Everything in one place
- Appointments, availability and absence together
- Four views: week, month, list, availability
- Your own and the team's appointments in one view
Team calendar: appointments and availability for the whole team in one place.
The team calendar brings together appointments, availability and absences for the whole team in a single view: your own appointments, leave from HR, external appointments and project milestones. In sync with Outlook and common calendars, optionally connected to Microsoft Teams. Part of the [teamwork software](/teamwork/), included in every edition.
At a glance
What a shared team calendar has to do.
Three things decide whether a shared team calendar works day to day. All three run through the same view.
Availability at a glance
- Who is free, busy or away
- Clashes are shown instantly
- Find a slot without asking around
Connected to the system
- Leave and sickness from HR
- Project phases and milestones shown
- CRM contacts right on the appointment
The core
The whole team comes together in the calendar.
The team calendar is not just your own schedule. Your own appointments, your colleagues' availability, leave and sickness from HR, external appointments, birthdays, project phases and committed resources all come together in one view. So you can see at a glance who is on what and when.
Eigene Termine
Woche · 8
Urlaub & Krankheit
aus HR
Außentermine
Home-Office
Geburtstage
Team & Kunden
Projektphasen
+ Meilensteine
Ressourcen
verplant
VerfügbarkeitWocheMonat
Teamübersicht · KW 26 eine Ansicht
MoDiMiDoFr Brandt Sänger Okafor Reuß
Frei Mit Vorbehalt Beschäftigt Abwesend
Ein Kalender. Was im ganzen Haus Zeit kostet, steht an einer Stelle.
Presence
Who is in, who is out of the office?
In the colleague overview you can see straight away who is in the office, who is working from home and who is out on an external appointment. That saves queries and trips down the corridor.
- Leave and sickness from HR appear automatically as an absence, without anyone having to enter them twice.
- Home office and external appointments are visible as their own presence types; further ones such as training or vocational college can be added.
- Private appointments show colleagues only the time and duration, not the reason.
Anyone planning an appointment can see straight away who is actually available.
Finding a slot
Find a slot without the back and forth.
Whoever creates an appointment invites participants and sees on the timeline whether someone is already committed at the chosen time. The system flags clashes as soon as availability is not set to "free".
- Accept, decline or tentative: participants reply with a single click, and the status appears in green, amber or red behind the name.
- Availability status per appointment: Free, Tentative, Busy or Away.
- Appointment poll when the slot is still open: the team votes on the proposals.
That way the slot everyone can make is set before the first invitation goes out.
“Staff in both support and project planning can see orders and invoices. That was not possible before.”
Microsoft Teams
Teams meetings straight from the calendar.
With the optional Microsoft Teams integration, you create a Teams meeting directly inside the calendar appointment, activated by the customer using their own Microsoft account. The system sends the invitation automatically to internal and external participants, including when it changes.
- Join with one click from the calendar entry, without hunting for the join link.
- Other meeting URLs such as Zoom or Google Meet can be added to an appointment.
- Teams calls appear in the CRM call list; there is no chat sync with Teams channels.
More on this on the Microsoft Teams integration page.
Intro call
Show us how your team plans today.
In 20 minutes we go through where your appointments, availability and absences sit today and what a shared calendar brings together from that. You get an honest assessment of whether teamspace is a fit.
At a glance
The team calendar in four key points.
What makes the difference between scattered Outlook mailboxes and one view the whole team relies on.
- One view
for the whole team
Appointments, availability and absence together
- Four statuses
per appointment
Free, Tentative, Busy, Away
- Six ways
to be reminded
Popup, notification, internal message, SMS, email, report
- 1999
in Darmstadt
5 POINT AG, self-funded
Project calendar
The calendar that knows the project.
The team calendar can be used as a project calendar. It then shows the current project phase and the milestones, so that an appointment stands in the context of the project status rather than on its own.
- Project-related appointments alongside the phases of the project.
- The current phase and upcoming milestones right in the calendar.
- Committed resources become visible; if someone is scheduled for a project without booking time to it, that stands out.
How structure, phases and milestones emerge from projects is shown in project management.
The comparison
Separate calendars or a shared view?
Separate calendar islands
- Your colleagues' availability stays hidden
- Leave and sickness never show up in the appointment calendar
- Whoever plans first asks around for who has time
- Project phases and appointments live in separate worlds
teamspace team calendar
- Appointments, availability and absence in one view
- Leave and sickness flow in from HR
- The timeline shows who is free before you invite
- Used as a project calendar with the current phase and milestones
In detail
More functions around the appointment.
Six things the team calendar handles in passing, day to day.
Recurring appointments
Recurring appointments with a freely chosen rhythm and a stop rule by count or date.
Appointment polls
Agree a shared slot within the team instead of negotiating it by email.
Reminders and alarms
Popup, notification, internal message, SMS, email or report, at the appointment or at a time of your own.
Holiday calendar
Public holidays by your location, stored in the system and carried forward for the years ahead.
Colours and categories
Your own colours and categories for appointments, so a client, a training session or an internal matter can be told apart at a glance.
Permissions
Public, restricted or private per appointment, governed through central user groups.
Synchronisation
The same calendar on every device.
The team calendar keeps itself up to date with common calendars through the CalDAV interface, on the computer as on the smartphone. So you have your team's appointments with you on the move too.
