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 — the task is now a real calendar block, linked back to the todo and its source note, and your backlog is one item shorter.

Drag again to reschedule. Drag the bottom edge to resize. The link stays intact.

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

Views

  • Month — overview of the full month with event indicators
  • 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 open a picker for how many days to show.
  • 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. Today jumps you back to the current date.

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.

Other ways to create events

  1. Click an empty slot in week or day view for the quick-create popup
  2. Drag a time range to create an event with that exact duration
  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 time-blocked

  • The calendar event shows which task you’re working on
  • The todo shows when you’ve scheduled time for it
  • The coach knows both, so it can suggest better scheduling next time
  • 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 creates the blocks for you.

Editing events

  • Drag to move — grab an event and drag it to a new time or day
  • Drag to resize — grab the bottom edge of an event to change its duration
  • Click to edit — open the event detail to update title, time, description, or linked todo
  • Delete — from the detail view, or drag the event to the delete zone

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. Skip individual occurrences by adding exception dates — no need to delete the whole series.

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. Click Hide routines in the toolbar to filter them out of the view entirely; Show routines brings 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 and click Connect Google Calendar. CoachKeeper creates its own dedicated calendar inside your Google account 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

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)

Click the clock button in the calendar toolbar to open Planning preferences. 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 calendar displays colored bands showing your available hours, making it easy to spot free time at a glance. The button fills in once you have windows configured.

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.

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.