Plan Work on the Calendar
One shared calendar for everything your company has planned: the work your employees will do, and the meetings they will attend for you.
TL;DR
Open Calendar in the workspace to see every task with a due date, every routine's next run, and every meeting your employees are booked into. Hit Create (or click any day) to add a task, a routine, an email, or a meeting. A meeting you add here is joined by your employee on its own, you do not have to be in the call or ask them when it starts.
How It Works
The calendar does not store a second copy of anything. It reads the records you already have and draws them on one grid, so a due date you change on the board moves on the calendar, and a meeting you cancel here is really cancelled.
| What you see | Where it comes from |
|---|---|
| Tasks | Any task with a due date, yours or one an employee planned for itself |
| Routines | The next run of each recurring job you set up |
| Meetings | Calls an employee is booked to attend, from here or from your own calendar app |
Drag a task, routine, or meeting you are allowed to edit to a new day or hour and the underlying record moves with it. Use the type filter in the toolbar to look at one kind of work at a time.
flowchart LR
You[You] --> Create[Create on the calendar]
Create --> Task[Task with a due date]
Create --> Routine[Recurring routine]
Create --> Meeting[Meeting with a link]
Invite[Your own calendar app] --> Meeting
Chat[Ask your employee in chat] --> Meeting
Task --> Grid[One shared calendar]
Routine --> Grid
Meeting --> Grid
Meeting --> Joins[Employee joins the call by itself]
Joins --> Notes[Notes and summary afterwards]
Get an Employee Into a Meeting
There are three ways, and they end the same: the employee walks into the call on its own, listens, takes notes, speaks when someone says its name, and writes a summary afterwards.
1. Book it here (fastest)
- Open Calendar, click Create, choose Meeting. Clicking straight on a day or an hour works too and fills the time in for you.
- Paste the meeting link. Google Meet, Zoom, or Microsoft Teams.
- Say what it is about, pick the date, the start time, and how long it runs.
- Choose which employee attends, then Schedule meeting.
The meeting lands on the calendar. Two minutes before it starts, your employee joins. Nobody has to be at a keyboard.
2. Ask the employee to book it
In the same drawer, click Create with AI and finish it in chat instead. Whatever you already filled in comes along. This is the easier route when you have the details in an email rather than to hand: say when it is and paste the link when they ask, and they put it on the calendar for you. Telling them in chat works the same way, without opening the drawer at all.
3. Invite them from your own calendar
If the meeting already lives in Google Calendar, Outlook, or Apple Calendar, add the employee's personal address as a guest, exactly like inviting a colleague. They accept nothing and join anyway. Full walkthrough: Calendar invites.
Meetings booked either way show on the same grid, so you see the whole week in one place.
What You Can Do
| Action | How |
|---|---|
| Add work to a specific day | Click the day, choose Task, and the drawer opens with that date already set |
| Set up recurring work | Create > Routine, then choose how often it runs |
| Book a meeting for an employee | Create > Meeting, paste the link, pick who attends |
| Have the employee book it | Create with AI in the same drawer, or just tell them in chat |
| Move something | Drag the card to a new day or hour when your access permits it |
| Open a meeting | Click its card to see details; join it when you have edit access |
| See one kind of work | Use the filter in the toolbar: tasks, routines, or meetings |
| Use your own calendar too | Connect calendar in the toolbar links Google, Outlook, Calendly, or Cal |
Share One Meeting
Open a meeting card, then use Share in the detail drawer to make that one meeting workspace-visible or Restricted. Choose Read-only when someone only needs the safe appointment details. Choose Can edit, move & cancel when an internal collaborator needs to use the link or manage a scheduled meeting you booked in Sistava.
A Viewer can see the time, status, and assigned employee, but never the meeting link or organizer. A direct recipient outside your workspace receives the same safe, read-only view and does not become a workspace collaborator. Meetings from Google Calendar, Outlook, or another calendar stay owned by that source, so move or cancel them there. Read Control Access & Share Resources for roles, revocation, and direct shares.
Good to Know
- The employee needs its Meeting Attender tool switched on to join calls. Open the employee's Tools tab once and turn it on, otherwise a booked meeting has nobody to send.
- A meeting that came from your own calendar app is moved there, not here. Our calendar shows it, but the app that created the invite owns it, so changing the time in that app is what actually moves it.
- Cancel means cancel. Cancelling a meeting you booked here stops the employee from joining. You need edit access to do it.
- Meetings cost credits while they run, billed per minute of attendance, on top of the work the employee does in the call.
Frequently Asked Questions
Q: How do I get an employee into a meeting? A: Calendar > Create > Meeting, paste the Meet, Zoom, or Teams link, pick the time and who attends. They join on their own two minutes before it starts. You can also invite their address as a guest from your own calendar app.
Q: Do I have to be in the call? A: No. That is the point. They attend whether or not you show up, and you get the notes afterwards.
Q: What happens if I move a meeting to another time? A: Drag it and the employee's arrival moves with it when you have edit access and booked it here. Update an external calendar meeting in the calendar that owns it.
Q: Can I put a holiday or a personal event on this calendar? A: No, and on purpose. This calendar holds work your company will actually carry out. Personal time belongs in the calendar you already run your life from, which you can connect from the toolbar.
Q: Why is a task missing from the calendar? A: It has no due date. Give it one on the board or in the task drawer and it appears.