Events and calendar tasks

Every event in the calendar, such as a meeting or a deadline, has a panel with its details, the people involved and a discussion. When the work is done, one person marks it as done for everyone, with a few words on how.

VirgilTrack calls an event that people are assigned to a calendar task. Until it is marked as done, it counts as open work for each person assigned to it by name: it appears in their Due tomorrow and Overdue work emails. See Reminders.

Open an event

• In the calendar, select the event. See Calendar and reminders.
• Or select Open in VirgilTrack in an email about it, or select a reminder or a mention about it in your notifications. When you close the panel, VirgilTrack takes you to your home page.

The Event / Task panel opens on the right.

What the panel shows

• Badges: the event type, such as Meeting or Deadline, then Done once it has been marked as done, or Overdue once its end time has passed without that. All day marks an all-day event.
• The name, then Starts and Ends with the date and time, and the place, if there is one.
• Details: the event’s description, as plain text.
• Assigned to: the people and departments it is for, with “(department)” after a department’s name. did it beside a person means they marked it as done. “Nobody specifically” means nobody is assigned. Under them, Created by and the name of the person who added it.
• Files: the names of the files attached to it.
• Discussion, Done before and, at the bottom, Archive task… and Close.

Mark an event as done

You can mark an event as done if you created it, it is assigned to you, or it is assigned to your department.

1. Open the event.

2. In How did you get it done?, write a few sentences: the steps you took, who you worked with, and anything to watch out for.

   You need at least 15 characters. The next person given work like this sees your note.

3. Select Mark as done.

VirgilTrack shows “Marked as done.” and the panel closes. When you open the event again, it shows “Done by” with your name and the date, and your note.

The first person to mark it as done marks it for everyone. If you were assigned by name, did it appears beside your name.

Reopen an event

If it was marked as done by mistake, open it and select Reopen under the note. Only the person who marked it as done and the person who created it can reopen it.

Discuss an event

Use Discussion to ask a question or share an update with everyone involved.

1. Open the event.
2. Under Discussion, type in the box, Write a comment… use @ to bring someone in.
3. To bring a colleague in, type @ and the first letters of their name, then select them in the list.
4. Select Post, or press Ctrl + Enter.

People you mention get a notification, “… mentioned you”, that opens the event. If they haven’t seen it after 10 minutes and aren’t using VirgilTrack at that moment, they also get an email, unless they have switched off emails for Mentions.

The panel shows the latest four comments. Select Show … earlier to see older ones.

See how similar work was done

Select Done before to see finished work in your organisation that is like this event, with who did it and how. Select Summarise how others did it for a short summary.

Archive an event

Archive an event or calendar task that is no longer needed, for example one created by mistake, without marking it as done. You can archive it if you created it, or if you are a manager or the CEO.

1. Open the event.
2. Select Archive task… at the bottom of the panel.
3. In Archive this task?, say why, for example “Created by mistake”.
4. Select Archive.

You must give a reason: without one, nothing is archived. An event that is done can’t be archived.

Once archived, the event no longer counts as open work, so it leaves the Due tomorrow and Overdue emails. It disappears from the CEO’s calendar, but employees and managers still see it on theirs, and its event reminders are still sent. See Reminders.

Versigtig

You can’t undo archiving from the panel. Make sure the event really isn’t needed.

If something goes wrong

What you see	Why	What to do
There’s no How did you get it done? box.	The event isn’t assigned to you or your department, and you didn’t create it. Or it’s already done.	Ask one of the people it is assigned to.
Mark as done stays grey.	Your note is shorter than 15 characters. Point at the button to see “Describe how it was done first”.	Write a little more.
There’s no Reopen.	Only the person who marked it as done and its creator can reopen it.	Ask one of them.
“This event no longer exists, or you don’t have access to it.”	The event was removed, or belongs to another organisation.	Close the panel.
“That task no longer exists.” after selecting a link	The event was removed.	Nothing to do.

Related

• Add an event
• Reminders
• Calendar and reminders