App is what we call the Scope.

Use the Scope to decide how many days will fit into a single view. You can start with the [Month] view for a better outlook of your schedule or pick the [1 day] option for a more focused view.

The following options are available here:

  • Month

  • Week

  • 3 days

  • 1 day

  • Schedule

The [Schedule] option stands out here, as it doesn’t just display a time period, but it shows you a constant flow of days. Scroll down to see an uninterrupted view of upcoming events and tasks. The [Schedule] view also shows you the amount of free time between events.

Calendar Settings

Use the options available in the Calendar Settings to customize how some aspects of your calendar are displayed.

Press the [Equalizer] icon in the top-right corner of the Calendar App to access the available customization options (see below).

Accounts

You can create multiple Timebook accounts and register them with different email addresses.

If you use these accounts on the same device, you might want to check the calendar associated with your other email. You don’t have to switch between accounts to do so:

  1. Use the [Toggle] next to one of your accounts to show or hide the calendar events associated with the account’s email address.

  2. Press the [Color box] to the left of the account name to pick a different color for all calendar events associated with this account.

Now you can see calendar events associated with multiple accounts, with each account represented by a color of your choice.

Availability

The following options are available here:

  • [Show availability]
    Use this toggle to show or hide your availability (working hours).
    Set it to “ON” to show a layer with your availability in the calendar.
    Set it to “OFF” to hide this layer.

  • [Show Appointments]
    Use this toggle to show or hide the Appointments that you host.
    Set it to “ON” to show all your hosted Appointment slots in the calendar.
    Set it to “OFF” to hide these slots.

  • [Show declined events]
    Use this toggle to show or hide the events you declined.
    Set it to “ON” to show all blocks of the events you declined to participate in on the grid.
    Set it to “OFF” to hide these blocks.

  • [Show weekends]
    Use this toggle to show or hide Saturdays and Sundays in your calendar.
    Set it to “ON” to show weekends (works only with “Month” and “Week” calendar views).
    Set it to “OFF” to hide weekends completely.

Advanced settings

This option takes you to the Calendar section of the User Preferences screen.

Here you can customize the appearance of your calendar a bit more:

  • decide if you want to see Sunday or Monday as the first day of a week

  • choose between the 12-hour or the 24-hour time format

  • define your working days & hours

The grid

Your Calendar App’s background, with the dates and times, is what we call the grid.

This is your platform for scheduling, moving, editing, and deleting events and tasks. Manage your calendar directly by interacting with the grid and the blocks representing scheduled meetings or work items.

Add new events

Adding new events on the grid is super easy:

  1. Press on an empty space anywhere in your calendar.

  2. Select the event type you want to add (see Event types for more information). Here you can choose from:

    • Meeting

    • Task

    • Shared Availability

    • Focus Time

    • Out of Office

  3. The Event Card opens, and you can define the event’s details (see Event Card options for more information).

There is another method of adding events in the Calendar App:

Press the [+] icon in the top-right corner to get a dropdown list of all available event types.

All Event types are available when using this method.

Also, if you want to create an all-day event, use the dedicated row at the top of the grid. This row is called [All day], and pressing on an empty space anywhere in it lets you create events of this type.

Move & extend events

You can also use the grid to move your scheduled events around. Just drag an event block and drop it to a new location. The guests you invited to this event will be notified about the change and will need to accept the new date & time.

To change your event's duration, drag the event block's lower edge up or down. The guests you invited to this event will be notified about the change and will need to accept the new time.

Tasks & Events drawer

The Tasks & Events drawer is a helpful tool that gives you more control over your calendar content. You can quickly access the most frequently used features from there.

To open the drawer, press the [Tasks & Events] icon in the top-right corner of the Calendar App. Pressing the icon again hides the drawer.

See below for more information on the tabs of the Tasks & Events drawer.

Tasks tab

This tab is your central place for quick and effective task management. Use the Tasks tab (and the calendar grid) to perform the following:

  • Drag tasks from the drawer and drop them on the grid. This books your time for completing this task by adding a block in your calendar.

  • Press the [Calendar] icon on a task in the drawer to set a due date for it.

  • Check the [Mark as done] box to change the task’s status to "Completed".

  • Press the [Link] icon to see the list of subtasks belonging to this task.

  • Press the [Priority] icon to modify the task’s priority.

Invitations tab

The name says it all: this tab holds all invitations you haven’t replied to.

