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My calendar tile

Faraaz Mohiuddin
Updated

Overview

The My calendar page shows all tasks associated with the logged-in administrator, both automatically created and manually created.

This article describes this page as visible to a standard administrator. For more information, see Standard administrator – detailed description.

My calendar page showing task list in agenda view

Calendar views

Calendar view options showing Day, Week, Month, and Agenda tabs

Day

Displays tasks for the selected calendar day. Hover over a task entry to see more details.

Day view showing tasks arranged by time

  • Extend or collapse hours: use Show business hours to display 08:00–17:00 only, or Show full day to display the full 24-hour calendar. Both options are available at the bottom of the page.
  • Create a new task: double-click a free time slot to open the Create task form.
  • Edit a task: double-click a task entry to open the Edit task form.
  • Cancel a task: hover over a task entry and select the × button that appears on the right. You will be prompted to provide a cancellation reason.

Week

Displays tasks for the selected week. The same task operations are available as in the Day view.
Week view showing tasks across a seven-day period

Month

Displays tasks for the selected calendar month. The same task operations are available as in the Day view.
Month view showing tasks across a calendar month

Agenda

The default view when you navigate to My calendar. Displays tasks in a detailed list with one task per row.

  • Edit a task: select a task row to open the Edit task form.
  • Cancel a task: hover over a task row and select the × button on the right. You will be prompted to provide a cancellation reason.
  • Columns and options:
    • Date – the task due date in full date format, including the day of the week.
    • Time and status
      • Time is shown as start time – end time (for example, 09:00 – 10:00), or as "all day" if no time is set.
      • Statuses:
        • Overdue – the task's due date and end time are earlier than the current date and the task is not complete.
          Overdue task status icon Overdue task indicator Overdue task colour indicator Overdue task label
        • New – the task's due date and end time are later than the current date and the task is not complete.
        • Complete – the task has been marked as complete.
        • Cancelled – the task has been cancelled automatically or manually.
    • Event – extended task details:
      • Created: date the task was created.
      • By: account name the task was created by.
      • Web link: link associated with the task, if provided.
      • Reason: cancellation reason (shown for cancelled tasks only).
      • Task type: the activity type set for the task.
      • Contact email, contact full name, contact phone: task contact details, if provided.
    • Print task – print task details. If the task is duplicated to a learner whose programme has PrintTask compliance templates configured, you can select a document template before printing.
      Print task option with document template selection
    • Notes – opens the Notes panel where you can add notes against the selected task.
      Notes panel for adding notes to a task

Page filters

Page filter area showing Search, Type, Status, and Due date fields

Select Search to apply filters. Select Reset to return to the default view.

Search and Reset buttons for the task filters

Available filters:

  • Search (free text) – search by task description or task contact within the selected view.
  • Type (dropdown) – lists all task types enabled on the tenant, plus any task types that are currently disabled but are already linked to existing tasks.
  • Status (dropdown):
    • Any – shows the same scope as Not completed and Completed combined.
    • Completed – shows only completed tasks within the selected date range.
    • Not completed – shows new tasks within the selected date range, plus all overdue tasks regardless of the date range applied.
    • Cancelled – shows only cancelled tasks within the selected date range. The start date for the calendar filter is either the selected date or the earliest overdue task due date, whichever is earlier.
  • Due date from / to (date range selector):
    • Today – quick option to select the current date.
    • Previous / Next – quick option to navigate to the previous or next date based on the Due date from value.
    • Due date from – set the start of the date range. Defaults to the current date. Automatically recalculates Due date to when changed, unless Due date to has been manually adjusted.
    • Due date to – set the end of the date range. Defaults to seven days after Due date from.

Create a new task

A standard administrator can create a personal task for themselves, or a combined task for both themselves and a learner (as a duplicate). Use the Create a new task option at the top of the page, or switch to the Day, Week, or Month view and double-click a free time slot.

The Create task form includes the following fields:

  • Details (text area) – task description. Supports basic formatting: bold, italic, clear formatting, URL/link, bulleted list, numbered list.
  • Web link – a URL title and URL address.
  • Related to user (searchable dropdown) – lists learners the administrator has access to. Populated automatically if a learner is selected via the Contact task area.
  • Repeat – configure a recurring task.
  • Notification days – set how many days before the due date a task reminder notification is sent to the task owner.
  • Due date (date picker, mandatory) – the date the task is scheduled for. If not set explicitly, defaults to the current date when the task is saved.
  • Time (two time pickers) – task start and end time. Both default to 09:00. If left empty, the task is treated as all-day and displayed as "all day" in the agenda view. End time can be set earlier than start time for tasks that run overnight.
  • Contact (name, email, phone) – can be entered manually or populated using Add from contacts, which lists learners the administrator has access to. Once a learner is selected, the fields are populated automatically and locked for manual editing. The Duplicate task for user checkbox is only available when a learner is selected via Add from contacts. When ticked, the selected learner receives a new task in their calendar linked to the administrator's task. The task pair can only be managed by the administrator, not the learner.
  • Task type (dropdown, mandatory) – the activity type for the task. Only task types enabled on the tenant are available.
  • Mark as complete / mark as incomplete – toggle the task's completion status. The task must be saved by selecting Create or Update to apply the change.

Edit a task

A standard administrator can edit any uncancelled task in their calendar, whether created by themselves or by another administrator. In the agenda view, select a task row. In the Day, Week, or Month views, double-click the task entry.

The Edit task form includes all fields from the Create task form, plus a Create PDF option to print task details. This option is only visible if the task is duplicated to a learner enrolled on a programme with PrintTask compliance templates configured.

Complete or incomplete a task

Tasks can be manually marked as complete or incomplete from both the Create task and Edit task forms. See Create a new task for details.

Cancel a task

Tasks with a status of Not complete or Complete can be manually cancelled. Hover over the task entry and select the × button. You will be prompted to provide a cancellation reason.

Cancellation reason prompt when cancelling a task

Cancelled tasks are only visible when the Status filter is set to Cancelled. They are not editable; selecting a cancelled task shows the message "This event is cancelled".

Automatic cancellation: when a task's due date or time is changed, the original task is automatically marked as cancelled and a new task is created in its place.

Export

Select the export option to download the current task list as a CSV file. The export respects the current filters applied to the calendar view, with the exception of the start date, which is ignored. The end date is still applied.

View all site activity

Opens the logged-in administrator's site activity page, which shows actions logged against the account such as logging in and creating or updating tasks.

Webcal feed

Import Aptem calendar tasks into a third-party application such as Outlook. Selecting this option generates a webcal link and prompts you to choose an application to open it.

Webcal feed option showing generated link

If you see an error when importing the Aptem webcal feed into Outlook, this is usually due to a limitation in Microsoft Outlook rather than an issue with Aptem.

Workaround

Microsoft recommends replacing webcal with https in the feed URL before importing. This allows the calendar feed to be added successfully in both the Outlook desktop application and Outlook on the web.

Example

Original URL
webcal://yourtenantname.aptem.co.uk/MWS.Organizer/Webcal/WAF7...

Updated URL
https://yourtenantname.aptem.co.uk/MWS.Organizer/Webcal/WAF7...

Copy the updated URL and use it when adding the calendar to Outlook. If the issue continues after updating the URL, contact Microsoft Support directly, as this behaviour is related to how Outlook handles the webcal protocol.

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