Client Calendar

The Client Calendar is an Outlook-calendar-style view that lets you see, for each day across a week or a month, which routes are running and which clients you are scheduled to see on them. It is designed to give you a focused, at-a-glance picture of the upcoming workload — grouped by route, then by client — so you can spot busy days and plan for special accommodations.

The calendar complements the Activity Planner: where the planner is built around filtering, sorting, and bulk operations on a list, the calendar is built around reading the schedule day by day, route by route, client by client.

Accessing the Calendar

The Client Calendar lives under the Activities group in the main navigation menu, alongside the Activity Planner and the Activities list. Expand the Activities group and choose Client Calendar.

Like the rest of FlowForth's activity management, the calendar requires the Organization Admin role.

View Modes

The calendar supports two view modes:

• Week — A 7-day view (Monday through Sunday) with one column per day. This is the default and primary view, showing the most detail per day.
• Month — A full month grid (six weeks, Monday-start) with compact cells, useful for spotting patterns across a longer period.

Switch between views using the Week / Month toggle in the calendar header. Your selected view is remembered in your browser, so it persists across sessions.

Navigating Dates

• Use the Previous and Next arrows to move one week (or one month) at a time.
• Use Today to jump back to the current week (or month).
• The header shows the current week number in week view (e.g., "Week 25").
• Today's column is highlighted so it is easy to find.

The week or month you are looking at is part of the page address (for example ?date=2026-09-14). When you open an activity and come back, the calendar returns to the same week or month instead of jumping back to today. You can also bookmark the address, or send it to a colleague, to open the calendar on a specific week. Moving between weeks does not add entries to your browser history, so the browser's Back button still takes you to the page you were on before the calendar.

Summary Statistics

A row of four summary cards at the top of the page gives you an at-a-glance total for everything currently visible:

• Total Activities — how many activities fall within the visible date range.
• Completed — how many of those activities are marked completed.
• Total Value — the combined price of all visible activities.
• Completed Value — the combined price of the completed activities.

The statistics recompute live against every active filter. Changing the week/month view, toggling tag chips, switching the route-assignment filter, or turning Show cancelled on or off all update the four cards immediately, so the totals always reflect exactly what you are looking at. In month view the figures span the whole visible month grid.

Routes per Day

Within each day, activities are first grouped into route buckets — one section per route that has work scheduled that day. Each bucket opens with a plain two-line header:

• The route name on the first line.
• The booked value of that route's work that day on the line below.

The client rows for that route follow directly underneath the header.

Buckets are always open. There is no chevron and clicking the header does nothing — a route is a heading, not a collapsible panel. Routes are separated by vertical space rather than by boxes or indentation, so every row in a day keeps the same left edge and a day still reads cleanly in a narrow column.

Buckets are listed alphabetically by route name, with one exception: the No route section — activities that are not yet assigned to a route — is always pinned to the bottom of the day. Its header is greyed out rather than coloured as a warning, because unassigned work is normal, not a problem.

Month view uses the same structure in smaller type, so a day with several routes simply grows taller in the month grid.

note

Route names are shortened with an ellipsis when they do not fit the narrow week or month column. Hover over a route name to see it in full.

Route Totals

The value under a route name is the combined price of that route's activities on that day. Two rules shape it:

• Cancelled activities never count, whether or not Show cancelled is on. The figure reads as work booked on this route today, so toggling Show cancelled does not move it. A route whose activities are all cancelled still appears, showing a zero value, while Show cancelled is on.
• An activity with no price counts as zero.

The four summary cards at the top of the page are unaffected by the route grouping — they keep totalling every visible activity across the whole week or month.

A Client on Two Routes

When a client's activities on one day are split across two routes, the client appears once under each route, and each row holds only that route's activities. The route is a true container: a client row never reaches across a bucket boundary.

The two rows expand independently, so opening the client under one route leaves the same client's row under the other route collapsed.

Routes with Nothing Left to Show

A route section only exists if it has activities to show. When a tag filter, the route filter, or Show cancelled removes the last activity from a route, the whole section — header, value and all — disappears from the day. You never see an empty route header.

Clients per Day

Within each route bucket, activities are grouped by the client they belong to. Each client that has at least one activity on that route that day appears as a collapsed client row showing:

• The client's name (or "Unknown client" if no client is recorded).
• An activity count — how many activities are scheduled for that client on that day.
• A "!" marker when any of the client's activities that day is flagged as a very important job; the whole client row is highlighted to match.
• A green check before the name, and a green activity count, when all of the client's activities that day are Completed. Cancelled activities are ignored, so a client with one completed and one cancelled activity still shows as done.
• An amber dot after the activity count when any of the client's activities that day is marked Can't Complete, so work that needs follow-up stands out even while the row is collapsed.

This lets you read each day's progress without expanding anything: green rows are finished, amber dots need attention. A very important client keeps its highlighted row border either way.

Client rows are sorted by client name within their route, so each route reads as a clean, alphabetical list of who you are seeing on it. Clients are collapsed by default — the day reads as a list of routes and their clients first, with the activities one level down.

A day with no activities shows No clients scheduled.

Expanding a Client

Click a client row to expand it and reveal that client's activities on that route for the day, listed in time order (earliest first, then by title). Click the row again to collapse it. Each client row is tracked independently — by day and by route — so expanding a client on Monday does not expand it on Thursday, and expanding it under one route does not expand it under another.

