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Option to NOT push tasks to Calendar

We have offsite events that I would like to show in our google calendars. We also have many tasks associated with these events that I do NOT want shown in Google Calendars. So far, this seems hard to manage. I have tried a few options.

1) Syncing staff global PODIO calendars to their individual Google Calendars with minimal items syncing (least granula).

Pro: Only staff involved in an event get the event pushed to their personal calendar.

Cons: No per-app or workspace control. Worse: tasks cannot be filtered out of the push process, so all tasks in the entire system show up in the calendar. This is horribly cluttered.

2) Create a shared Google calendar for these events and sync the app calendar to the global calendar.

Pro: Tasks and events from unrelated apps and workspaces do not get synced to the calendar.

Con: All events get synced to a single calendar, so we have to put the names of the staff attending into the event names so we can tell at a glance who is involved in each event. Also, tasks still get synced. So we assign our administrator a bunch of prep tasks for the meetings, and they show up in our calendar. Again, very cluttered.  Current solution is to manually delete these from the calendar which should be safe since it's not a bidirectional sync with the calendar, but it feels kludgy.

Any ideas? Easiest would be a way to just select NOT putting tasks onto the external calendar. Then we could use either the  shared calendar or individual global calendars. Better would be to have a "calendar sync" preferences page where you can choose by workspace or app, what events and tasks get synced. I would be happy actually just to be able to exclude tasks on the global calendar push because I don't mind my events from all workspaces going to my calendar.

 

Brian Tanner

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Hi everyone,

I'm happy to announce that it is now possible to choose if you would like to include or exclude tasks in your Podio calendar.

  1. Go to your calendar in Podio via the calendar icon in the top middle of the blue bar.
  2. Click the wrench icon and tick the box "include tasks"

You have now actively chosen to include or exclude tasks from your calendar.

We hope you will enjoy this new feature, which improves the calendar significantly.

/Mette
- Podio

Mette Frøkjær Hansen

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36 comments

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I am wanting something similar to this also.  My business is the architectural field and we have about 100 tasks for every project, you can also think of this as a checklist to make sure every project is done the same way every time.  I would rather not show this checklist on my list of tasks or calendar.

Here's my problem, I can't seem to find a way to not show some tasks on the calendar or even in the "tasks list" when you click the icon at the top.  For example: if the client of ours calls and gives us a list of items to change I would like to add one task named "Client Revisions" and then the list of items to change as sub-tasks.  these sub-tasks do not need to show on calendar or even on list of all tasks.... This could get overwhelming. imagine having 10 projects with a list of 100 checklist items, this would be 1000 tasks.

If you have any ideas on how I can accomplish this by using the existing system please inform me how, for I am still new to your software, but so far I enjoy using is.

Thank you in advance.

Eric Lytle 0 votes
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We are have the same problem.

The collaborative calendar is clutterd with tasks and projects when we would wish for only "meetings" to show up.

How does one set this up easily?

LinTek Vko 0 votes
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Same problem as LinTek Vko... the calendar is getting cluttered with everything that's in addition to meetings. I'm getting complaints from my team that the calendar is unusable, so we're moving back to Google calendar, and will continue trying to use Podio for task management.

I'd like Podio to not put an event into the calendar each time a task is created. Podio also put an event into the calendar when I added a new job opening. This really makes no sense to me. I didn't find a way to turn this feature off by editing the app.

Is there any way to switch this off?

I understand if this is posted into the activity stream, but the calendar becomes unusably noisy when so much stuff is added to the calendar that isn't a meeting. 

Mike LaVigne 0 votes
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The Podio calendar is not (I agree) usable before you do some customization. For example, use the calendar slider to see personal not team events. Know how to check in a workspace calendar or specific app calendar. You can export the calendars to see them in Google (the exact calendar you like). If you only need meetings from one workspace or one particular meetings app you can export to see this calendar only.

