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Featured | Information Visibility | Schedule Work

Show Event Information in Titles to Get Clarity Fast

For many managers, reviewing a schedule should take seconds. You need to scan and see the essential info, so you can make decisions and keep things moving forward. Yet when every event looks the same, the overview becomes a scavenger hunt for details. Without visible cues for job type, team, or location, quick decisions turn into constant clicking. A truly efficient schedule should make key info visible at a glance.

Hidden event details slow you down

Most calendars hide important information inside the event details. It’s tidy at first, but as schedules grow, it takes longer and longer to open each event just to find one piece of relevant info.

To manage and work responsively, you need to identify key details fast: Which job site a team is on, the client meeting location, who’s assigned to a task. If you have to open ten different events to find that out, it’s not just inconvenient; it’s inefficient.

In a packed day or week view, everything blends together. Making things scannable provides quick context. Without that, your schedule stops working as a visual tool and becomes just another list to dig through.

Visible custom fields make schedules clearer

Set important event fields to show in event titles so it’s easy to scan and quickly get pertinent details.

 

The solution is simple: show your most important event data right where you need it, in the title. With Teamup’s configurable event fields, you can choose which info appears in all calendar views, even before you open the individual event. Add details like location, ID, status, job type, or assigned team member directly to each event’s title line, so you can scan and understand your schedule instantly.

How to set it up

😎 Mini-guide

  1. Open Teamup in a browser and
  2. Go to Settings, then Event Fields.
  3. Click the pencil icon next to any event field you want to include in the event titles.
  4. Scroll to the Show in event title section and check Yes.
  5. Repeat steps 3-4 for each event field you want to see in event titles.
  6. On the main Event Fields screen, use the arrows to reorder fields to display the information in the order you want.

▶️ Try it out with an interactive demo

 

Make your schedule readable at a glance

Adding key details to event titles provides instant context. You can check jobs for the whole week, view projects in Timeline view, or compare availability in Scheduler view and spot what matters immediately. You don’t have to click-click-click to open each individual event. The key info is scannable. Everyone can verify details faster. Those few seconds and minutes shaved off add up to faster planning and better responsiveness for the whole team.

Give it a try: Open a live demo to explore all the features, or go ahead and set up your own calendar.

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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.

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