Calendar

Plan your time with month, week, and day views. Time-block tasks, set availability windows, create recurring events, and sync two-way with Google Calendar or via ICS.

Drag a task onto your day

This is what makes the calendar different. The week and day views ship with a todo tray alongside them, showing every unscheduled task in your backlog. Grab one. Drop it on a free slot. Done — that task now occupies that time.

The block is the task. Not a copy of it, not an event pointing at it: the same task, showing where you put it. Rename it on the board and the block renames itself. Tick it off on the calendar and it’s done everywhere. Nothing to keep in sync, because there’s only one of it.

Drag again to reschedule. Drag the bottom edge to resize. Click the × to take it off the calendar — the task returns to your backlog untouched, and that’s undoable.

This is the whole pitch of the calendar: it isn’t just a meeting tracker, it’s where intentions get turned into time.

Deadlines are not time blocks

A task can carry two completely different dates, and the calendar draws them differently on purpose:

  • Scheduled time — when you’ll do it. A solid block you can drag, resize, and tick off.
  • A due date — when it’s owed. Drawn as a dashed, flagged outline on that day, never as a filled block.

A deadline isn’t a commitment of time, so it never looks like one, and it can’t be dragged, resized or deleted from the grid — change it from the task itself. Clicking one still opens the task. Overdue deadlines turn red.

When a day collects more deadlines than fit, they collapse into a +N due chip; click it to expand that day. Deadlines are also left out of the mini-month’s density dots, so a pile of overdue work doesn’t make a free day look fully booked.

Views

  • Day / N days — an hourly grid that sizes itself to fit your actual schedule and auto-scrolls to where your events are, instead of showing a fixed block of empty hours. Tap the multi-day tab a second time to choose how many days to show (2–6).
  • Week — a real week, starting on the first day of the week for your language (Sunday in English, Monday in Spanish). Desktop only; a phone has no room for seven columns.
  • Month — the full month, each event led by its start time
  • Agenda — a rolling 30-day list starting from wherever you’ve navigated to, rather than snapping to calendar weeks

Switch with the buttons in the header — a + New button sits alongside them on desktop. Now jumps you back to the current date. In the day and week grids, click a day’s header to open that day on its own.

A persistent mini-month rail sits alongside the grid on wide screens: a dot marks any day with events, and an upcoming-events list below it lets you jump straight to a day.

12- or 24-hour time — every time the calendar prints follows one choice, set under View → Clock. Until you pick, it follows your browser’s region.

Open anything beside the grid

On a wide screen, clicking an event opens it in a side panel to the right of the grid — the calendar stays where it was. Clicking a scheduled task or a deadline opens that task in the same panel. Click another item and the panel switches to it; your unsaved edits are kept.

  • The item open in the panel is ringed on the grid, and dragging it there updates the panel
  • Drag the panel’s left edge to make it wider or narrower
  • Full page opens the event on its own page; going back returns you to the same week
  • Esc or ✕ closes the panel, and so does the browser’s back button

On narrower windows and on a phone, an event opens as a page of its own, as before.

Other ways to create events

  1. Click an empty slot, or drag a time range, in the day, multi-day or week grid. A small form opens: type a title, adjust the start time, or pick a length (15 minutes to 2 hours). More details opens the full editor — beside the grid on a wide screen.
  2. + New creates an event on the day you’re looking at (at 9:00 on a day other than today)
  3. Quick Capture — press Alt+I (or Cmd+I) and type “meeting tomorrow at 2pm”
  4. Ask the coach in chat: “Schedule a meeting tomorrow at 2pm”

What you get when a task is scheduled

  • The calendar shows the work itself, not a stand-in for it — with a checkbox, so you can tick it off where you’re looking
  • Completed blocks stay put, struck through and faded, so the day reads as a record of what happened rather than emptying out behind you
  • The task knows when you planned to do it, and your backlog stops offering it up as unscheduled
  • The coach sees your blocked-out time as busy, so it won’t propose a slot you already claimed
  • When you sit down to work, the full context (notes, checklist, estimates) is right there

Ask the coach “Schedule my top 3 backlog items this week” and it checks your availability windows and blocks the time for you.

Day-scoped work — “sometime Thursday” — lives in the all-day lane across the top of the day and week grids, alongside all-day events and deadline markers.

Editing events

  • Drag to move — grab an event and drag it to a new time or day. Moves snap to 15 minutes, and events may overlap — two meetings at once sit side by side.
  • Drag to resize — grab the bottom edge of an event to change its duration
  • Click to edit — open the event to update title, time, notes, or tag
  • Delete — from the event editor, with the × on the event, or with Backspace while it’s open in the side panel. A notice with Undo follows every delete.

Events are for meetings and outside commitments. To block time for your own work, schedule the task — there’s no need to create an event that stands in for one.

Recurring events

Set events to repeat daily, weekly, monthly, yearly, or on a custom interval (every N days, weeks, or months). Recurring events are ideal for:

  • Standup meetings
  • Writing or deep work blocks
  • Weekly reviews
  • Exercise or habits

When editing a recurring event, you can choose to edit just this occurrence or the entire series. The same question appears when you drag or resize an occurrence on the grid: all events in the series moves every occurrence by the same amount. Skip individual occurrences by adding exception dates — no need to delete the whole series.

