Calendar and meetings
One calendar with your tasks, timeline entries, milestones and meetings from Google Calendar or Microsoft 365. Open a meeting to join it or reply to the invite.
The Calendar page shows your tasks, timeline entries, milestones and meetings together. You see what is due and what you are booked into without switching to another app. Each project also has its own calendar, which shows that project’s dated work but not meetings.
Before you start
Section titled “Before you start”- Open Calendar in the sidebar.
- To see meetings, connect Google Calendar or Microsoft 365 Calendar at Settings > Integrations. Each person connects their own calendar.
- You only see work on projects you can see.
How it works
Section titled “How it works”The calendar opens on a month. Switch between month, week and day at the top. Chips along the top turn each kind of item on or off: Tasks, Timeline, Milestones and Meetings.
- Mine shows only work assigned to you. My projects shows everything dated on the projects you are on.
- Filter by project narrows the calendar to one project.
- The Meetings chip is the only one the calendar remembers. The other three turn back on each time you open the page, so you never come back to a calendar you emptied by accident.
Every chip shows an icon for what it is. Double-click a task, timeline entry or milestone to open it.
Common jobs
Section titled “Common jobs”Connect your calendar
Section titled “Connect your calendar”- Go to Settings > Integrations.
- Choose Connect on Google Calendar or Microsoft 365 Calendar and sign in with that provider.
- Go back to Calendar. Your meetings appear once the first sync finishes.
Open a meeting and join it
Section titled “Open a meeting and join it”- Click a meeting on the calendar. A details card opens with the time, location, organizer, guests and the invite’s description.
- Choose Join to open the video call in a new tab. A meeting chip with a call link also has its own Join button, so you can join without opening the card.
- From the card you can Copy link, Email guests or Copy emails.
Reply to an invite
Section titled “Reply to an invite”- Open the meeting.
- Under Going?, choose Yes, Maybe or No.
- The organizer is told, the same as replying in Google Calendar or Outlook.
If you see “Reconnect your calendar to reply here.”, choose Reconnect. Calendars connected before replies were added only allowed reading, and reconnecting asks for permission to reply as well.
Get new meetings now
Section titled “Get new meetings now”Meetings sync every 15 minutes. To fetch them sooner, choose Sync now. The line under the calendar says when meetings were last updated, for example “Meetings updated 2 minutes ago.”
Live calendar updates (beta)
Section titled “Live calendar updates (beta)”With Live Calendar Updates turned on for your organization, Google and Microsoft tell ProjectBrain as soon as your calendar changes. A new meeting appears in seconds instead of at the next sync. This is in beta. If your meetings still arrive on the 15-minute sync, ask your admin to turn it on for your organization.
Who can see what
Section titled “Who can see what”Meetings are personal. Only you see the meetings from your own connected calendar. Teammates do not see them on their calendar.
Limits and surprises
Section titled “Limits and surprises”- Meetings are synced from a week back to about three months ahead. Past that, the calendar says “Meetings are synced up to” a date, so an empty week far ahead is not read as free time.
- You cannot reply to a meeting you organized, or to one that has already ended.
- Only tasks can be dragged to a new date, and only on a project calendar. Timeline entries and milestones usually belong to someone else and can have dependencies, so they do not move from the calendar.
- An invite with attachments says so. Open it in Outlook or Google Calendar to see them.