Join, create, and manage calendar events from ClickUp!

This article is about your Personal Calendar. If you want to learn more about Calendar view, read Intro to Calendar view.

What you'll need

• The Personal Calendar is available on every ClickUp plan.
• Guests can use the Personal Calendar.
• The Google Calendar integration is available on every ClickUp plan.
• The Outlook Calendar integration is available on every ClickUp plan.

Authorize Personal Calendar access to Microsoft 365

To authorize your Personal Calendar, ClickUp requires a Microsoft admin to approve the necessary scopes.

Open your Personal Calendar

There are two ways to open your Personal Calendar from the toolbar:

• To the left of the search bar, click the calendar icon.
• In the upper-right corner, open the Quick Action menu and select Planner.

If you haven't connected a Google Calendar or Outlook Calendar, you will be prompted to do so.

Two-way sync calendar events

After you connect a Google Calendar or Outlook Calendar, event changes made in ClickUp will automatically update in your external calendar and vice versa.

To see when your Personal Calendar was last synced, hover over the refresh icon in the upper-right corner.

Change week and timescale

Change the week and timescale of your Personal Calendar to only display the dates you need to see.

Change the week

To move between days and weeks, scroll left or right.

To select a different week:

1. In the upper-left corner of your Personal Calendar, click the current month.
   
2. Select the week you want to view.

Change the timescale

You can change your Personal Calendar's timescale using the timescale dropdown or keyboard shortcuts.

From the timescale dropdown

To change your Personal Calendar's timescale from the timescale dropdown:

1. In the upper-right, click the current timescale. By default, Week is selected.
2. Select a timescale:
• Day
• 4 days
• Week
• Month

Using keyboard shortcuts

You can change your Personal Calendar's timescale using the following keyboard shortcuts:

• Day: 1
• 4 days: 4
• Week: Shift + W
• Month: Shift + M

Change the timezone

You can change your Personal Calendar's timezone from the timezone menu or the dock.

From the timezone menu

To change your Personal Calendar's timezone from the timezone menu:

1. In the upper-left, click the plus icon next to the current timezone.
2. Search for and select a timezone.

Move the timezone menu by dragging and dropping it!

From the dock

To change your Personal Calendar's timezone from the dock at the bottom:

1. In the dock, click the search bar.
2. Search for and select a timezone.

Use the Planner to prioritize work

Use the Planner on the left to schedule work and block time.

Expand or collapse the Planner using the sidebar icon in the upper-right corner of the Planner.

By default, tasks in the Planner are organized into four categories. You can collapse or expand any of the categories by clicking them:

• Priorities: Tasks from your Personal Priorities.
• Assigned to me: Tasks assigned to you.
• Overdue: Tasks that are overdue.
• Backlog: Every task matching the List and filters you have selected. Similar to List view, you can choose how subtasks are displayed, add filters, and search for tasks.

Click any task to open it in the right sidebar without leaving your Personal Calendar! 

Prioritize tasks from the Backlog or Overdue sections

Move tasks from the Overdue and Backlog sections of the Planner to the Priorities section:

1. Hover over the task.
2. Click the flag icon.

Adding a task to the Priorities section also adds it to your Personal Priorities.

Use AI suggestions

If your Workspace has ClickUp AI, you can receive AI-generated suggestions of tasks to prioritize:

1. Under the Priorities section, click Suggestions.
2. Hover over a task.
3. Click Prioritize.

Block time for tasks

Block time on your Calendar to complete tasks.

Drag and drop any task from the Planner to your Calendar to schedule it based on its time estimate. You can update the time estimate of any task in the Priorities section by clicking its existing estimate.

Tasks without a set time estimate will show a time estimate of one hour.

To block time for any task in your Planner:

1. Hover over the task and click the Planning mode icon.
   
2. Available times will be outlined. 
3. Click an available time segment to block time for the task.
4. Add additional details to the event.

Block time using AI Time-Blocking

Workspaces with ClickUp AI can automatically block time for tasks based on their time estimates:

1. In the Planner, click the lightning icon next to each task you want to schedule. 
2. You will see time slot recommendations outlined on your Calendar.
3. To confirm a time block, click the event and select Confirm work session.

If you delete a task's time slot recommendation, a new time slot will be automatically generated for it.

Recommendations are prioritized in the following order:

1. Tasks in your Personal Priorities by order
2. High and Urgent Priority tasks
3. Tasks with the earliest due dates
4. Normal Priority tasks
5. All other tasks
6. Low Priority tasks

AI Time-Blocking pricing and packaging are subject to change.

Plan tasks using the dock

You can schedule time on your Calendar for any task in your Workspace using the dock at the bottom:

1. In the dock, click the search bar.
2. Search for and select a task.
3. Available times will be outlined in your Personal Calendar.
4. Click an available time segment to block time for the task.
5. Add additional details to the event.

Schedule meetings

You can schedule meetings with people in your Workspace using the dock at the bottom of your Personal Calendar.

To schedule a meeting from the dock:

1. Click Meet with.
2. Search for and select someone.
   • Add additional attendees by searching for them using the dock.
3. Times that both you and the selected attendee have open will be displayed in your Personal Calendar.
4. Hover over the day and time that you want to schedule the meeting. By default, a one-hour time block is used.
5. Click Block time.
6. Add additional details to the event.
   • If you're using Google Calendar, you can add a Google Meet video conference link to the meeting. If you're using Outlook, you can add a Microsoft Teams link to the meeting.
7. To create the meeting and send an invitation to all attendees, press Return on Mac or Enter on PC.
   • Alternatively, click Send Invite.

Use third-party video conferences

At this time, third-party video conference apps like Zoom cannot be added to meetings you create from your Personal Calendar.

