Help guide

The Edit item window

• Title, category, status, owner and dates; All day off gives times. Owner suggests the board's names as you type, the ones you used last first.
• Owner in Details: pick from the list (the names you entered most recently come first) or choose New owner… and type a name. Edit owners… lists every name with its number of items: rename one (on all its items; two spellings of the same name merge) or remove it from all of them, with Undo.
• More ▾: Estimated date (drawn dashed), Weekends off (the bar is faded over weekends; on for new items), Repeats, Workflow and Notes.
• Flag marks an important item: its bar shows a flag and a light sweeps across it now and then. Filters → Flagged only shows just those. In Details, the flag and the padlock sit beside the status buttons.
• Lock dates stops anyone moving the item; its bar shows a padlock. Only the person who locked it, or an administrator, can unlock it.
• Notes can also be written straight in Details: click the note (or Add a note), type, then click away to save. Esc cancels.

Many at once. Click an item, then Shift-click another to select everything between them, or Ctrl-click (⌘-click) to add one. Drag any of them to move them all; Details then changes their status, category or owner together.

Right-click an item for Copy, Edit, Flag and Delete, or an empty day for New item and Paste (Copy, then Paste on a day, makes a copy there).

Filters

• Range (for example, from today forward), Owner and Status. Click a filter's name to turn it on or off, ▾ to choose.
• Show estimated dates, Hide finished items (done and cancelled) and Flagged only.
• The number on Filters says how many are on; Reset turns them all off.

• Show and hide what you want, choose the tab and filters, then open Full board ▾ (next to Filters) and choose Save what's on screen as a view….
• Name it and tick the people who get it. They open the board in that view; the same menu switches between their views and the full board.
• Months shown: how many months the calendar shows when the view opens (three unless you choose).
• Simple: just the calendar, agenda and a legend of the view's categories. People can still tick items done and add notes.
• Locked: people see only the view's items and can change only status and notes. Administrators are never locked.
• To change a view, open the menu and choose Edit next to it; tick Update view with what's on screen.

Views are for focus; Locked is for need-to-know. New categories start hidden in existing views until you update them.

Public links (read-only web page)

• Tools → Public share links → New link: tick the categories to share, and copy the link.
• Visitors see the calendar and agenda without signing in. They can't change anything, and items without dates aren't shown.
• Choose whether they can show or hide categories, whether owners and notes are visible, and how many months the calendar shows (Months shown). Links can expire after 7, 30 or 90 days.
• Open a saved view and choose Tools → Share this view publicly to start a link with the view's categories.
• Make a new link replaces an address that has spread too far; Turn off sharing closes it.

One link per audience ("Broadcaster", "Crew"). The page always shows the live board, so there's nothing to re-send when dates change.

Calendar link (your own calendar app)

• Tools → Calendar syncing → Subscribe → Calendar link → Create my calendar link: everything, or only the categories shown now.
• Use the Apple Calendar, Google Calendar or Outlook button, or paste the link where your calendar app subscribes "from URL".
• Items appear as events and update by themselves (every few minutes in Apple Calendar, every few hours in Google and Outlook). Change them in Kapcal.

Treat the link like a password. Make a new one if it has spread too far.

• Give an item times: in Edit item, untick All day and pick a start and end (15-minute steps).
• Switch with Month ▾ or the keys M W D; T goes to today. Double-click a day to zoom in; Esc zooms out.
• In the hours: drag an item to move it, drag its top or bottom edge to change its times, drag across empty hours to add one. Drag a category into the hours for a one-hour item.
• All-day items sit in the band at the top; a red line marks the time now.
• Time zone: everyone sees times in their own zone (your initials → User account → Time zone).