So when you miss an important invitation, it will land in this tab and stay there until you reply to it (or its associated event starts).

Polls tab

Poll is a special type of event where the host creates a number of date & time options and lets the guests vote for the most convenient one.

This tab is a shortcut to all the Polls you are hosting. Open any of the cards representing your Polls to view the up-to-date status of the Poll. Check how your guests voted or decide to end the Poll by picking the final date of your meeting.

See Polls for more information.

Appointments tab

Appointment is a special type of event where the host defines their available time slots and guests can book any of these available slots.

This is a central place to show all the Appointments you are hosting. Open any of the cards representing your Appointments to get access to all available options.

See Appointments for more information.

Event types

In the Calendar App, anything you book your time for becomes an event.

Events are represented by blocks on the grid so that you can always see how busy your schedule is and which slots are still available.

Timebook comes with several different event types that have slightly different sets of options. This gives you the flexibility of scheduling your tasks and out-of-office commitments but also setting up meetings with others just by sharing your available time slots with them.

See below for more information on the available types of events.

Meetings

This is the concept you are probably familiar with from other apps. In short, this is when you want to meet with others at a specific time.

This is how you can set up a typical Meeting in the Calendar App:

  1. Press on an empty space anywhere in your calendar.
    (or press the [
    +] icon in the top-right corner of the Calendar App).

  2. Select [Meeting].

  3. The Event Card opens where you can do the following:

    • add guests

    • create a description for your Meeting

    • add a video conference link

    • make your Meeting a recurring one

    • add an agenda

    • define the time zone and the location

See Event Card options for all available Meeting settings.

Polls

Start a Poll when you want your guests to vote for the date & time that would be most convenient for them. So it is similar to scheduling a Meeting but with the benefit of asking your guests about their preferences.

As the host of a Poll, you just need to pick several time options (up to five) and name your guests. Timebook will then send invitations to vote to your guests. You will be notified whenever a guest submits their vote, but you can also track the progress of voting at any time.

Guests’ votes are just suggestions. As the host, it is up to you to confirm the final date & time of your Meeting.

To set up a typical Poll:

  1. Press the [+] icon in the top-right corner of the Calendar App.

  2. Select [Poll].

  3. Give your Poll a name, and add guests (like you would with Meetings).

  4. Add time options to your Poll by either:

    1. pressing [Add option] on the right

    2. or pressing on an empty space anywhere on the grid

  5. Use [Expires on] to pick the end date for your Poll. Guests won’t be able to vote after this date.

  6. Use the remaining options to customize the Poll.
    See
    Event Card options for all available settings.

  7. Press [Send] to save your selections and send the Poll invitations to your guests.

To close a Poll and schedule the final date & time for the Meeting:

  1. Open the [Tasks & Events] drawer.

  2. Open your Poll from the list of active Polls.

  3. Press [Schedule meeting].

Shared Availability

If you plan to have a 1-on-1 meeting and want to give your guest some scheduling flexibility, try the Shared Availability event.

As a host, you just need to define several available time slots that your guest will choose from. After that, you can copy the link to your event or send an email invitation directly to your guest. As soon as they pick one of the options, Timebook will create a meeting in the selected time slot.

To create a Shared Availability meeting:

  1. Press on an empty space anywhere in your calendar
    (or press the [+] icon in the top-right corner of the Calendar App).

  2. Select [Shared Availability].

  3. A new availability card opens. You can now add time options to your Shared Availability by either:

    • pressing [+Add] to the right of the [Availability] option

    • or pressing on an empty space anywhere on the grid

  4. Use [Meeting duration] and the remaining options to customize your Shared Availability.
    See
    Event Card options for all available settings.

  5. Press [Create]. From the resulting pop-up, you can either:

    • [Send email] to your guest to notify them

    • or [Copy link] that your guest can use to access the invitation.

When you create a Shared Availability event, your calendar will highlight the options with transparent blocks. You can select any block to access the Shared Availability page and change the details.

Once your guest selects one of the options, it will turn into a regular Meeting block in your calendar.

Appointments

Suppose you have free time slots that you regularly use for a series of meetings with different guests. In that case, you might want to use Appointments.

With this type of event, all you need to do is define your weekly availability, set an end date for the series of meetings, and copy the link generated for your Appointment.

Others can then use the link to book an Appointment with you on a “first come, first served” basis.