If a Google Calendar or Outlook event already has a third-party video conference set up, you can join it from your Personal Calendar.

To join in-progress or upcoming video conferences:

1. Click the event you want to join.
2. Click the video conference app to join the call.

Use SyncUps

At this time, SyncUps cannot be added to meetings you create from your Personal Calendar.

If a Google Calendar or Outlook event has a SyncUp link as its location, you can join it from your Personal Calendar.

Use AI Notetaker

Use AI Notetaker to take notes and record meetings! Events that your AI Notetaker took notes for display a notepad icon next to them.

AI Notetaker only works with primary calendars.

Use dock commands

In addition to scheduling tasks and meetings, you use dock commands to save time.

Ask ClickUp AI questions from the dock!

The following commands are available:

View and edit events

When you open a Calendar event, you can see its details, join the video conference, enable or disable AI Notetaker, link a task or Doc to it, mark if you're attending, and customize your reminders for the event.

Changes made in ClickUp sync with your Personal Calendar and vice versa!

See event details

When you open a Calendar event, you can see its details, including date, start and end time, attendees, and description. If you have permission, you can edit the event.

Join the video conference

You can join video conference meetings by clicking Join under the event name and time.

Enable or disable AI Notetaker

Workspaces with AI Notetaker can enable or disable it using the toggle on each Calendar event.

Link a task or Doc

To link a new task to an event:

1. Under the event date and time, click tasks.
2. Search for and select a task to link.

To link a Doc to an event:

1. Under the event date and time, click docs.
2. Click the Documents filter.
3. Search for and select a Doc.

Mark your attendance

Use the dropdown in the lower-right corner to indicate if you're attending the event.

Attendee responses are displayed under the meeting link. To view the full list of attendees, click anyone's initials. If you have permission, you can add more attendees when viewing the full list.

Customize event reminders

Choose which reminders you receive for the event:

1. At the bottom, click the bell icon.
2. By default, all reminders are enabled. You can check or uncheck each notification to enable or disable it:
• At the time of the event
• 5 minutes before
• 10 minutes before
• 30 minutes before
• 1 hour before

Create events and tasks

You can create brand new events or tasks without using the Planner.

To create a new event from your Personal Calendar:

1. Click the time you want to create the event or task. By default, event durations are one hour.
2. Using the tabs at the top, select an event type or task.
3. Add additional details to the event or task:
   
   • Edit the event or task time and duration.
   • Add participants to the event.
   • Link ClickUp tasks and Docs to the event.
     

     Workspaces with ClickUp AI can click Suggestions for intelligent AI recommendations.

   • Add a description to the event.
   • Change the privacy of the event.
   • Change the transparency of the event.
   • Edit the event reminders.
   • Change the task status, type, Priority, assignees, tags, or time estimate.
4. To create the event or task, press Return on Mac or Enter on PC.
   • Alternatively, click Save.

Delete events

If you created an event, you can delete it.

To delete an event:

1. Click the event.
2. In the upper-right corner of the event preview, click the delete icon.

Customize your Personal Calendar

Customize your Personal Calendar.

To open your Personal Calendar's settings, click the settings icon in the upper-right corner. The settings menu includes the following pages:

• Accounts
• Appearance
• Upcoming meetings
• Tasks
• AI Notetaker

Accounts

The table below shows all customization options in the Accounts section of your Personal Calendar settings:

Appearance

The table below shows all customization options in the Appearance section of your Personal Calendar settings:

Upcoming meetings

The table below shows all customization options in the Upcoming meetings section of your Personal Calendar settings:

Tasks

In the Tasks section of your Personal Calendar settings, you can choose to show tasks assigned to you with due dates.

AI Notetaker

In the AI Notetaker section of your Personal Calendar settings, you can select which calendars’ events your AI Notetaker will automatically join, and customize its name and join message.

Access your Personal Calendar from the toolbar

Join, schedule, and manage events from the toolbar using Calendar Glance!

After you've connected your Google Calendar or Outlook Calendar, upcoming and in-progress events will be displayed in the toolbar. See when your next meeting is scheduled or view the remaining duration of your current meeting from anywhere in your Workspace. 

The countdown turns yellow when an event is less than fifteen minutes from starting, and red when an event is less than five minutes from starting.

When using the ClickUp desktop app, you can also see meeting information in your menu bar on Mac or system tray on PC!

Join video conferences from the toolbar

You can join in-progress or upcoming video conferences from the toolbar.

When a video conference starts, the calendar icon in the toolbar will turn into a Join button. 

To join an upcoming video conference from the toolbar:

1. Hover over Calendar Glance and click the event you want to join.
2. Click the video conference app to join the call.

View and edit events from the toolbar

Save time by viewing and editing events from the toolbar:

1. Hover over Calendar Glance and click the event.
2. The event preview will open, where you can see its details or make changes if you have permission.

Delete events from the toolbar

If you created an event, you can delete it from the toolbar.

To delete an event:

1. Hover over Calendar Glance and select the event.
2. In the upper-right corner, click the delete icon.

Performance issues

If you're experiencing performance issues with your Personal Calendar, please follow the instructions below to help our Support team troubleshoot it:

1. Open your Personal Calendar.
2. Right-click any empty area and select Inspect.
3. At the top of the Inspect menu, click the More tabs button.
4. Select Performance.
5. In the upper-left corner, press the record button. Profiling will begin.
6. Open your Personal Calendar.
7. After the performance issues are captured, press Stop.
8. At the top, click the download button.
   
9. Click Save trace.
10. Send the trace file to our support team for troubleshooting assistance. You can contact Support by clicking the chat bubble icon in the lower-right corner of this article.