Compiling a multi-department calendar/timeline

Question

This may seem super basic, but I work in tandem with 4 different teams and need to construct a calendar/timeline for all of these separate departments.

What is the easiest way to gather the information?  Some teams use smartsheet, some use excel, but none have the same format and none really "talk" with each other - hence the need for a shared multi-departmental calendar.

I am looking for the best way to start this from scratch - is it one user who is the keeper, and goes from team to team to get their data, or is there an easier "submission" process that can save time?  I have only ever constructed my own calendars and I will need to "force" some of this transition, so I'm looking for the easiest way to do that, starting from zero.

Susan McCarthy · Answer

Is there an answer for adding 600+ lines to a calendar? Having the same issue on a shared calendar.

jmaxbr · Answer

Thank you for your suggestion.  The problem I foresee with the intake form is that many of the collaborators will have their own extensive calendars of some kind already.  For example, I myself have 600+ lines in my own calendar - so it is as much about merging existing information into one single document as it is about actually getting the information.

A further complication is that eventually, I need to be able to format this timeline so that it can be exported to PowerBI.

Melissa Yamada · Answer

You could use a single intake sheet with a Form.

In Smartsheet, the easiest way to start from zero is to create one standardized intake sheet and collect all calendar data through a Smartsheet Form.

Create one sheet with required fields (Team, Date, Start/End, Event, Owner).

Build a Form tied to that sheet.

Share the Form link with all teams (Excel users included).

Use the sheet’s Calendar View or a Report/Dashboard for the shared timeline.

This is the fastest and cleanest way to enforce a shared multi-department calendar.