I hope this can help you?

https://help.podio.com/entries/21704768-Using-the-Calendar-slider-

https://help.podio.com/entries/21670336-Adding-the-Podio-calendar-to-other-calendars

@Eric, instead of using the task function maybe create a Podio task app instead and choose not to add events to the calendar?

//Sara - Podio

Sara Høeg Højlund-Rasmussen 0 votes
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Hi 

 

We are currently working on some integrations with Google Apps and spreadsheets with Podio. We have had a potential client come forward with the Idea of a 2-way Integration with Google calendar. Looking at the API documentation for Calendar you can only use the GET function. Will we be able to use the PUSH or POST function eventually? 

Zane Tootell 0 votes
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Same problem for me.... tasks clutter the google agenda.... It complicate things to create a tasks app to avoid the problem.

Although Podio is great for many things, but the tasks/agenda is not the perfect solution....

Guillaume Martin 0 votes
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Hi Sara,

You wrote: "If you only need meetings from one workspace or one particular meetings app you can export to see this calendar only." Can you offer a bit more on HOW to do this?  I've been looking through the videos and searching but don't seem to be able to do it. 

David 0 votes
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Hey David,

It is all in this article: https://help.podio.com/entries/21670336-Adding-the-Podio-calendar-to-other-calendars

  • To subscribe to a calendar from a specific space, go to that workspace, click the wrench on top of the workspace activity stream, then choose "Go to workspace calendar". Here you can choose a link to 'Use external calendar'.
  • To subscribe to a specific app (that uses a date field) go to the app, click the wrench icon next to the app name, then choose 'Add to calendar'.

//Sara - Podio

Sara Høeg Højlund-Rasmussen 0 votes
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Hi Sara,

Thanks for your help. I have tried to have Podio calendar stop exporting anything to my google calendar but I have been unable, every time I try to remove it it creates a new Podio calendar to export to my google calendar. How can I solve this?

Hersh Goel 0 votes
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We also have issues with tasks cluttering our calendars.

We use google calendar for a complete team overview and having each employee's tasks shown in the google calendar is causing a huge mess.

I do not understand why tasks should appear as a calendar appointment in external calendars, instead of task view in external calendars. After all they are TASKS.

 

Morten Laulund Uldbæk 0 votes
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I followed the advice to get tasks off my calendar, and now have everyone subscribed only to meetings apps.  Unfortunately, if you assign tasks as action items from a meeting, or related to a meeting, those tasks still show up in the calendar.  

Podio - PLEASE just give us a setting to "hide tasks from your calendar".  That's such a quick and easy code mod.  

Ken Robertson 0 votes
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Same issue as described by Ken Robertson.

PODIO:

It is a major issue that integration with external calendars works the way it does.

PODIO is fantastic for workflow optimization and team collaboration, BUT....

It is crucial that data can be transferred into our existing calendar setup, which gives us our daily team overview.

Being able NOT to push tasks would be good, but i say again...

Tasks are tasks and should be handled as such. Task should only appear in a task list in external calendars.

This issue and the low priority it seems to have in Podio development, is giving me a really hard time convincing management to keep using Podio.

 

Morten Laulund Uldbæk 1 vote
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After months of work to get everyone's workflow "Podio'd", we're finally starting to do some work and within days everything is broken because the task proliferation turned our once-usable shared Google calendar system into a rainbow swirl of undiscernable gibberish.

The solution for us would be two-pronged:
1) On a per-task basis, have a tickbox (that is unselected by default) for "Push task to Calendar?". Great for those high level tasks that masquerade as a deliverable or milestone or some other "flag-worthy" event.
2) While Modifying an app, in the interaction or tasks options at the bottom, a radio button "push tasks from this app to calendar?" or something to that effect, allowing the app designer/workflow manager the option to toggle o na case-by-case basis.

Jon Kincade 1 vote
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Just another vote for the cause.

Podio - Please make the simple modification of checking that Tasks should not be displayed on the calendar. thank you!

