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

  • 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 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
  • 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 tag
  • Delete — from the detail view, or drag the event to the delete zone

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. 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, 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)

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.