Coming soon: We are introducing a fresh new look for record drawer and details pages on September 30, 2020. This article describes the current experience. Preview the upcoming improvements in your account now so you can get familiar with the new way of working in Aha!
Calendars bring your deliverables and timelines together in an interactive display that helps you plan ahead. Use calendars to visualize the delivery of your releases, features, and to-dos. Then organize them by the date value of your choice. Teams using Aha! to plan work with specific deliverable dates will find this report invaluable.
Note: This article refers to releases and features. Depending on your workspace type, you may see "schedules" and “activities" in your workspace.
Click any of the following links to skip ahead:
- Types of calendars
- Create a calendar
- How to use a calendar
- Customize your calendar
- Change your calendar view
- Share your calendar
Types of calendars
You can create several different types of calendars, each focused on a different type of Aha! record.
Initiatives: Initiatives are how you plan to achieve your strategic goals. They should all be measurable and time-bound. The initiatives calendar lets you get a sense of how many high-level initiatives your team has committed to and when you expect to start or complete them.
Releases: Releases group your features and epics around a release date. Viewing a release calendar gives you different insights than a release Gantt chart might.
Release phases: Your releases are broken up into individual phases, all of which contribute to that eventual release date. The release phases calendar allows you to see these phases in a more granular view than the release phase Gantt chart can provide.
Epics: It can be useful to group multiple features into epics. For organizations that are running multiple epics, an epics calendar allows you to track progress on each one and understand the resourcing constraints that may affect your roadmap.
Features: These calendars are useful for seeing at a glance how your features are progressing. With that perspective, you can rearrange due dates or anticipate challenges as needed.
To-dos: A to-do is the most granular level of work. Use this calendar to get a sense of your team's capacity. The to-do calendar will show what each team member has completed, what they are on track to complete, and where anybody might be overburdened.
Note: If you are particularly interested in your team's capacity, you might also want to use the capacity report for individuals.
Create a calendar
- To create a calendar, navigate to Releases > Calendar.
Note: The Releases > Calendar view is hidden by default in new Aha! accounts. If you would like to enable it, you can do so by customizing your menu navigation.
- The feature due date calendar will load by default. Click the Add calendar button to select another calendar.
- Calendars focus on a specific type of record in Aha! and can be organized by due date, start date, or a custom date. Once you have selected a calendar, click Create.
How to use a calendar
Once you have created a calendar, your records will populate on the calendar and stay up to date whenever a record is updated. You can also drag records without start or due dates directly onto the calendar from the calendar drawer. Or, reorder multiple records that exist on the same day to give a sense of prioritization.
Note: The way you have ordered your records within a day is unique to your calendar view. To share your view with others, save your calendar, then share it.
Records without dates will appear on the right side of the calendar, in a sidebar called Records with no <date field>. You can drag a record from this sidebar onto your calendar report to give it a date, click on it to open the detail drawer, and adjust any fields. Or you can search the list by record name with an optional Release filter.
Note: The filters at the top of the calendar trump the Release filter in the Records with no <date field> sidebar. A given release must be selected in the calendar's top-level Release filter before its records will show when you filter for it in the Release filter in the sidebar.
Customize your calendar
Just like Aha! reports, you can use dropdown menus at the top of your calendar as well as the Edit filters icon to filter down to the exact information you need.
Use the Customize view ⚙️ icon to show or hide weekends or to customize the records displayed in your calendar by clicking Customize cards. To customize your cards, drag fields onto the example card, adjust the size of the cards, include epics, or include a cover image. By default, a record's first attachment will become its cover image on the calendar report.
To design a smaller card, toggle to the Collapsed view option on the Customize record cards modal. Then, once you have designed an expanded and collapsed view, you can toggle between Big cards and Small cards options on the left side of the menu bar.
Change your calendar view
For many users, the calendar is just one way to view the same data. Often you want to examine the work your team plans to complete in a Gantt chart, visualize it in a calendar, or track its burndown progress.
Use the Change view type dropdown to switch between several common views while retaining any filters you have added.
Note: Filters you add yourself will transfer to a new view. Page filters — filters associated with the original view that cannot be removed — will not appear on the new view.
Your View type options are:
- Gantt: The Gantt chart view of your work.
- Details: The details view of your work.
- Progress: The burndown chart of a specific release.
- Calendar: The calendar view of your work.
Share your calendar
Once your calendar is ready, click Save to name it, save it, and adjust viewing permissions. You can share it with your stakeholders by selecting one of the export options through the Share button on the top-right of the page.
- To fold your calendar into a presentation, select Add to presentation. In your presentation, you can select the calendar's update frequency.
- To invite people outside of your Aha! account to view your calendar, select Share as webpage.
- For a static version of your calendar, export your it to PNG image or PDF document.
- You can also sync saved calendars with calendar applications like Apple Calendar, Google Calendar, and Microsoft Outlook Calendar.