Saving an event keeps repeat rules the editor can’t show — such as “every Monday and Wednesday” written by an agent or by Google — unless you change the repeat setting yourself.

Recurring occurrences render with softer color and a small repeat icon, so a week of standups and lunch breaks fades into the background and the one-off events stand out. Turn off View → Show → Routines to filter them out of the view entirely; turn it back on to bring them back.

Color-code with tags

Events can carry a tag, just like notes and todos. Set one from the event editor’s tag picker and the event’s blocks take on the tag’s color across the calendar — recurring occurrences included. A week where meetings, deep work, and personal time each have their own color reads at a glance.

Connect Google Calendar (two-way sync)

Open Settings → Calendar Sync, give the calendar a name (or leave it as CoachKeeper) and click Connect Google Calendar. CoachKeeper creates its own dedicated calendar inside your Google account under that name and only ever writes there — it can’t see or touch your existing Google events, just their free/busy times. From then on:

  • Events you create, edit, or delete in CoachKeeper (including via chat, MCP, or ICS import) appear on that calendar within about a minute
  • Changes made on the Google side sync back to CoachKeeper automatically
  • Settings shows when it last synced, and flags if Google access needs to be reconnected
  • Time you’re already booked on your other Google calendars appears on the week and day views as a soft grey hatch, so you can see at a glance which hours are genuinely free. CoachKeeper only ever learns that you’re busy — never the title, guests or location — and the AI assistant reads the same blocks, so it stops proposing slots you’re already committed to

The name matters more than it looks: Google’s sidebar shows a calendar’s name and nothing else. If you connect the same Google account twice — two CoachKeeper accounts, or a test setup alongside your real one — give the second a different name or you’ll end up with two identical entries and no way to tell which is which. Reconnecting later reuses the calendar you already have rather than making another.

Disconnecting gives you a choice: keep the calendar CoachKeeper created (it just stops updating) or delete it from your Google account too.

Sync with other calendars (ICS)

Below Google Calendar, the same Settings → Calendar Sync page connects CoachKeeper to Apple Calendar or any app that speaks the standard calendar format — useful if you don’t use Google, or want a read-only feed alongside the two-way Google sync.

  • Subscribe from another calendar — generate a private feed link and paste it into Google Calendar (“From URL”) or Apple Calendar (“New Calendar Subscription”). Your CoachKeeper events appear there and refresh automatically. Anyone with the link can read your calendar, so treat it like a password — you can rotate the link (invalidating the old one) or disable it anytime.
  • Export .ics — download all your events as a single .ics file for backup or a one-time move to another app.
  • Import .ics — bring events in from a file exported by another calendar app. Re-importing the same file is safe: duplicates are detected and skipped, and the result tells you how many events were created versus skipped.

Planning preferences (availability windows)

Open View → Planning preferences… in the calendar toolbar. This is where you define your weekly availability — the hours you’re open for work. For example:

  • Monday–Friday, 9:00 AM – 12:00 PM
  • Monday–Friday, 2:00 PM – 6:00 PM

The day and week grids show your available hours as a faint green wash, so free time is easy to spot without competing with your events.

The AI uses these windows when scheduling. Ask it to “plan my week” and it only fills slots within your availability — it never overbooks you. If you haven’t set any windows yet, the coach will ask you to configure them rather than guess your hours.

You can also set:

  • Default task duration — for quick time blocks (e.g., 25 minutes for pomodoro-style sessions)
  • Valid until — how far ahead these windows apply, from just this week up to 8 weeks out. After that date your availability lapses, so extend it when your routine holds steady.

The Today view has a quicker path for day-to-day tweaks: edit the current day’s windows, default duration, and the break gap between consecutive blocks inline, without opening the full preferences.

On a phone

  • Swipe the grid left or right for the next or previous day (or days). In Day and Agenda, a row of dates sits on top — tap a date, or swipe the row for the next or previous week. In 3 days, the column headers are the dates: tap one to open that day.
  • Tap an empty slot to create an event there; hold and drag to choose a longer range
  • Tap the date at the top to pull the month down and jump to any day
  • Leaving an event with the back arrow or a swipe keeps the changes you typed

Keyboard

With the calendar on screen and no text field focused: T today, J / K (or → / ←) next and previous, D X W M A for day, 3 days, week, month and agenda, C for a new event, Backspace to delete the event open in the side panel, Esc to close it. See Keyboard Shortcuts.

Tips

  • Use the week view for planning. Month view is for the big picture; week view is where real scheduling happens.
  • Set your planning preferences first. Once the AI knows your hours, it can schedule your tasks intelligently.
  • Time-block with the tray. The todo tray makes it visual and quick — drag your most important tasks onto the calendar at the start of each day.
  • Ask the AI to plan your week. Instead of manually arranging blocks, tell the AI what you want to accomplish and let it propose a schedule you can adjust.