To create a series of Appointments:

  1. Press the [+] icon in the top-right corner of the Calendar App.

  2. Select [Appointment].

  3. Give your Appointment a name, and apply the basic settings:

    • use the [No end date] toggle to decide whether your Appointment should have an end date

    • select one of the values for [Appointment duration] to define how long a single meeting should take

    • use the [Break between appointments] option to book some free time between the meetings

    • you can also stop others from booking too far in advance or make last-minute bookings with [Book no sooner than] and [Book no later than] options

  4. Use the remaining options to customize your Appointment series.
    See
    Event Card options for all available settings.

  5. Press anywhere on the grid to start adding available time slots. You can drag the lower edge of a time slot to extend it. You can also drag the whole slot to a different day and time.

  6. Press [Create]. From the resulting pop-up, you can either:

    • [Send email] to your guests to notify them

    • or [Copy link] that your guests can use to book time with you


Others can book an Appointment with you by using the generated link (or email), selecting one of the available time slots, and registering with their name and email address.

You will receive a notification for every scheduled Appointment, which will also show as a block in your calendar.

You can check the status and manage your active Appointments by going to the [Tasks & Events] drawer.

Focus Time

Focus Time is here to protect your schedule from unexpected interruptions. It works like a regular Meeting by creating a block in your calendar so that you won’t receive any invitations for that time.

To create Focus Time:

  1. Press on an empty space anywhere in your calendar.
    (or press the [
    +] icon in the top-right corner of the Calendar App).

  2. Select [Focus Time].

  3. Give your Focus Time a name, and use additional options if necessary.
    See
    Event Card options for all available settings.

Blocks with the [Headphones] icon represent your Focus Time slots.

When others view your calendar, all Focus Times slots have the “busy” status.

Out of Offfice

Use this option to book time in your calendar for out-of-office activities.

Just like with Meetings, this creates a block on the grid, which tells Timebook you are busy and might not be in the office.

Use the [All day] option if you plan to be out of the office for the whole day. A small horizontal block represents this in your calendar.

See Event Card options for all available Out of Office settings.

Tasks (in Calendar App)

Timebook comes with a dedicated module for work management. But you can create tasks directly on the grid too. The advantage here is that you automatically book time in your calendar for newly created tasks.

To add a task using the grid:

  1. Press on an empty space anywhere in your calendar
    (or press the [
    +] icon in the top-right corner of the Calendar App).

  2. Select [Task].

  3. Give your task a name, and use additional options if necessary.
    See
    Task Card options for all available settings.

  4. Your new task now shows as a block on the grid.

Scheduling Assistant

Scheduling Assistant is a powerful tool that automatically finds a perfect time slot for Meetings. If you are tired of comparing calendars and finding a slot that works for everyone, let the Scheduling Assistant do it for you.

To schedule a Meeting automatically:

  1. Press on an empty space anywhere in your calendar.
    (or press the [
    +] icon in the top-right corner of the Calendar App).

  2. Select [Meeting].

  3. On the Event Card, use [Add guests] to invite people to your Meeting.

  4. Press [Scheduling Asisstant].

  5. Under [Suggested time options] define the length of your Meeting and the period in which you want to schedule it.

  6. Pick one of the automatic suggestions or press [Show more] to see other options.

  7. Press [Save] to confirm your choice and return to the Event Card.

Once you pick one of the suggestions, you can still edit it manually. Drag the green bar across the grid to change the Meeting’s time.

If you wish to ask your guests about their preferred date & time instead, press [Poll your guests]. See Polls for more information.

Event Card options

The following sections contain the complete list of the options you can use when creating Meetings, Polls, Appointments, Out of Office, and Focus Time.

Most of the options are common to all types of events but there are also some Appointment- and Poll-specific options that are listed in separate sections.

You might also want to see Task Card options for more information on how to set up tasks.

Basic options

[Name your event…]

This field is optional, but consider giving your event a unique name so that it stands out in your calendar.

[Host]

It is simply the person who created the event. This field is not editable: it is for information only.

[Add guests]

Decide who will be invited to your Meeting.

To add a guest, start typing their name and choose one of the matching results.

Once you add a guest, you can use the [Required/Optional] switch to the right of their name.

You can also remove a guest from the list by pressing the [Trash Bin] icon.

[Description]

Here you can add a brief description of what your event is about.

