- Post History
- Subscribe to RSS Feed
- Mark as New
- Mark as Read
- Bookmark
- Subscribe
- Printer Friendly Page
- Report Inappropriate Content
on 03-01-2022 03:50 PM
We have introduced a rich UI/administrative frontend to the calendar. Now, anyone can set up a new calendar or edit attributes of their existing calendars from a dashboard page within an Employee Center.
Downloaded the latest collaboration calendar HERE
Checkout the latest features of the collaboration calendar here
A quick recap
INTRODUCTION
The COLLABORATION CALENDAR IS AN ONLINE CALENDAR FOR TEAMS TO DRIVE EFFECTIVE COLLABORATION. THE CALENDAR PROVIDES A SINGLE VIEW AND CAN BE SHARED WITH EVERYONE.
The collaboration calendar is an enterprise collaboration tool to plan, organize and share events, resources, assets or anything else that must be organized across a group of people and time. You can share the calendar with individuals and groups of people to provide one destination where everyone can come for their collaboration needs.
What is the problem and how does the Calendar app solve these problems?
Most calendars are designed for individual use and there is a need for groups and teams to be able to visualize work at a team level. Moreover, individual calendars are often not visible to team members, so it becomes difficult to plan shared resources/content at a team level. Also, sharing information about events and assets with teams does not scale with existing calendars
Solution: Collaboration Calendar App by ServiceNow
Using the Collaboration Calendar available on the ServiceNow platform, teams can now visualize, manage, and share calendars across teams, individuals and groups. The calendar is fully customizable and users can add/configure using custom fields and assign color coded categories to visualize several different calendars. Easily share a calendar with an individual or a group of users from within the app. Invite them to collaborate on your calendar. There is also an easy link that can be used to share.
What are some popular applications (use cases) for Calendar
Here are some of the scenarios where the Calendar app can help
- Do you have trouble managing teams and resources on a project?
- Holidays are around the corner, and you don’t know who is OOO when?
- You work with Content and need to organize and plan across geos, themes, and leaders?
- You are in workplace services, and need to deploy resources, or need a tool to book assets?
- Best of all, need one source to share and collaborate across all your team members?
- Build a Release plan across multiple projects
- Plan for reserving Assets (projectors, printers)
- Events and Communications planning and organizing content for social media or communication
Getting Started on HOW TO USE THE CALENDAR - The frontend
Step 1: Create a calendar from your employee center
Navigate to your Calendar Dashboard. Click on Create New Calendar to start.
Begin creating your calendar. You will go through several steps starting with General, moving to the Categories, and then finally, creating as many custom event fields as you need to make your calendar work exactly the way you need it to work.
Let's begin.
Name - Calendar Name that will be displayed on the top left of calendar front-end
Time Zone - This is the time zone for your calendar and all its events
Language - Default Language in which the calendar is displayed. Currently, the only supported language is English
Color - Choose a color for your calendar. This Calendar will be displayed on Dashboard with this color code
Set multiple categories per event - If this feature is enabled, the event modal allows the assignment of multiple categories to one event.
Step 2: Create Categories
Click on Categories tab, and then click on 'Create New Category'
Name – Enter the name of the category, ex- Project-1, EMEA Comms, Sales Team
Color - Choose a color for this category. All events associated with this Category will be displayed in this color on the Calendar
Order- This allows you to control the order in which the categories will be displayed in the left pane of the calendar. Display is in ascending order.
Step 3: Manage Out of the Box Event Fields settings (if needed)
You can rename, disable, mark as mandatory and reorder the Out of Box Event fields
Step 4: Create Custom Events (if needed)
You can create your own custom fields for any specific needs by clicking on ‘Create New Event Field’
Name – Event field Name
Required - If true, an event cannot be created or edited without this field being populated.
Active -If true, the field shows on the events modal page
Show on Event Title - If true, the contents of the field will be shown in event pop-up
Order- Can be used to determine the display position on Event Modal
Type- Event Field type. For this Pilot it can be text, choice (dropdown) or True/False
Customer Field Choices:
If you have created a choice type custom field, you can define the values (dropdown values)
Enter all the information and click on Submit. Create as many options as needed. Order will determine the order in which these are listed in the dropdown
Here is a quick example of a reference type field with the incident table as its source and a reference qualifier
- 15,157 Views
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Are there plans to release a San Diego version of this plugin?
Thanks, Cheryl
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hi Cheryl,
We are currently in the process of getting the app certified for SD. We are estimating by July 1st week or 2nd at the most we should be able to have this ready
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
The latest version of the calendar app certified for San Diego will be release on 7/28.

- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Any capability exist to pull in an existing oncall calendar to this calendar on the ESC? Our use case is an on call calendar that also lists PTO.
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hi
Thank you for reaching out. In the latest version you will find a feature called Import Calendar. This allows you to import an existing ServiceNow table and create calendar out of it, in just a few simple steps. Happy to help if you have any further questions.
Thanks
Krishna

- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Also interested in this! We've just started looking at Collaboration Calendar and the different ways we can utilize this in ServiceNow.

- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hi
Happy to meet with for a quick demo. We can talk about this more. If a table gets purged or is created dynamically its a bit more tricky. The CC uses a sys_id as a reference.

- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hi
It was great to meet you and get to know the use cases that you are working. Please do let us know if you have any further questions.
Thanks
Krishna

- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hi
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hi
Its great to know that it is working! If not already please check the following.
For the sys_ids appearing in the ref fields can you please check the Display field on the table's sys_dictionary. Just make sure a valid field's, that you need to show up, Display value is set to true.

- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
I can try that...but it seems I'm not getting many options for the 'Event title'...
I'd like to be able to specify the User (and optionally - Group) that the on-call event is for from the v_rotation table.
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
In this case of importing a table, we allow only suitable fields like the title will show just string type fields from the source table and same goes for start and end date as well. They will just date time fields.
I was pointing more in the Events Fields tab you could add a custom event field
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Quick use case:
We were previously managing a SharePoint calendar for all of our PTO, On-Call, and Holiday calendar needs. The Collaboration Calendar has helped us remove manual steps, as well as reduce human error and drive better consistency in our processes.
How we are using this new tool today:
We deployed these new calendars to our client ITIL (Fulfiller) users to populate when they are OOO and need extra coverage on their accounts. This is something that was previously managed over email. We have then combined all of those calendars in the OneView so we can get a nice view of all activity throughout our organization as well as our client support needs.
Once a calendar entry is made for PTO, we have configured our notifications to send an email to the end user as well as the group as a whole. The end user will get a calendar invite to block off their scheduled PTO as OOO whereas the group will receive a calendar invite to block off the scheduled PTO as Free. As mentioned above, this has helped the team stay consistent with the PTO process. This new functionality also keeps our technicians in ServiceNow, without the need to manage yet another toolset (SharePoint).
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
HI @Krishna Nagara1 , my use case is similar to other here, Collaboration Calendar is new to me and I would like to import our global holiday calendars, maintenance schedules, and our release (Go Live) calendar from an external tool into a single view in SN. However, I encountered an issue with importing the schedules. I only see created and updated in the selections for start and end date. I need to be able to leverage the start and end date of events as they are listed in the schedules.
I am testing this on Tokyo using the cmn_schedule_span table; any advice on how to overcome this would be fantastic. Thanks.
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hi @fnatividad ,
Thank you for reaching out. The data and time fields Scheduled Start Date Time and Scheduled End Date Time should be available. Happy to jump on a call to walk you through this. Please let me know you availability. I am in the. PST time zone.
Thanks
Krishna
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
@Krishna Nagara1 .... please reach out to be at fnatividad at linkedin so we can arrange a time to chat. Im in CST and I have a few mins of free time after 430 in my time zone. Thanks.
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hi @Krishna Nagara1
We explored this an option to replace the report widgets we have used as change calendars. So far it's really good with two issues, the second being a major issue for us.
It great and will be very useful for us but there's a couple of things we wanted to know.
1. Why are categories mandatory for calendars that are table based?
I'd like to see the colours of calendars on the OneView as the default for calendars before categorisation is applied. If categories were using dynamic data that would be awesome, eg from a change_request record if the type is emergency then the change could be auto categorised as red.
2. We can't use it because you can't put the Number field on the form. the Number field from the change_request table is not available to select. Without a link to the change in platform or a change number there is not reference back to what record it's from.
We tried to make a custom reference field and map the sys_id of the change request onto it but that just shows the Sys_ID not the Display Value:
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hello @Krishna Nagara1 and the rest of the ServiceNow community! 🙂
This is closely to something me and my team are looking into. As I understand this, it's an application used in the backend, correct?
But our requirements are to display it in the ESC portal. Where we can schedule events, holidays for the workplace and more for users to be able to view easily.
We've investigated the Schedule Calendar, Holiday Calendar among others, those has some requirements for plugins etc. So haven't really tested them yet. What would your current recommendations be for these requirements?
Do you know of any plans on developing something like this, but for the Service Portal?
Regards, Jocke
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
HI @rhysbrennan ,
Thank you for reaching out.
1) The categories allows the data to be separated based on the "value" it brings to the calendar. As your example says if a change is of emergency then red is the most obvious visual cue. However since each environment , in the customer space, is very different we designed it to be customizable by the user. Making it mandatory is to ensure the "domain" separation between calendars.
2) Please try the import calendar feature. This allows you to point your calendar to any SN table and all the fields from that table. The import calendar button is on the one-view screen.
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hi @Joakim St_ckel,
Appreciate you reaching out. The calendar app can be associated with any portal. You can set this up under the properties section of the app. It has a UI rich set of capabilities that allows using it on any portal. Once you associate this with any portal then please use the import calendar or manual creating a calendar from the dashboard for the tables you have mentioned.
Hope this helps. Please let us know if you have any further questions.
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Thank you very much @Krishna Nagara1 !
I've been testing it out for a bit. But I'm struggling with one thing.
I've created a "test" calendar, made it public, used default table etc. just to see what it looks like. I even added user criterias under "Calendar Available For" (after I had tried with just Public setting on). But I can't see the Calendar at all while impersonating users. Right now, only Admins can see the Calendars. Also, in the Portal view, the 2 test calendars I've now created, they show in the Calendar Dashboard, as "owned by me" and 1 is Shared, 1 is Not Shared. Neither can be viewed by any other user, even if they meet the User Criterias? Both are also set to Public.
Making it "Public" I understand, should make the created calendar, public to any user in the instance, correct? Is there some configuration I'm missing?
As we want to use it as a calendar that everyone can view and see upcoming events, and some calendars with user criteria specific things. So the One View solution suits our needs very well.
Regards, J
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hi @Joakim St_ckel,
Sorry to hear that your are having issues. I would happy to meet and go through the issues you are facing.
Please let me a convenient time that works for you.
Thank you!
Krishna
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
We used this calendar when we were working remotely, but starting in 2023, we're going back to the offices again. I don't know why, but it's much more practical to use a printable calendar when we're in the office.

- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hello, @Krishna Nagara1
We are very interested in this calendar but wanted to test it out in my personal developer instance (PDI) [https://developer.servicenow.com/]. Are you able to make it available for PDI's?
I understand there is a process where a vendor is able to setup a entitlement but as that is per instance, don't want to open that can of worms. But I have checked in following locations but this application didn't show up:
- System Definition => Plugin
- System Applications => All available Applications
- => All
- => Available To Obtain From Store
Thank you for your time.
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hello @Krishna Nagara1 ,
I am also really interested in this calendar plugin but would like to check it in my PDI.
So that I can show my colleagues how it works and to prove that it fits our needs.
Because of this I would like to support the request of @Konstantin7 .
May it be possible to make your collaboration calendar available for PDIs?
Thanks in advance!
Best wishes
Michaela
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
hi @Michaela-3 ,
Thank you for reaching out! You would need a instance entiteled to download the app. You could later export to a update set and move to a PDI.
Thanks
Krishna

- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hi @Krishna Nagara1 - is there any guidance to make the calendar view available for non-itil users?
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hello,
once you activate the spoke to import the Outlook events into servicenow,
- which table does it go to? what are the attributes that are mapped to?
- can you create reports on the imported data with the SN reporting tools?
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
HI @Joshua Chen FX ,
Let me get back to you on this. If needed happy to meet and walkyou through the schema
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Thank you @Krishna Nagara1 ,
To clarify further :
- We currently create dashboards and views with Power BI, e.g. report on governance meetings happening this month by BU. The source of truth is Outlook (microsoft exchange).
- We would like to decomission these reports and use SN to create them, but first we need to get the data in.
- It looks like the microsoft exchange spoke is what we need, but I couldn't find any documentation on the attributes fields mapping.
- I looked at the calendar collab documentations, and saw some fields/column but looking for the complete list of attributes mapped to the table that the Spoke writes to.
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hi @Joshua Chen FX ,
We can look this up and get back to you. Happy to set up a meeting with our tech team to have a discussion on this.
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
I have a suggestion for another feature. I skimmed through the comments and I don't believe anyone has mentioned this yet but I apologize if it has already been suggested.
It would be nice if each field could have a configuration of whether or not it can be edited. For an easy example let's say the event is shared and has collaborators but you don't want anyone to change the event title but they can change the date. Unless I missed something currently the permissions are set on the event as a whole and not per field.
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hi @ChrisBurks ,
Thank you for the suggestion and feedback! You are correct. We designed it at the event level and not at field since it can become cumbersome to maintain. Hence we set it on level up ( Can read vs can contribute).
Thanks
Krishna Nagaraja
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Definitely the permissions is good at the event level but for the fields I was thinking more like whether the field should be editable. So something simple like a flag on the event fields just like the active flag. So on the portal widget it checks whether or not that field is editable or read only.
For another example let's say an event was made where the start date shouldn't change but the end date could be but only for that particular event. So not so much a permission but as the creator, I don't want this particular field to be changed.
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hello @Krishna Nagara1,
I would like to have one calendar, where events from different sources are shown.
The sources could be one ore more SN tables and also manually created events.
Currently I was only able to create a calendar for manually created events and one calendar where the events will be imported from a table.
What have I to do to get the calendar with both types of events?
I was missing some tables in the importing part of the calendar. e.g. we use the Agile Developemt from SN and I would like to use one or more of tables from this module.
How can I solve this?
And one suggestion:
We would like to habe the possibility to create manually events which continue for some days without setting a start or end time.
I can set an option to set the event for lasting the complete day. But than I am not able to set the end date.
It would be fine, if there could be such a possibility.
Thanks for your support!
Best wishes
Michaela
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hi @Michaela-3 ,
Thank you for reaching out. The one-view congregates all your events from manually and imported calendars.
As long as you have the minimum read access you should be able to see all the tables in the drop down to import them.
The code is open for you to update it and tailor it to how it may suit your environment. The all day event do not take an end date however try adding an event that spans a duration of days.
Please let me know if you have any further questions.
Thanks
Krishna
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
It's awesome that you've introduced a user-friendly admin dashboard, making it easier for everyone to manage their calendars within the Employee Center.
This app seems super handy for team collaboration. I love how it addresses the need for a shared, customizable calendar that can handle various use cases. Whether it's project management, tracking holidays, or organizing content, it looks like a versatile tool.
The step-by-step guide for creating a calendar from the employee center is a nice touch, making it user-friendly. You can check it out and get started with the latest features by downloading it at https://calendargeek.com/

- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Great work building this and I hope it makes it as part of the general release. Better than the current OOTB calendar.
I installed the calendar v1.3.0 and the only issue I found is that the filtering is not working.
In filter by:
> Select any category and nothing happens
> Selected a event tile and nothing happens
I was expecting the calendar to dynamically refresh base on what I specified in the filter.

- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hi Folks
I really love this development; on the paper, it fulfils all the requirements I might have regarding a collaboration calendar.
Practically, we are very close but:
- I badly miss the filtering feature that would allow to only display my teams records.
- When selecting the rm_sprint and rm_release tables, It doesn't allow me to pick the necessary fields (short description, ...) to populate my event.
Let's hope those issues find a solution!
Kind regards,
Christian de Closset
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Is it production ready?
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hi All,
I have a problem with sharing option. I created several calendars for testing. I hover over calendar and see the share icon. But share icon is not opening sharing form. It just open calendar record form.
And I manually create creating “Calendar Available For” from backend, it does not make any effect. All other users can see my calendars regardless restrictions I define. Public true/false also seem not to have any effect.
What I may be doing wrong?
Best regards,
Kamil
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content

- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
I'm also having the same issues with the sharing options...posted here: COLLABORATION CALENDAR: One view of online collabo... - Page 4 - ServiceNow Community
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hi Jonah Piascik
Share option while viewing calendar and from dashboard does not work for me too.
But if I create 'Calendar Available For' and relate it to correct "User Criteria" record, It seem to work.
I noticed that users (who need to have or not to have defined read / write / admin access) must have role:
sn_collab_calendar.calendar_user
but must not have role:
sn_collab_calendar.calendar_admin
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hello,
We are experiencing challenges with calendar sharing functionality. Below are the details of the issues encountered:
Backend Configuration:
To enable the "New" button, we had to modify the 'Calendar Available For' list control from the backend.
Once the Use Criteria is specified for the calendar, we can modify the calendar permissions through the portal.
Calendar Access Issue:
Despite the calendar being shared, users with the sn_collab_calendar.calendar_user role cannot view the calendar.
This issue persists even when direct calendar links are shared with the user. For example, navigating to a calendar link such as https://instancename.service-now.com/esc?id=collaboration_calendar&sys_id=##### results in a blank page.
Calendar Sharing Dependency:
The calendar is shared successfully from the portal only if the Use Criteria (UC) record is added to the "Calendar Available For" list.
We would appreciate your help in identifying and resolving the root cause of these issues, especially the inability of users with the sn_collab_calendar.calendar_user role to access shared calendars.
- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
Hello,
I have just started to explore the collaboration calendar, the "New" button is not available for "Calendar Available for" and "Calendar Events", you are right we need to make it visible from the back end.

- Mark as Read
- Mark as New
- Bookmark
- Permalink
- Report Inappropriate Content
@Krishna Nagara1 Just want to inform you that today we deployed the following updates which greatly improved the calendar load times and performance:
- Events older than 30 days is automatically archived weekly.
- Archived events are on a new table and can be moved back to the calendar if needed via a script.
- Archived events will be available via a dashboard/report.
- Events can be created up to 6 months in advance, not greater.
Prior to this we had 4000 events on the calendar and it became unusable. Now we are in love again 🙂