Jordan Ryan 0 votes
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Another +1 for this. Throwing all information to the calendar by default is hugely unnecessary and unintuitive. It's one of the things about Podio like showing a long stream of App activity as a default main feature that screams that Podio is created by slightly nerdy developers and not users. I love the nerdy app/modular building of Podio, but there needs to be more focus on how the info is used and integrated into day-to-day work – ie more streamlining.

David Montrose 0 votes
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I want to bump this. In a recent blog post (http://blog.podio.com/2014/04/15/listening-learning/) this sort of request was addressed. Clarity is important.

I firmly believe this is something that affects many people, and would be an easy fix to just allow us to not push tasks out. For me, when I book a training event, I want it to show on my training calendar. However, there are several associated tasks to prep for the event. Putting them on the calendar is horrible because it makes the training calendar look busy on days when nothing is happening. My current solution is to unlink these tasks from the training event, and then link to the training event in the comments. That's a horrible hack for what I think is a common use case.

Brian Tanner 0 votes
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It seems we will not be heard on this one. What a shame.

This small issue unfortunately makes an otherwise great solution completely useless as a team "tool" if the company is using collaborative calendars.

I have a really hard time understanding why this is not a priority at Podio.

Unless your basics work, all the new "shiny" features do not matter.
I think the calendar issues withs "task clutter" is pretty basic.

A used to be happy, but now extremely frustrated Podio user.....

Morten Laulund Uldbæk 0 votes
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Dearest Podio,

Pretty please add a "Add to Calendar" check box option to the Task creation tool with the default set us 'unchecked'. I would also like the ability to clone tasks.

Thank You!

Brooke Towne 0 votes
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Can I also throw my hat into the ring on this one. I am really excited by Podio as a concept.

We use google calendars extensively to manage communication in the company. It provides the details of our movements and availability so the team can understand which colleagues are available and when. It is shared with the whole team.

I want to share with my team the details of where I am.... but, I certainly do not want to share with them - what my task list is. Some of it is confidential and can not be shared.

It also means that our management is totally unable to put tasks in Podio, because the google calendar sync, effectively broadcasts them to the whole company and not only the person tasked to do the item.

The only other option (which we have actioned) is to totally disable any google calendar sync which in turn massively dilutes the value proposition of Podio ....

Michael Sumner 0 votes
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At last! AMAZING!

Now you've sorted that one – don't put your feet up – can we have a gannt chart option next, yeah?

David Montrose 1 vote
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Hi, I'm pushing my calendar to my iCal and I'm trying to not include tasks, so I uncheck the box that says "Include tasks". I've done this about 7 times now and it still pushes my tasks to my iCal. Not sure what I'm doing wrong since it seems pretty straight forward. If anyone could help, it would be appreciated!

Angela Park 1 vote
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And if it doesn't work, disconnect google or iCal in your settings, then reconnect it. Then it works.

For the request for a gantt, I agree. We are using smart gantt and it's so rudimentary but it does work

Ken Robertson 0 votes
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I have a user who is not including tasks in their podio calendar, but when they sync that to Google calendar, the tasks still show up in Google calendar. Is there a way to hide that from the Google calendar as well?

Darren 0 votes
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Hi Darren,

If he has unchecked the box "include tasks" in the Podio calendar export, then he should not be seeing them in google.

He can try to disconnect and reconnect the integration. He does that through the profile icon in the top right corner of his blue bar in Podio --> Account Settings --> Services. He can choose the Manage dropdown next to the google integration and disconnect. After this he can go back to the Podio calendar and export the calendar again, excluding tasks.

If he is still having issues please have him send some screenshots to support@podio.com so we can help him from there.

/Mette
- Podio

Mette Frøkjær Hansen 0 votes
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Hi Mette, how easy would if be to also give the option for workspace calendars? Workspace calendars get very clogged up with tasks, it would be great if we had the same control as the global one. Many thanks.

Dimitris Demetriou 0 votes