Home > Learn > Featured | Information Visibility
Featured | Information Visibility

Create a Unified Overview of Multiple Calendars

Your life is a combination of many areas, and your scheduling needs to consider factors from all those areas — teams, projects, and departments at work plus holidays, community, extended family plans, school schedules, and so on. When you can’t see these factors in one place, making plans and aligning schedules is difficult and frustrating. To effectively manage multiple calendars and schedules, you need to get them all in one place. Then you can see all the factors and make planning decisions based on your entire schedule.

The challenge of multiple calendars

You’re probably working with several types of calendars and schedules:

  1. Schedules that come from outside sources like your partner’s work calendar, children’s school schedule, or community events calendar.
  2. Collaborative or group schedules and calendars like a departmental events calendar, team calendar, or project timeline.
  3. Your own calendars and schedules: your work calendar, travel plans, and family schedule.

To effectively manage multiple calendars and schedules, you need to get them all in one place. Then you can see all the factors and make planning decisions based on your entire schedule. With Teamup, you can create a unified overview of multiple calendars and schedule sources.

Create an overview calendar

A calendar screen in a browser frame shows a list of icalendar feeds in the Calendars list and the calendar in Month view shows multiple color-coded events from the various feeds.

To create a unified overview, you’ll use a Teamup calendar and feed iCalendar feeds into it from these other calendars. You can organize and color-code the feeds to make them easier to use. The result will be a master calendar with automatically synced feeds from multiple calendars, so you can see everything in one place.

If you don’t already have a Teamup calendar you want to use as an overview, create one. The free plan allows up to 8 sub-calendars or iCalendar feeds.

Set up the iCalendar feeds

  • For each source calendar, get the iCalendar feed URL: Here are instructions for the most common calendars.
  • Add each feed URL to your overview calendar as an inbound iCalendar feed: Follow these steps.
  • You can even organize the feeds in folders, and add your own sub-calendars for planning, projects, and personal schedules.

Tips for the overview calendar

Once you’ve set up your unified overview calendar, be sure to download Teamup’s mobile app. Log in to access your overview calendar and be able to check any scheduling information, no matter where you are.

A few more tips for making the most of your combined calendar overview:

  • It can be a little overwhelming to see everything in one place. Each feed sub-calendar can be toggled on and off from view, so you can hide what doesn’t matter and focus on what does.
  • Try out different calendar views for different planning needs. For example, Year view and Multi-week view are great for long-range planning; Table view is great for scanning event details.
  • Use the built-in filters to quickly sort events by one or more criteria and use search operators for specific queries.

Bring all the calendars that matter into one place. Create a Teamup calendar and set up your own unified overview for easier, streamlined scheduling.

Categories
Get Started
Color-Coding for Smarter Scheduling: A Cleaning Service’s Story

Color-Coding for Smarter Scheduling: A Cleaning Service’s Story

, , ,

Client projects rarely stay within one team. A single delivery often spans multiple departments, each using its own tools and processes. Design creates concepts and assets in their design tools, development tracks build work in a sprint board, QA manages testing in their own environment, and customer success coordinates onboarding on a separate timeline.

Each team is doing solid work. But no one sees the whole project as it moves forward. As a result, project managers spend time chasing updates from every department and trying to piece together what’s happening. With Teamup, project managers can create a unified calendar structure to coordinate complex, multi-department client projects with full transparency, fewer surprises, and smoother delivery.

Why cross-team visibility matters

When every department tracks its work in its own system, the overall project timeline becomes fragmented. This leads to issues such as:

Work stalling because a dependent task hasn’t started yet
Shared people or resources getting double-booked
Milestones drifting without early warning

Project managers constantly need to update status between teams just to keep everyone aligned. But with a shared timeline, everyone can easily see: Who is doing what, when their part starts, which tasks depend on others, when handoffs occur, which deadlines are at risk. With one shared calendar, the full delivery timeline is visible at a glance, improving coordination and efficiency across all teams.

A combined project calendar with departmental sub-calendars

In Teamup, you can build a unified project calendar that keeps everything visible while giving each department the appropriate access permissions. Each department works in its own sub-calendar and manages its own updates, while the full project rolls up into one timeline for the project manager.

Click to enlarge: A Teamup project calendar showing color-coded sub-calendars per department

For a closer look at how access levels and information visibility across internal teams, see how to Get Cross-Team Visibility with the Right Amount of Information Sharing.

The benefits of a unified project calendar
For project managers
Gain the oversight they need without chasing updates.
Easily spot delays, conflicts, or bottlenecks.
Share filtered, read-only views with clients and stakeholders.
For departments
See how their own schedule fits into the bigger project timeline.
Improve collaboration across teams with clearer, shared context.
Facilitate handoffs by having visibility into upstream and downstream work.
For leadership
Gain a high-level view of how the project is progressing across departments.
Spot broader risks and capacity constraints earlier.
Enable clearer, more reliable long-range planning.
Example: A cross-department project timeline in a shared calendar

Many client projects follow a sequence such as Design, Development, QA, Customer handoff, and Launch. In a unified shared calendar, the entire sequence becomes visible in one place.

For example: Design can schedule concepts, wireframes, and approval cycles. Development can block time for implementation and internal reviews. QA can add testing windows and verification steps. At the end, Customer Success can schedule onboarding or handoff activities.

With all of these phases shown together in a single timeline, it becomes much easier to understand dependencies, spot risks early, and ensure each team is ready for the next handoff —  keeping the entire project moving forward smoothly.

Click to enlarge: Design team Scheduler view. The lock icon next to the other department sub-calendars shows that events in other departments’ calendars are visible, but Read-Only

Ready to try a unified project calendar for your own team? Explore our live demos or create your own Teamup calendar.

WordPress Cookie Notice by Real Cookie Banner