[Guests can invite others]

Set this toggle to “ON” to allow your guests to add more people to your event.

Set this toggle to “OFF” to block guests from adding more people.

[All day]

Set this toggle to “ON” to make it an all-day event and change how it is displayed in your calendar accordingly.

Set this toggle to “OFF” to make it a regular event with a defined duration.

[Scheduling Assistant]

Compare calendars and find the best time for your event automatically.

See Scheduling Assistant for more details on how to use this feature.

[Start]

Use the date & time pickers to define when the event starts.

[End]

Use the date & time pickers to define when the event ends.

[Repeat]

Decide if this event will be repeated regularly.

By default, newly created meetings are set to [Does not repeat]. However, you can change it by pressing [Repeat] and selecting the most suitable repetition cycle for your event.

You can choose one of the suggestions or use the [Custom] option. It allows you to create your own rule that defines your event’s repetition cycle.

[Video call]

Use this option if this is not a face-to-face event.

If this event is held remotely, make sure to use the [Select] menu to the right. From the list, choose the application used for hosting the meeting. The link for joining will be generated as soon as you create the event.

If your preferred platform for hosting meetings is not on the list, select [Add another] and paste a pre-generated link from your preferred platform.

[Agenda]

Create a list of items to be discussed.

Press [Add agenda] and start adding items to your agenda. You can do the following with each agenda item:

  • add a topic

  • define the time for the presentation

  • choose the presenter

  • add file attachments

Use the [Add agenda] item button and repeat the process to add more items

More details

[Time zone]

Specify the timezone for this event.

Use the dropdown menu to specify the time zone for which the event start & end times were set.

[Location]

Specify the physical location of this event.

To choose the event’s location, start typing and select one of the matching place names.

[Attachments]

Add file attachments to this event.

If you want your guests to have access to specific files before and during the event, use this option to add attachments.

Press [Add file] to upload a file from your device or from your Google Drive.

[Add tags]

Create or select a tag for your event.

Tags are used to categorize content and build references between similar objects.

Press [Add tags] and start typing to create a new tag for your event. You can also select one of the existing tags from the list.

[Color]

Select a color marker for your event.

This is a purely visual adjustment to make the event stand out in your calendar.

Press [Color] and select a colored square from the list. The background color of your event’s block changes to match your selection.

[Alarm]

Define notification settings for yourevent.

Decide when you want to receive a reminder about the event.

To change the default setting, use the [15 minutes] dropdown and select one of the available options.

[Show me as]

Decide if this event blocks your availability when others try to invite to meetings.

Choose one of the options:

  • [Busy]
    This event blocks your availability. Scheduling Assistant will mark this slot as “busy” when others check your availability,

  • [Free]
    This event does not block your availability. Scheduling Assistant will mark this slot as “free” when others check your availability.

The default value for all newly created events is “busy.”

[Preview invitation]

Once you provide the necessary details, you can use [Preview invitation] to see what the actual invitation email will look like.

Poll-specific options

[Meeting duration]

Define how long the proposed Meeting will take.

To change the default duration, use the [1 hour] dropdown and select one of the available options.

The duration of all voting options that you create for this Poll will change accordingly.

[Expires on]

Define how much time your guests have to vote before the Poll expires.

Use the date picker to select the due date & time for your Poll. Guest will not be able to vote after the due date passes.

Appointment-specific options

[No end date]

Use this option to turn your Appointment into an ongoing event

Set this toggle to “ON” to allow guests to book your time well into the future.

Set this toggle to “OFF” for the end date picker to appear. Use it to define the time limit for bookings.

[Appointment duration]

Use this option to define the length of a single appointment.

All available slots you defined on the grid will now be divided into blocks of this length.

[Breaks between appointments]

Use this option if you want to save book some time for breaks between appointments.

Extra time will now be added between appointment blocks on the grid. Adding breaks may change how many appointments can fit into your availability slot, so look at the grid after you add breaks.

[Book no sooner than]

Use this option to make sure others don’t book appointments with you too far in advance.

By default, others can book appointments as early as 3 months in advance.

[Book no later than]

Use this option to make sure others don’t make last-minute bookings.

By default, others can book until 10 minutes before the appointment.

Shared Availability options

Define when this availability will no longer be open for booking.

The default value here is [never], meaning that the availability will always be open for booking. But you can change it by using the dropdown and selecting one of the other options.