The calendar
The calendar says which teammate works when. How to add a batch, how repeating works, what happens when a batch comes round, and why one might be skipped.
The calendar schedules teammates, the way a shared calendar schedules people. Each entry is a batch: one teammate, a time, how often it repeats, and an optional brief. When the time comes, the teammate starts working in a chat of its own and decides what to make.
Reading the week
The calendar shows one week at a time, with arrows for the previous and next week and Today to come back. Every batch wears its teammate’s colour. Beside the week, Crew lists your teammates — click one to hide or show its batches — and Batches lists every batch on the website with how it repeats.
All times are in your website’s time zone, and the page says which one. You set it as Time zone in your business details; left alone, it follows your country.
Adding a batch
It should produce, and Brief
It should produce is what a good batch ends with, such as “1 article” or “1 post, out on every connected channel”. The teammate is told to bring that back, and uses it to tell when it is done.
Brief is anything this batch needs on top of the teammate’s responsibilities: “Focus on the autumn collection. Link to the new arrivals page.” It applies to this batch only.
When a batch comes round
Within a minute of its time, the batch starts its teammate in a new chat named after the batch and the day, such as “Write an SEO article · Mon 5 Oct”. The teammate gets the title, the brief, what it should produce, and a note of what earlier batches made, so it makes something new each time. Nobody is waiting to answer questions in that chat, so the teammate decides for itself.
What happens next depends on the teammate and its auto-approve switch. A finished article or post either goes out on its own or waits for you in that chat. An audit or an AI answer check ends with a report. Work handed to another teammate reports back to the same chat. See Chats and hand-offs.
Opening a batch
Click a batch to see who works, when it runs next, how it repeats, its brief and what it should produce, with a link to that run’s chat. Once it has run, the block on the calendar names what it made and where it got to — Waiting for you, Working now, Draft, Scheduled, Published, Done or Didn’t finish — and the card offers the next step.
Changing a batch
- Edit changes any field. On a repeating batch you choose whether the change applies to this one, this and the following ones, or all of them. A change to how it repeats always applies to this one and the ones after it.
- Drag a batch to another time to move that one time only.
- Run it now starts the batch within a minute. It moves from its time, so it does not run again then. On a batch still ahead the button reads Run this one now; from the batch list it reads Run the next one now. A paused batch has to be resumed first.
- Skip this one drops one time of a repeating batch and keeps the rest.
- Pause stops a repeating batch, and its times leave the calendar until you press Resume. Times that passed while it was paused are not made up afterwards.
- Take off removes a one-off batch. Take off all removes every time of a repeating one; to drop only one time, skip it instead.
You can also ask in a chat: “Put a weekly article on Tuesdays at 8” or “Skip Friday’s video”. Teammates can see the calendar and add, move or skip their own batches.
Editors, admins and the owner can change the calendar. Viewers see it read-only.
Why a batch did not run
A batch that cannot do useful work is skipped rather than started. Its time passes like any other and the next one stays on schedule.
- The teammate is off, or was removed.
- Your plan does not cover what that teammate makes.
- It is the SEO Auditor and an audit finished in the last day, so there is no second crawl the same day.
- It is the Social Copywriter and no social account is connected, so there is nowhere for a post to go.
- The same batch is still busy with its last run, so this one is not stacked behind it.
- The batch is paused, or its last time has passed.
The calendar does not say which of these it was: a skipped time looks like one that never ran, and its card offers Run it now. See A batch did not run.