Calendar and reminders

The calendar brings your dates together in one place: meetings and other events, the due dates of strategy tasks, risk control reviews and scheduled risk reviews. Before each date, VirgilTrack reminds the people involved.

Open the calendar

Select Execution›, then Calendar. Everyone in an organisation has Calendar in their Execution menu. See Find your way around Execution.

The calendar opens on a list of this week.

The calendar in the month view, as a manager sees it

What’s on the calendar

Each kind of item has its own colour and a small icon before its title.

Item	Looks like	Shown	Who sees it
Events and calendar tasks: meetings, deadlines, trainings and other events	Blue, with a calendar icon	From their start time to their end time	Employees: the ones they created, or that are assigned to them or their department. Managers: also every event created in their department. The CEO: every event in the organisation.
Strategy tasks that aren’t done	Purple, with a rocket icon	All day, on their due date	Employees: their own tasks. Managers and the CEO: every open strategy task in the organisation.
Risk controls that aren’t implemented	Dark red, with a shield icon	On the control’s next review date, from 08:00 to 17:00	Employees: controls they created or are responsible for. Managers: also the controls of their department’s risks. The CEO: every control in the organisation.
Scheduled risk reviews, including ones already done	Dark red, with a magnifying glass icon, named Risk Review: and the risk’s code	At the review time, for 30 minutes	Employees: reviews for them, and for risks they are responsible for. Managers: also their department’s. The CEO: the whole organisation’s.

Calendar tasks are events that someone must do something about, such as a deadline. VirgilTrack treats every event assigned to a person as a calendar task, until someone marks it as done. See Events and calendar tasks.

Move around the calendar

The buttons above the calendar change what you see:

Button	What it does
The arrow buttons	Go to the previous or next week (in the list) or month (in the month view).
today	Go back to the current week or month.
list	Show the week as a list, day by day, with each item’s time. This is how the calendar opens.
month	Show the whole month as a grid.

The title above the calendar shows which week or month you are looking at. The month view also shows week numbers.

Select a date’s number, or a week number, to see just that day or that week. Select list or month to go back.

In the month view, a day shows up to four items. If there are more, select +2 more (or however many there are) to see them all. In the list, “No events to display” means there is nothing for you that week.

Show or hide kinds of items

Who can use this:ManagerCEO

Managers and the CEO have a Calendars card beside the calendar. Untick a box to hide those items, and tick it to show them again:

• General Meetings: events and calendar tasks.
• Strategy Tasks: strategy tasks.
• Risk Activities: risk controls and scheduled risk reviews.

All three are ticked when you open the calendar.

Open an item

Select an item to open its panel on the right of the screen. Select Close, Cancel or outside the panel to close it. If you saved a change, the calendar updates when the panel closes.

You select	The panel	See
An event or calendar task	Event / Task	Events and calendar tasks
A strategy task	Strategy Task	Update a strategy task from the calendar
A risk control	Risk Control Details	Mark a control as implemented
A scheduled risk review	Risk Review Details	Record a scheduled review in the calendar

Add events and move items

• To add a meeting, deadline or other event, see Add an event.
• Managers and the CEO can drag items to another day. See Move an item to another day.

Reminders

VirgilTrack reminds people before their dates: 7, 3 and 1 days before an event, a risk review or a control review, and again on the day. It also sends a morning email about work due the next day, and one about overdue work. See Reminders.

Tip

The calendar shows all three kinds of work together: strategy tasks, calendar tasks and risk controls. Look at the month view at the start of each month to see what’s coming.

Pages in this chapter

• Add an event: put a meeting, deadline or other event in the calendar, and invite people or departments.
• Events and calendar tasks: open an event, mark it as done, discuss it, or archive it.
• Update a strategy task from the calendar: change a task’s status, ask for more time, or discuss it.
• Move an item to another day: drag events, tasks and controls in the month view.
• Reminders: every reminder VirgilTrack sends, when, and how to choose how they reach you.