• Create tracks with + New/Edit Track (right column). Add to one with its +, by dragging an item from Not in a workflow, or in Edit item (under More).
• Drag a block to move it; pull the grip at either end (it shows when you point at a block) to stretch it. A small box shows the new dates as you drag. Click a block for Details; double-click to edit it. Clicking a phase (its name or its bar) also folds or opens it. Point at the date row to see that day's date with a line down the timeline. Drag a category from the left onto the timeline to add an item on that day, in that row's track. An item with no dates yet shows a faint No date box: drag it onto its days (a click opens Edit item). In Tracks, drag a block down or up into another track's rows to move it to that track.
• Arrows: click a block, then drag one of the handles inside its ends onto another block: from the end handle, that one follows it; from the start handle, it follows that one. Point at an arrow and click its × to delete it. When something ends later, what follows moves to the next working day after it, only as far as needed. Moving earlier never pulls anything back.
• Locked dates never move for you: the arrow into them turns red and a warning says so, with Undo.
• Phases: drag a block onto another block to put it inside (that item becomes a phase), or into a phase's shaded area; drag it out of the shaded area, or onto the top-left corner, to take it out. A box by the pointer says what will happen. The ⠿ beside a name works the same way from the names column. A phase is a thin bar over its days; while open (▾) a faint shade of its colour runs down over the items inside it. A phase's items show indented under it (its ▾ folds them away). Phases groups every row by phase. A phase covers its own days and everything it holds: stretch it like any block (here or on the calendar) and it keeps those days; when an item inside runs longer, the phase grows with it, and it can't be shorter than what it holds. Moving a phase moves everything in it. An item that becomes a phase keeps its days. On the calendar a phase's bar starts with a small bracket icon, and Details shows its Phase (or what it Holds). Or pick a Phase in Details or Edit item (New phase… makes one).
• Milestones: Details → Make a milestone (drawn as a diamond). Lock its date (padlock) to make it a deadline: it gets a red outline and never moves. Cancelled (Details → Cancelled, beside Edit) keeps an item on the board with a sawtooth line through it; it doesn't push anything or get pushed.
• In Workflow, Workflow tracks sits above Details on the right, so you can show or hide tracks while you work. A track's colour square (left of its name) hides or shows it too; an item's colour square hides its category (show it again from its pill on the left).
• Undo: Ctrl+Z (⌘Z on a Mac) or the Undo button beside Filters (on phones, beside + at the bottom) puts back moves, arrows, phases, tracks, milestones, owners and Cancelled, one step at a time, in every view.
• Days ▾: Days, Weeks or Months, and Critical path: outlines the chain that sets the end date (the last locked milestone, else the last item); stripes show spare working days.

Never sign out keeps someone signed in on their devices; otherwise sign-ins last 7 days after they last use Kapcal.

Plan and billing (owners)

• Your plan shows what's used: boards, administrators, people who edit. Viewers are never limited.
• Upgrade compares the plans side by side; Choose opens the checkout (paid plans start with a 14-day free trial). Paddle handles the card, tax and receipts.
• Manage billing: invoices, card, cancel. A cancelled plan runs to the end of the period paid for.
• Over the Free plan's limits, boards become read-only until you upgrade, archive boards or make people viewers. Nothing is deleted.
• The Free plan includes one subscribed calendar and one calendar link for the whole organization; paid plans have no limit.

Your data

• Download all data (owners, Organization) and Download my data (everyone, User account).
• Delete my account removes your account at once; items you made stay with the organization.
• Delete organization (owners): read-only at once, removed for good after 14 days, cancellable until then.
• New people can create a free account from the sign-in page; it comes with its own organization. To bring someone into yours, invite them.

Questions? The contact form reaches hello@kapcal.com; privacy questions go to privacy@kapcal.com. Français : User account → Language.

1. Connect your assistant

Each assistant you connect is listed under User account → AI & API, where Disconnect stops it at once.

Or use a key

For a custom GPT, a script, or an assistant that can't sign in.

1. Your initials → User account → AI & API.
2. Name the key, pick a board (or All my boards), and leave Can add and change items ticked so it can import.
3. Make key, then Copy. The key is shown only once: keep it private, like a password.

Instructions for a custom GPT: Use Kapcal to put the dates from files I give you on my board. Read the board first, use its categories, preview the changes, show me the summary, and apply them only when I agree.

2. Ask

In Claude or ChatGPT, attach the document (or paste the email) and ask:

• "Put this shooting schedule on the Harbour Lights board."
• "Here's version 5 of the schedule: update the board."
• "What's planned next week in Sound & Mix?"
• "Undo that import."

The assistant reads the board's categories, then shows you a preview: what will be added, what will change, and what it can't do, with the reason. Nothing changes until you agree. When it applies the changes, the open board says so with Undo, and what changed is highlighted.

Good to know

• Revised documents update what they added before: each item remembers the line it came from. Without that, an item with the same title on the same day counts as the same item.
• Categories: the assistant uses the board's. A line in a category the board doesn't have is skipped, with the reason; the assistant can add the category once you say so.
• Locked dates stay put, and items from Asana, Outlook, Google Calendar or a subscribed calendar keep what those services own.
• Undo is in the board's message, and under AI & API for 30 days: what an import added goes to the Trash, and what it changed goes back, unless someone changed it again since.
• An assistant acts as you: it never does more than you can, and one that can only read only reads. A connection made by signing in renews itself while it's used; after 90 days without use, connect again.

On a phone

• Projects, + and Details sit in a bar along the bottom. Swipe in from the left or right edge for the same panels.
• Tap a date to step Month → Week → Day; double-tap a day for its week.
• Hold a category for a moment, then drag it onto a day to add an item. Tap an item, then Edit, to change it.

Keyboard

• M W D Month, Week, Day · T today · Esc zoom out, close, clear search.
• Alt+←/→ move the selected item a day, Alt+↑/↓ a week.
• Ctrl+C / V copy and paste items · Ctrl+Z undo · Delete delete.
• ? shows every shortcut.