Drop a category on the calendar, stretch it over the days, link items and move them together.
Your master calendar, built to flex
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From Asana: its title, dates, owner, notes and Done are changed in Asana. Category, workflow and In progress are yours to change here.
No dates yet? Leave both empty and it goes under "Needs a date".
Repeats for about 2 years. Deleting one later gives you the choice of just that one, or it and every future one.
Use "Add subcategory" on a category, or pick a parent, to group items under it. For example, add each crew member under Availability. On the calendar, an item shows in its parent's color, with the subcategory's own color and name as a small tag inside.
Changes are saved as you make them.
Administrators manage the board, share links and people. Editors can edit the schedule. Viewers can only look. People stay signed in for 7 days after they last use Kapcal; tick "Never sign out" to keep someone signed in on their devices until they choose Sign out.
When Kapcal staff look at or change your boards, or change your organization, it is listed here.
They get an email with a link to join. The link works for 7 days.
Saves what's on screen: categories, filters, tab and sidebar layout.
See this board in Outlook, Google Calendar or Apple Calendar. Items appear as events (all-day, or at their times) and update by themselves. Changes are still made here.
Subscribe to a Google, Outlook or iCloud calendar: its events appear here as items and keep up with it. The calendar keeps their title, dates and notes; you choose category, owner, status and workflow here.
Tasks from the Asana projects you pick appear on this board. Asana keeps their title, owner and notes; dates and Done can change on either side; you file them into categories and tracks here.
Link this board to one Outlook calendar. Its events appear here in their own category, and items you add there become events. Title, dates and notes change on either side; category, owner, status and workflow are Kapcal's.
Each board has its own schedule, categories and people. Duplicate copies a board's projects, categories, tracks and views, with or without its items.
A project is a folder for categories, shown in the list on the left. Drag a category chip onto a project to file it there, or off it to remove it — or use the dropdowns below. Deleting a project does not delete its categories or items — they just become unassigned.
A track is a lane in Workflow. Drag a calendar or Agenda item onto a track (shown on the right, next to Details) to add it there. Deleting a track does not delete its items — they just leave the workflow.
Deleted items and removed categories stay here for 30 days before they are permanently removed.
Projects, categories, items and their links in one file, for moving data between Kapcal boards or keeping a backup. It does not include user accounts, passwords or public share links.
For Google Calendar, Apple Calendar and Outlook. Dated items become events (all-day, or at their times); importing adds each event as an item, times included, filed under its calendar category or a new "Imported calendar" category.
"Calendar" is laid out for Google Calendar and Outlook import; "Full list" has every item with its category, status, owner, workflow and notes, for Excel or Numbers.
Reads either export above. Needs a Title (or Subject) column; Category, Status, Owner, Start, End, Estimated and Notes are used when present. Dates as 2026-10-05 or 10/05/2026.
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