Guides for project schedules and shared calendars
Practical answers to the scheduling problems project teams run into, with the steps in Kapcal and what works without it.
Connect your calendars
- Sync Google Calendar and OutlookKeep an Outlook and a Google calendar in step, both ways.
- Asana tasks in Outlook or Google CalendarSee Asana tasks on a calendar, with dates that change both ways.
- Combine calendars into one master calendarGoogle, Outlook, Asana and any calendar link, on one board the whole team sees.
- Subscribed calendar not updatingWhy calendars added by link fall behind, and what to do about it.
- Turn a PDF schedule into calendar dates with AIHand a PDF, spreadsheet or email to Claude or ChatGPT and get the dates on your board.
- Import a project schedule from a spreadsheetExcel or Google Sheets rows as calendar items, in their own categories.
- Subscription, import or sync?Three ways to bring a calendar in, and which one each job needs.
Plan complex projects
- Multiple projects on one calendarEvery project in one place, and only what you need on screen.
- Move dependent dates automaticallyWhen one task slips, what follows moves too, and deadlines hold.
- Lock confirmed datesKeep the dates that are agreed from being moved by mistake.
- Gantt chart or calendar?What each answers, and how to have both without keeping two plans.
- Schedule a team across time zonesEveryone sees times in their own zone; all-day dates stay put.
Using Kapcal
Step-by-step instructions for every part of the app are in the help guide.
Put the whole schedule on one board.
Free plan, no card needed.