Calendar

Manage your timesheet records in a calendar view

Kimai provides a calendar view, which allows management of your timesheet entries in a calendar format, where you can choose between a monthly, weekly and daily view.

Views

Month - one box per day, best suited for a quick overview of a longer period
Week and Day - a time grid with one row per time slot, which shows the actual begin and end times of your records

The initial view can be changed by every user, see user preferences.

Each entry is colored like everywhere else in Kimai: the color of the activity is used, with a fallback to the project color, the customer color and finally the system default color.

The content of the entry title can be configured system-wide, see Configurations below.

Time slots

The week and day views split each hour into slots (the rows of the time grid). The height of one row is defined by the setting Slot duration for week- and day view (default: 00:30:00 = two slots per hour).

15 minutes is the smallest unit that the calendar can display.

Why do my entries overlap?

The slot duration also defines how precise records can be rendered. If a slot is longer than the records inside it, there is not enough room to draw them one below the other while keeping the vertical time labels correct. In that case the calendar draws them overlapping (side by side).

An example: your calendar uses slots of 30 minutes (two slots between each hour label) and you have two consecutive records from 10:00 - 10:15 and 10:15 - 10:30. Both of them live inside the same 30 minute slot, so they will be shown overlapping instead of one after another.

If you regularly track short entries, lower the Slot duration to 00:15:00 and the entries will be displayed one after another.

Creating timesheets

There are a couple of ways you can create a new timesheet record in the calendar view:

By clicking into the calendar you open a “create timesheet” form for a running entry with the correct day pre-selected (month, week and day view)
When you click and drag the selection, you open a “create timesheet” form for a completed timesheet (week and day view)
Drag & drop existing entries (like recent activities) from the left side into the calendar (month, week and day view)

Editing timesheets

By clicking an existing timesheet in the calendar, you open the “edit timesheet” form
By selecting and then moving the entry on the calendar, you can shift the time of the entry. So you can easily change begin and end, without changing the duration (see Drag & Drop)
By clicking the handle at the bottom of an existing record and then dragging it to another time (end and duration will be changed)

All calendar entries offer a context-menu with several options (like Duplicate or Delete), right at your fingertip.

Delete a timesheet

You can right-click every entry and delete it from the context-menu.

Drag & Drop

The calendar allows managing entries by using drag & drop:

for creating entries (can be deactivated by System Admins) from your recent activities
for moving entries across times and days

Drag & Drop is globally deactivated if the time-tracking mode (see System → Settings) does not allow to edit the start-time (e.g. punch in-out mode deactivates drag & drop).

The drag & drop box is also hidden if you are not allowed to create timesheets for the currently displayed user.

Why doesn’t drag & drop in the calendar copy all fields?

When you drag and drop a timesheet entry in the calendar, only the project and activity are carried over — not custom fields or other details. This is intentional and differs from the Restart feature.

	Drag & Drop	Restart Timesheet
Use case	Start working on an activity again	Continue the exact same task
Copies project	✓	✓
Copies activity	✓	✓
Copies custom fields	✗	✓
Copies other fields	✗	✓

When to use each feature:

Use drag & drop when you want to log time against a project and activity you’ve worked on before, but it’s a fresh entry — for example, picking up a recurring task at the start of a new day.
Use Restart when you’re genuinely continuing the same piece of work and need all the original details (including custom fields) preserved exactly as they were.

Your system administrator can change this behavior, see Configurations below.

Switching user

You can switch the account whose data is displayed, if your user owns the permission view_other_timesheet.

If you are able to switch the account, if depends on the following permissions if you can manipulate records:

edit existing records: edit_other_timesheet
create new records: create_other_timesheet
delete user records: delete_other_timesheet

The recent activities drag & drop is also switched to the account currently displayed.

If you cannot see the dropdown despite having the view_other_timesheet permission, it is likely that you cannot see any other users. Whether or not you can see another user depends on your team assignments: you need to be the team lead to see your team members.

Configurations

You can configure these at System → Settings.

Display week numbers — whether week numbers should be displayed in the monthly view (default: true)
Display weekends — whether weekends should be displayed (default: true)
Start of normal business hours — the start time of your working day, which will be highlighted in the weekly and daily view (default: 08:00)
End of normal business hours — the end time of your working day, which will be highlighted in the weekly and daily view (default: 18:00)
Start of visible time range — the start time of the calendars week and day view (default: 00:00)
End of visible time range — the end time of the calendars week and day view (default: 24:00)
Slot duration for week- and day view — defines the duration for each calendar slot (row) in the week and day views, format: hh:mm:ss (default: 00:30:00 = 30 minutes). The smallest supported unit is 15 minutes, shorter records inside one slot will be displayed overlapping.
Amount of entries for drag&drop — amount of rows per drag & drop box (0 = deactivated)
Copies data when adding via drag and drop — when activated, form details will be populated from last entry
Display of the titles of calendar entries — which data should be displayed in the title of each calendar entry

User preference

A user can change the initial view for the calendar, see user preferences.

Timesheet – View and manage your time-tracking data in the timesheet view
Weekly hours – Manage your time records in a quick and easy weekly spreadsheet-like view.
Settings – Kimai system configurations