Activity Tiles

Each activity under an expanded client is shown as a tile. The collapsed tile keeps things compact, showing:

• The activity title
• The time window (if a start/end time is set)
• Tag chips — the activity's tags, shown as colored labels
• The route the activity belongs to — the route name (and stop), or Unassigned when the activity is not yet on a route

The route on the tile repeats the route bucket the tile sits in, and adds the stop number — where this visit falls in that route's order — which the bucket header does not show.

Finished and Can't Complete Colours

Tiles are coloured by status, so you can see at a glance which work is done:

Status	Tile appearance
Completed	Green border and background, with a green check before the title
Can't Complete	Amber border and background, with an amber warning triangle before the title, because it still needs follow-up
Scheduled / In Progress	Plain white tile
Cancelled	Plain tile, faded (only shown when Show cancelled is on)

Colour is never the only signal: the check and the warning triangle carry the status name, which appears when you hover over them and is read out by screen readers.

A very important job keeps its highlighted border and "!" marker. Once it is Completed or Can't Complete, it takes the green or amber background, so you can still see that it is finished.

Opening an Activity

Click a tile to expand it and reveal the full detail inline — location, time window, route (name and stop, or "Unassigned"), and notes. Click again to collapse it. Because the client is already the row header, the client name is not repeated inside the tile detail.

The expanded tile gives you two ways to open the activity:

• The activity's title, shown as a link at the top of the expanded detail.
• The Open activity button at the bottom of the expanded detail.

Both open the activity in the same tab. The activity page's breadcrumb then reads Home > Client Calendar > (activity title). Click Client Calendar in the breadcrumb, or use your browser's Back button, to return to the calendar exactly as you left it: the same week or month, the same client rows and tiles expanded, and the same scroll position. See Breadcrumbs for how this works across FlowForth.

tip

To keep the calendar open and look at the activity side by side, Ctrl+click (Cmd+click on a Mac) or middle-click the link to open the activity in a new tab.

Sticky Filter Bar

On desktops and tablets, the filter bar (the date navigation, the Week / Month toggle, Show cancelled, the route filter and the tag chips) stays pinned below the top menu while you scroll. In a busy week you can scroll down the calendar and still change the week or a filter without scrolling back up. The page title and the summary cards scroll away as normal, so only the controls you need follow you.

When you jump to today, the calendar scrolls so that today's column sits just below the pinned filter bar instead of underneath it.

note

On phones the filter bar does not stay pinned. Its two rows of controls would take up a large part of a small screen, so it scrolls away with the rest of the page.

Filtering by Tag (Zone)

The calendar provides a tag filter so you can scope the view to specific tags — for example, a particular zone. Toggle the tag chips at the top of the page to show only activities that carry the selected tags; clients with no matching activities that day drop out of the view, and a route left with no activities at all loses its whole section. Use Clear to reset the filter and show everything again.

Because tags are often used to represent zones, the tag filter is an effective way to focus the calendar on a single area's workload.

Your tag-filter selection is remembered in your browser, so it stays applied when you return to the calendar.

Filtering by Route Assignment

The calendar provides a Route filter so you can scope the view by whether activities have been assigned to a route. Use the dropdown to choose:

• All — show every activity regardless of route assignment (the default). Each day shows its named route sections, followed by No route if there is unassigned work.
• In a route — show only activities that are already assigned to a route. The No route section never appears.
• Not in a route — show only activities that are not yet on a route. Only the No route section appears.

This mirrors the route-assignment filter on the Activity Planner. Clients with no matching activities on a given day drop out of that day, and a day with no matching activities renders empty — so In a route and Not in a route give you a clean view of exactly the work you want to focus on.

Your route-filter choice is remembered in your browser, so it stays applied when you return to the calendar.

Showing Cancelled Activities

Cancelled activities are hidden by default, consistent with the rest of FlowForth. Use the Show cancelled toggle to reveal them when needed. Your Show cancelled choice on the calendar is remembered in your browser, so it persists across visits. See Cancelled Activities for more about how cancellation works.

Turning the toggle on can bring a route section back into the day — a route whose only work that day was cancelled — but it never changes a route total, because cancelled work is excluded from those figures either way. The four summary cards at the top of the page do move with the toggle, as they always have.

Very Important Jobs

Activities flagged as a very important job are rendered in an attention-grabbing highlight color wherever they appear. On the Client Calendar this highlight applies both to the activity tile (collapsed and expanded) and to the client row itself — any client with a very important job that day carries a "!" marker and the highlight treatment, so high-priority work is easy to spot at a glance.

The same highlight appears consistently across FlowForth — the Client Calendar, the Activity Planner, the Route Planner, and the dashboard — so a very important job reads the same everywhere.

To mark an activity as a very important job, tick the Very important job checkbox on the activity create or edit form. See Creating an Activity for where the field appears.

See also

• Activity Planner — Filter, sort, and bulk-manage activities in a calendar-based list view
• Creating an Activity — Create activities and set the "very important job" flag
• Activity Tags & Tag Rules — Use tags to filter and organize activities, including by zone
• Route Planner Page — Plan and manage the routes the calendar groups each day by