# Project Deadlines Calendar

Source: [https://docs.virtosoftware.com/docs/virto-shared-calendar/templates/project-deadlines-calendar/](https://docs.virtosoftware.com/docs/virto-shared-calendar/templates/project-deadlines-calendar/)
Product: Virto Shared Calendar
Updated: 2026-10-22


The project team keeps every due date, milestone and review in one calendar, and the client sees the same dates through a link. Nobody has to collect dates from chats and e-mails before a status meeting.

## What you set up

| Setting | Value |
|---|---|
| Calendar name | The project or the client, for example "Website relaunch: Contoso" |
| Categories | Deadline, Milestone, Client review, Release, Internal |
| Permissions | **Restricted**: the project manager is an owner, the project team are members |
| Views | **Month** for the coming weeks, **Quarter** or **Year** for the whole project |
| Share link | View-only, for the client |

**One calendar per client.** A share link shows every entry in its calendar. If each client gets their own link, give each client their own calendar. For internal projects with no link, one calendar with a category per project works too: open **Categories** in the toolbar to show one project at a time.

## 1. Create the calendar

Create a calendar named after the project or the client.

[Open the interactive demo](https://app.storylane.io/demo/sozznxkowpzf)

**Interactive demo walkthrough**
1. How to create a new calendar in Virto Shared Calendar
2. Let's begin by exploring our calendar management system.
3. Click on "Add new calendar"
4. Name your calendar to reflect its purpose or team.
5. Customize your calendar's appearance and functionality.
6. Choose events background color to enhance calendar visualization.
7. Choose events font color.
8. Choose from versatile view options to match your planning style.
9. Save your customized view settings.
10. Choose the default calendar view that will open when you access the calendar.
11. Adjust date display formats for regional preferences.
12. Select your preferred date format for consistency.
13. Customize how time appears on your calendar events.
14. Apply your personalized calendar display settings.
15. Thanks for exploring! — Ready to see how this can work for you?

Click the calendar name to open its settings. On the **Categories** tab, remove the default categories and add the five above, each in its own color. On the **Permissions** tab, leave **Private calendar** unticked, set **Permission mode** to **Restricted**, add the project manager to **Calendar owners** and the project team to **Calendar members**.

## 2. Add the dates

- **A deadline** is an all-day entry on the due date: click the day, type what is due in **Subject**, tick **All day**, choose **Deadline** and save.
- **A phase**, such as a design sprint or user testing, is an all-day entry from its first to its last day.
- **A review call** is an entry with a start and end time. Paste the Microsoft Teams or Google Meet link into **Meeting Link**.
- **A regular check-in**, such as a weekly status call, is one entry set to repeat **Weekly**. The whole series counts as one entry toward the 15 entries of the free plan.

[Open the interactive demo](https://app.storylane.io/demo/akmrrmpot7su)

**Interactive demo walkthrough**
1. How to create an event in Virto Shared Calendar — Step by step instructions on how to create an event
2. Click the desired date on the calendar to begin scheduling your event.
3. Enter your meeting title in this field.
4. Choose meeting category/categories.
5. Choose a date of the event.
6. Set your event time.
7. Select "Don't repeat" for one-time meetings or special discussions.
8. Set a weekly cadence to establish regular team touchpoints.
9. Specify when the recurring meeting series should conclude.
10. Begin adding team members who need to participate in the event.
11. Create an agenda if needed.
12. Explore formatting options to structure your content.
13. Add a virtual meeting link for participants to join seamlessly.
14. Finalize your meeting setup and send invitations to all attendees.
15. Open your meeting when it's time to connect with your team.
16. Start your virtual meeting with one click when it's time to collaborate.
17. Thanks for exploring! — Ready to see how this can work for you? Start using a forever free calendar option now! Or upgrade for the unlimited tire.

When a date moves, open the entry, choose **Edit** and change the dates.

## 3. Share it with the client

On the **Sharings** tab, choose **Can view all details** and click **Publish**, then **Copy URL** and send the link to the client. The client opens the calendar in a browser and needs no Microsoft account.

Before you send it, check what the client will see. The link shows every entry in the calendar with its subject, dates, description, meeting link, categories and attendees, including the attendees' e-mail addresses. Keep internal notes out of the descriptions of a shared calendar, or keep internal dates in a second calendar.

The link works until you click **Unpublish**, and stops working at once when you do. If you publish again later, the calendar gets a new link. See [Sharings](https://docs.virtosoftware.com/docs/virto-shared-calendar/calendar-settings/sharings/index.md).

[Open the interactive demo](https://app.storylane.io/demo/hxmmhgxjrp2s)

**Interactive demo walkthrough**
1. How to share a Virto Shared Calendar with external users
2. Click the calendar name to open its settings
3. In settings, go to «Sharing»
4. You can make a calendar private, so only you will be able to view it
5. Now only you are able to see this calendar
6. Define who can access the calendar by setting permissions
7. Grant view-only access to maintain privacy while sharing event details
8. Publish your calendar with these permissions to make it available
9. Click «Copy URL» to copy the link and send it to external user(s)
10. Modify permissions for team members who require editing access
11. Update and publish your calendar with these new collaboration settings
12. Save changes to complete your calendar sharing setup
13. Thanks for watching! — Ready to see how this can work for you? Start using a forever free calendar option now! Or upgrade for the unlimited tire.

## 4. Keep it in the project channel

Add the calendar as a tab to the project's channel in Microsoft Teams. Each project channel can show its own calendar, and the same calendar can appear in several channels.

## What this calendar does not do

It shows dates; it does not track tasks, their status or their dependencies, and it sends no reminders before a deadline.