Calendar, tasks, and your personal diary

Why the Calendar matters

The Calendar page brings together planning and record-keeping in one place.

You can schedule work for your team, track what needs doing this week, and keep personal notes about what you see in the garden. The key is understanding what is shared with your workspace, and what belongs only to you.

In short

• Tasks and Events belong to your workspace and are shared
• Diary is private and follows your login across workspaces
• Switching workspace changes tasks and events, not your personal diary
• The calendar grid shows whatever your sidebar filters allow

What the Calendar page is

Open Calendar from the main navigation when you are signed in.

Layout

On desktop, the page is split into three main parts:

• Left sidebar, with tabs, lists, and FILTERS
• Main calendar grid
• Details panel, which opens on the right when you open an item

On mobile:

• The calendar appears at the top
• The list and filters open in a bottom drawer labeled 'Entries'
• Details also open in the bottom Entries panel

Calendar controls

At the top of the grid, you will see:

• View buttons: Month, Week, Day
• Today
• Previous and Next
• Month shows a grid of dates
• Week and Day show list-style views, not hourly slots

Interacting with the calendar

• Click a date to open the Create New panel
• Click an item to open the details panel
• Edit, save, or delete from there

Tasks, events, and diary, who owns what

The most important distinction is who the data belongs to.

Task - Shared

Tasks belong to the current workspace, not to an individual user. When you switch to a different workspace, you'll see the tasks for that workspace.

Events - Shared

Events are also linked to the current workspace. Switching workspaces displays the events associated with the selected workspace.

Diary - Personal

Your diary belongs to your user account, not to a workspace. It remains the same regardless of which workspace you are viewing.

In short
Tasks and events are your team’s schedule for this workspace.
Diary is your private notebook, it follows your account, not the garden.

Other workspace members cannot see your diary. Your diary is not duplicated or reset when you switch workspace.

Active workspace and diary-only mode

The Calendar normally shows data for your active workspace.

If no workspace is selected, you will see:

Diary only - select or create a workspace for shared tasks and events.

In this mode:

• Only the Diary tab is available
• Tasks and Events are hidden
• The calendar grid shows diary entries only
• Shared task features are disabled

Tasks, planning work

Creating a task

You can create a task in two ways:

• Click Add New Task in the sidebar
• Click a date on the calendar, then choose the Task tab in Create New

Fill in:

• Title
• Description
• Start date
• Due date
• Status
• Priority, High, Medium, or Low

You can also link tasks via the map page to:

• Plants
• Landmarks
• Areas
• Shapes

Assigning tasks

On some plans, you can assign tasks to other users.

• Available on Teams and Enterprise plans

Tasks without assignees are visible to everyone.

Task statuses

Tasks use these statuses:

• Pending
• In Progress
• Completed
• Overdue, set automatically when the due date passes

On the calendar

• Tasks appear with a coloured left border
• Multi-day tasks span from start to due date
• You can drag tasks on the month grid to change dates

Task filters

Open FILTERS in the Tasks tab.

You can filter by:

• Status, with Hide All and Show All
• Assigned user, where available
• Linked item type
• Date, year, month, or week
• Search by title, linked items, dates, or names

These filters control both the sidebar list and the calendar grid.

My Tasks on the map

You can also access tasks from the map.

Click My Tasks in the map controls.

This opens a panel showing tasks:

• Assigned to you
• Created by you
• Or unassigned

Use the day picker to move between dates.

Click a task to open it in Calendar, or follow the link to /calendar.

Tasks can also be linked from map items, using the Assign to Task button in the Details panel.

Events, shared schedule

Events are for dates that matter to the whole workspace.

Creating an event

• Click Add New Event
• Or click a date, then choose the Event tab in Create New

Fill in:

• Title
• Description
• Start and end date
• Type, Event, Holiday, or Other

On the calendar

• Events can span multiple days
• You can drag or resize them
• Colours reflect the event type

Filters

Use FILTERS in the Events tab:

• Event type
• Date
• Search

Events are shared with all members of the workspace.

Diary, your personal notes

The Diary is your private space.

Creating an entry

• Click Add New Diary Entry
• Or choose the Diary tab in Create New

Fill in:

• Date
• Title, optional
• Entry text

Privacy and portability

• Only you can see your diary entries
• They are tied to your login
• They stay with you when you switch workspace

This means you can move between gardens and keep your own notes accessible.

Showing diary on the calendar

Use the checkbox:

Show Diary Entries on Calendar

• On, entries appear on the grid
• Off, entries stay in the list only

Filters

You can filter by:

• Year, month, or week
• Search by title or date

There are no assignment filters, because diary entries are personal.

Details panel and Create New

Click any item to open the details panel.

Here you can:

• Edit fields
• Change dates or status
• Save or delete

The Create New modal includes tabs:

• Task
• Event
• Diary

In diary-only mode, only the diary option appears.

Practical workflows

Weekly planning

• Create Events for open days
• Create Tasks for preparation
• Assign tasks if your plan allows

Solo gardener

• Use tasks without assignment
• Record observations and notes in Diary

Switching workspace

• Your diary stays the same
• Tasks and events change with the workspace

Field work

• Use My Tasks on the map for daily work
• Use Calendar for planning

Troubleshooting

No Tasks or Events tabs

Likely cause - No workspace is currently active. Select or switch to a workspace to access Tasks and Events.

Cannot assign tasks

Likely cause - Your subscription plan does not support task assignment.

Diary missing

Likely cause - You may be signed in with the wrong account, or your display settings are hiding the Diary.

Teammate cannot see notes

Likely cause - Diary entries are private and are only visible to the user who created them.

Task shows as overdue

Likely cause - The task's due date has passed and it has not been marked as complete.

Calendar is empty

Likely cause

Your current filters may be too restrictive. Try clearing or adjusting the filters.

Link does not open the task

Likely cause

The task may belong to a different workspace, or it has been deleted.

Closing checklist

• Active workspace selected if you need shared tasks and events
• Understand that Diary follows your login, not your workspace
• Created or updated tasks with dates and links
• Check My Tasks (on map page) for daily work
• Checked Show Diary Entries on Calendar

Tasks vs diary in 30 seconds

• Tasks are shared work
• Events are shared dates
• Diary is personal notes
• Tasks and events change with workspace
• Diary stays with you wherever you go