Work with calendars in Reonic: visibility, planning board, and project views

Reonic's calendar is one surface with two view modes: the standard week / day grid and the Planning Board resource grid. Calendars can be personal, team-wide, or organization-wide, and you can connect calendars from Microsoft 365 and Google Workspace alongside your Reonic calendars. This guide walks managers through the visibility model that determines whose calendar they can see, the Planning Board view that aggregates appointments across resources, and the recurring questions about hidden or double-displayed events.

Before you start

• An admin can switch the calendar feature on or off under Settings > Company settings > Features, alongside the other activatable features. While it is on, you get the full calendar surface: the grid, the event drawer, the Planning Board, sync setup, and the visibility model below. If it is switched off, the entire calendar surface disappears for everyone in your company. If you do not see the calendar at all, ask your company admin whether it has been switched on.
  • Even when the calendar is switched off, the customer portal's My Appointments view keeps working. Appointments you already shared with a customer stay visible to them.
• Know your role in Reonic (admin, editor, or viewer) and your team membership. Both decide whose calendar you can see, as explained next.

See your team's calendars as a project manager

As a project manager, account manager, or admin, the calendars you can see come from your role and your team membership.

1. Open the calendar at Home > Calendar.
2. Your own personal calendars appear automatically, including any external calendars you have connected.
3. Add other calendars from the calendar-selection sidebar.

The visibility rules:

• Organization-wide calendars are visible to every internal user in your company. Admins can write to them.
• Team calendars are visible to team members and team leads. If you lead a team, you also see each team member's personal Reonic calendar.
• A user's personal Reonic schedule is visible to their team leads, so as a manager who leads the team, you can read your team members' Reonic personal schedules.
• A user's private calendar layer is visible only to its owner.

Pro tip: Each user has a personal Reonic calendar that their team lead can see, plus a private layer that stays genuinely personal and that no one else sees.

For external calendars (Microsoft 365 / Google Workspace), Reonic shows what your own Outlook or Google account is allowed to see on the provider side. Your colleagues' Outlook and Google events stay on their side.

The Microsoft / Outlook connection works in two directions for the events Reonic owns. Events you create in Reonic on a Microsoft-source calendar are pushed out to Outlook. Events that originate in Outlook are imported into Reonic for display, so you read them in Reonic and edit them back in Outlook.

Note: You can show up to 20 external calendars at the same time. You can connect more than 20 Microsoft 365 / Google Workspace calendars, and you choose which 20 are visible in the grid at once from the calendar-selection sidebar. (This 20-calendar limit is separate from the Planning Board's 100-resource cap below.)

Note: An Outlook Bookings link is a separate surface from this event sync. Outlook Bookings (alongside Calendly and Microsoft Bookings) is the customer-facing booking page you embed on your public after-request page so customers can self-book a consultation. Setting a booking link does not connect your calendar, and connecting your calendar does not set a booking link.

See all installation appointments at a glance with the Planning Board

The Planning Board is a resource-scheduling grid rendered inside the calendar. Rows are people and teams, columns are time windows. Use it when you want to see all installation appointments (or all appointments for a given team) on one screen.

Switch to Planning Board view in the general calendar

1. Go to Home > Calendar.
2. Open the toolbar dropdown labeled Planning mode (the view switcher).
3. Pick Planning Day, Planning Week, or Planning Month.
4. The grid switches: each calendar resource (user or team) gets its own row, with time on the horizontal axis.

Your view-mode preference is saved per browser, so the Planning Board stays your default on the same machine. It resets if you switch browsers or clear storage.

Use the forced Planning Board inside an installation

When you open the calendar inside an installation (for example via the installation's Calendar tab), the Planning Board is the only available view. The Planning mode toggle is hidden in this context because the embedded calendar is designed for dispatch.

1. Open the installation you want to schedule.
2. Click the Calendar tab.
3. The Planning Board opens directly with the installation context. Every appointment you create here is auto-linked to this installation.

Group, expand, and filter the resource rows

• Team rows show a chevron. A right-pointing chevron means the team is collapsed (only the team's calendar row is visible). Click the chevron to expand and reveal each member's individual calendar as an indented row.
• The blue Project row appears when you open the calendar inside a project. It surfaces events from other people's calendars that are linked to the project you are viewing, including calendars you would not normally have permission to see. The Project row is read-only.
• The orange Tasks row surfaces tasks at their due time as zero-duration entries. Read-only.

Pro tip: Combine the Planning Board's WEEK view with team rows expanded to see every installer's day side-by-side. This is the closest equivalent to a dispatcher board: assignments, conflicts, and gaps are visible at a glance.

A hard cap of 100 visible calendars applies per board. Beyond that, a yellow banner appears, and you filter the resource list down via the calendar-selection sidebar.

Make a hidden calendar visible again

If you hid a calendar (for example a project calendar) using the eye-slash icon on the Planning Board, restore it from the calendar-selection sidebar. That is the same place you toggle calendar visibility for the standard calendar view.

1. Open the calendar-selection sidebar (the calendar list panel where you pick which calendars appear in your grid).
2. Locate the calendar you hid earlier.
3. Re-enable the calendar's visibility checkbox.
4. The calendar row reappears on the grid immediately.

Note: The eye-slash hide gesture on the Planning Board is local to your browser. Hiding a calendar there is a personal view filter. It keeps the calendar in place, leaves what other users see untouched, and lets events keep syncing.

The blue Project row appears automatically when you are inside a project. If you do not see it, confirm you opened the calendar from inside a project and that there are linked events on calendars you do not normally see.

Why some events appear twice

When you are an attendee on an event that lives on a team or organization-wide calendar, Reonic also shows that event on your personal calendar as a read-only display copy.

This is by design. The event shows up in two places, but the second copy is a view, not an independent entry.

• The original event lives on the team or organization-wide calendar. That is where you edit it.
• The copy on your personal calendar is read-only, useful for seeing the event alongside your personal schedule.
• Moving the original off the team calendar removes the copy too.

A second reason two copies can appear is a move between calendar sources. When you move an event from one provider to another (for example from Reonic to Google), it can briefly show on both calendars while the move settles. If a copy remains after a move between sources, delete the extra copy from the calendar you moved it away from.

Need help?

• Step-by-step questions about this flow. Contact Reonic support.
• Feature requests or something missing. Contact Reonic support.
• Bug reports. Include a screenshot and the URL where it happened in your support email.

Last updated on August 4, 2026