- CalDAV for Apple Calendar, Google Calendar and Thunderbird.
- teamSync for Outlook on Windows, which keeps calendar, contacts and tasks in sync.
- Appointment invitations are sent straight from the system, and updates follow automatically.
Term
What is a team calendar?
A team calendar is a shared calendar in which a team keeps its appointments, availability and absences in one place. Unlike a personal calendar, it shows not only your own appointments but also when colleagues are available or out of the office.
In teamspace, the team calendar is part of collaboration: leave and sickness come from HR, project phases and milestones from the projects, contacts from the CRM. Through the CalDAV interface it syncs with Outlook, Apple Calendar, Google Calendar and the smartphone.
The benefit grows with the team: the more people keep their times up to date, the more reliably the calendar shows who is working on what and when, and the more easily a meeting finds a slot that suits everyone.
More from teamwork
Use cases around collaboration.
The team calendar is one area of the teamwork software. These areas sit right next to it and share the same user groups.
Task management
Open items with an owner, due date and status, linked to the project and hours.
Learn moreKanban board
Tasks as cards that move through status columns from waiting to done.
Learn moreScrum board
Tasks at sprint cadence, with a backlog and acceptance at the end of the sprint.
Learn moreCompany wiki
Knowledge kept central and versioned, linked to projects and customers.
Learn moreTeam forum
Topic areas, news and polls, separated by their own permissions.
Learn moreFile management
Store documents with versioning, on the project and the customer.
Learn more
At a glance
The team calendar is one area of teamwork.
The calendar holds the time, the board the work, the wiki the knowledge. How teamspace brings appointments, tasks, knowledge and files together in one application, every board with its own wiki, forum and file area, is shown in the overview of the teamwork software.
To the teamwork softwareBackground
A calendar that carries the team's day.
A calendar only becomes useful once the team trusts it. As long as appointments sit in individual mailboxes, leave on an Excel list and external appointments in someone's head, no one knows reliably who is reachable when.
One view instead of many islands. In the team calendar, your own appointments, your colleagues' availability and the absences from HR stand side by side. Whoever plans a meeting sees in the same window who is free, instead of asking three people.
Connected to the work. Because the calendar knows project phases, milestones and contacts from the system, an appointment never stands on its own. A client call hangs off the contact, a review off the project phase, a deadline off the milestone.
Taken along on every device. Through CalDAV and teamSync, the same calendar is there on the computer, on the Mac and on the smartphone. Whoever is on the move plans with the same state as the office.
Related modules
What the team calendar borders on.
Anyone keeping appointments in the team almost always also works on the project, the customer and the booked hour. Here are the shortest routes there.
Project management
From the appointment on the project comes the plan: structure, phases and milestones, up to date by the day.
- Phases and milestones in the calendar
- Gantt with predecessor logic
- Plan vs actual and contribution margin
CRM software
From the contact comes the customer file: appointments, records and history in one place.
- Contacts right on the appointment
- Digital customer record as a timeline
- Teams calls in the call list
Online time tracking
From the appointment comes the booked hour: presence, project time and absences.
- Book to a project or ticket
- Presence and project time kept apart
- Leave and sickness in the account
Intro call
Is a shared team calendar a fit for your team?
You show us how appointments, leave and external appointments come together at your place today. We show what a shared calendar simplifies from that. Then you decide whether the switch is worth it.
Frequently asked questions about the team calendar
Which views does the team calendar offer?
Four: week view, month view, appointment list and availability. The availability view shows all appointments per person, so you can see at a glance who is already committed and when a new appointment can be slotted in.
How do leave and sickness get into the calendar?
Automatically from HR. Approved leave and sick notes appear as an absence in the team calendar. On top of that, birthdays, external working days, projects and milestones can be shown, depending on what the overview should display.
How does the Microsoft Teams integration work?
Optional, activated by the customer using their own Microsoft account. You create Teams meetings from the calendar, manage them there and join with a click; invitations go automatically to internal and external participants. Teams calls appear in the CRM call list. There is no chat sync with Teams channels.
Who may see which appointments?
Three access modes per appointment govern that: public (visible to everyone), restricted (only for selected people or groups, with read or write permission) and private (only for the owner). Private appointments show colleagues only the time and duration, not the reason.
Can we see a team or a location separately?
Yes. In the team overview you choose which employees and which appointment types are shown and whether resource planning is taken into account. That way the calendar can be narrowed down to a team, a location or a group of people.
Can the calendar be synced with Outlook?
Yes, through the CalDAV interface, compatible with Apple Calendar, Google Calendar and Thunderbird. For Outlook on Windows there is also the teamSync program, which keeps calendar, contacts and tasks in sync. So the same calendar is there on the smartphone too.
Can we set up recurring appointments and reminders?
Yes. Recurring appointments repeat on a freely chosen rule, with a stop rule by count or date. For reminders there are popup, notification, internal message, SMS, email and report, each at the appointment or at a time of your own.
Which edition includes the team calendar?
The team calendar belongs to the teamwork layer and is therefore included in every teamspace edition, from light upwards. The Microsoft Teams and Outlook interfaces come with the office edition. Which edition suits your needs is something we clarify in the intro call; the prices are on the pricing page.
Intro call
Is a shared team calendar worth it for you?
We discuss your appointment and availability requirements and how leave, projects and external appointments can be brought together in one view. You get an honest assessment of where the switch is worth it.