Part 1 gave the reunion a place to live. Now give it a timeline. This tutorial has two halves: first you put the phases of work on the calendar, then you break one phase into tasks the committee members own.

We keep using the same example: High School Reunion Dec 2026, five committee members, eight weeks from 6 October to the event on 1 December 2026.

Part 1 — Create a simple schedule

1. Open your project

From Projects, click the High School Reunion Dec 2026 card. Everything below happens inside this project.

The projects list with the reunion project card marked as step 1

2. Start a new activity

Open the Activity tab and click NEW ACTIVITY.

The project calendar and Activity tab with NEW ACTIVITY marked as step 1

3. Name it and give it dates

In Note write the phase name, then fill in Start Date and End Date. Dates are typed as DD-MM-YYYY. For phase one, type Phase 1: Lock the Plan with the dates 06-10-2026 and 26-10-2026.

The New Activity form with the note marked as step 1, start date as step 2 and end date as step 3

Click Submit. The activity now appears in the Activity tab with the time it was last updated.

The activity list showing Lock The Plan saved, with the new activity marked as step 2

4. Check the calendar

Scroll up. The activity is drawn on every day between its start and end date, so the whole committee can see the phase at a glance. Click PREVIOUS / NEXT to move between months; the yellow circle marks today.

The October 2026 calendar filled with Lock The Plan from 6 to 26 October, activity row marked as step 6 and the calendar span as step 7

5. Adjust it when plans move

Click the pencil icon next to the activity to reopen the form. Change the note or either date and click Submit — the calendar redraws immediately. In the screenshots the note was shortened to Lock The Plan and the same dates were kept.

The Edit Activity form with the note marked as step 3, start date as step 4 and end date as step 5

The full schedule: three phases, eight weeks

Repeat the steps above for the other two phases. Three activities cover the eight weeks, and together they make the plan readable on the calendar:

  • Phase 1: Lock the Plan — 06-10-2026 to 26-10-2026. Confirm the date, shortlist venues and vendors, draft the budget, build the guest list.
  • Phase 2: Book and Register — 27-10-2026 to 16-11-2026. Book venue, catering and photo/video by 1 November, open registration, draw the floor plan.
  • Phase 3: Finalize and Run — 17-11-2026 to 01-12-2026. Confirm headcount, settle payments, label the floor plan, run the event.

Overlapping phases are fine — pick dates that match when the work actually happens, not a tidy grid.

Part 2 — Create a simple task

6. Open the Task tab

Activities say when; tasks say who. Open the Task tab and click NEW TASK. A new project shows No tasks yet.

The Task tab with No tasks yet, the Task tab marked as step 8 and NEW TASK as step 9

7. Name the task and pick an owner

Describe the work in Task, then choose who owns it from the dropdown. The example is Draft Budget: Venue, Catering, Photo / Video, Misc, assigned to yudy.

The New Task form with the task text marked as step 10 and the assignee dropdown as step 11

Click Submit. The list shows two different people per task: the creator is whoever typed it, the assignee is who has to do it. They are the same here because the task was created and taken by one person — on a real committee they usually differ.

The task list showing the drafted budget task with creator marked as step 12 and assignee as step 13

What changed?

The reunion now has a dated schedule of three phases on the calendar and a first task with an owner. From here every piece of work has a when and a who, which is what the progress summary is built on.

Next: Invite team members to your company.