SECTIONSWork Events Overview
Work events enable you to create time-dependent events that are less than 24 hours in duration for times when contacts are available. You can view a contact's availability in the PSA work event calendar, and then create a work event that sends an invite to their personal calendar.
The work event flow comprises:
- Work Event Calendar: Shows the availability of the contacts that you select. This information is taken from each contact's personal calendar, so you can create work events when one or more contacts are available. Contact your administrator if this calendar is not available on the project record.
- Work Event: Contains the details of the event that you add to the work event calendar.
- Work Event Invite: Contains the details of the work event and is sent to the contacts selected on the work event.
Work Event Calendar
The work event calendar on the project record shows work events and the availability of valid contacts from their own Outlook or Google calendars. These calendars must be shared with the host of the work event calendar. You can:
- Filter the calendar to view only the information you need.
- Create, edit, and delete work events, and send an invite to the event to each relevant contact's Google or Outlook calendar.
Work Events
You create work events on the calendar for a specific time. A work event is less than 24 hours and cannot be zero hours. This indicates the scheduled hours per day per resource and enables you to see how many hours you can schedule events for each day.
Changes can only be pushed from PSA to a resource’s external calendar. Changes in the resource's external calendar are not reflected in the work event calendar in PSA.
When you select multiple resources, their availability is shown together. The event is created in the calendar for a specific time with a specific duration and is pushed as an invite to all the invitees’ external calendars. If you are logged in, you are the host of the work events that you create. Any other work events that you are not the host of, but are visible in the calendar, are read-only. The work event description contains a link back into PSA.
The work event duration matches the time that the invitee is on the event. When a work event is generated successfully, it is displayed in the work event calendar but it is not duplicated as a general busy time.
Work Event Invites
PSA sends the details of the work event to the contacts’ external calendars, for example, Outlook, and delivers an email from where they can respond to the invite. If there are multiple invitees, the work event host invites the other invitees automatically.
Work event invites display time zones in the work event calendar when a Salesforce user is viewing it.
You can invite any contact in the Salesforce org.
How are Work Events Different from Project Tasks?
Work events are different from project tasks in the following ways:
| Work Event | Project Task |
|---|---|
| Time-specific. Matches the allocation of hours to the contacts. | Can be time-specific, but the allocated hours are typically spread over multiple days. |
| Less than 24 hours duration. Starts and ends at specific times. | Typically spans multiple days. To be completed by a specific end date. |
| If there are multiple contacts on a work event, the work event invites synchronize these collaborative events to the contact's calendar. | Project tasks are only shown as individual project task assignments (PTAs) on the calendar and not synchronized as collaborative events. |
Limitations
The following limitations apply:
- The Work Event Calendar tab is only available on project records.
- Work events are not linked to schedules or schedule exceptions. On the work event invite, you must ensure that you are not creating work events for hours that exceed the scheduled hours per day for the contacts.
- You must create work events manually.
- Work events are not linked to project tasks.