foxxcyber/docsThe Client Calendar
Plan kickoffs, on-site weeks, interviews, readouts, check-ins and deadlines for each client, with times in their own time zone, and see them on the overview, the portfolio, Monitoring, your calendar feed and the client portal.
The Calendar tab holds what is planned with a client: the kickoff, an on-site week, interviews, the readout, program reviews, the monthly or quarterly check-in, deliverables and milestones. The engagement log keeps what happened; the calendar keeps what is coming.
The tab lists Coming up (soonest first, with how far away each event is and how often it repeats) and Past.
Add an event
Fill in Add to the calendar on the right of the tab:
| Field | Notes |
|---|---|
| Kind | Kickoff, On-site, Interview, Readout, Review, Check-in, Deliverable due, Milestone or Other. |
| Repeats | Once, Monthly, Quarterly, Every six months or Yearly. |
| Title | Leave it blank to use the kind's name. |
| Date and Through | One day, or a window such as an on-site week. |
| From, To and Time zone | Optional clock times. Blank means all day. The zone defaults to the one used on the client's last timed event, or Eastern time, and any standard zone name (such as America/Chicago) works. |
| How to join | A Teams link or a dial-in. |
| Location | Where it happens, such as "Client HQ, Norfolk". |
| Assessment | Optional: the framework assessment the event belongs to. |
| Notes | Internal. Never shown to the client. |
| Show in the client portal | On by default for kickoffs, on-site weeks, interviews, readouts and reviews, and off for check-ins, deadlines and milestones. When you add an event, the box follows the Kind you pick until you tick or untick it yourself. Shows the title, dates, time, how to join and place, never the notes. Untick it for anything the client should not see. |
Times are shown in the event's own zone and follow daylight saving, for example "10:00 AM–11:30 AM EDT".
Choose Add event to save it. On an upcoming event, the menu at the end of its row (the button with three dots) has Edit event, which opens it in the same form (Save event, or Cancel), and Remove event, which takes it off the calendar after a confirmation.
Where events show up
- Next up on the client overview, and in the Next up column of the portfolio.
- Monitoring, as Scheduled, from today on. A repeating event is listed by its next occurrence. A one-off event that has passed is over, not overdue, so it drops off. See Monitoring and Your Calendar Feed.
- Your calendar feed. Timed events carry their exact time, so Outlook, Google or Apple Calendar shows them in your own local time. Repeating events repeat in your calendar app, and windows span their days. The time, how to join and the place are in the event's description.
- The client portal, on the home page under Upcoming with your team, for events marked to show there. See The Client Portal.
Turn a past event into a log entry
On a past event, Log it in the engagement log opens the engagement log with an entry filled in from the event: its date, title, a matching type, and its time, joining details and place in the summary. Add what happened and the next steps, and save.
Who can change the calendar
- Admins, and consultants with edit access to the client, add, edit and remove any event.
- Viewers, and consultants who only read the client, read the calendar.
- Assessors from a partner firm see the events that are not tied to a framework (without staff notes on them) and the events of the frameworks their firm holds, and can add, edit and remove their firm's framework events, such as their interviews and on-site week. Events they add are always tagged to that framework. They never see another firm's framework events.
Adding, changing and removing events is recorded in the client's audit trail. Calendar events are part of a client backup.