My Calendar

My Calendar is reached from the calendar icon in the top toolbar, between the location indicator and the Signatures Required bell. It brings together, in one place, your confirmed client bookings and the time-bound work across your organization — matter deadlines, signature due dates and verification expiries.

Meeting bookings are part of your own calendar (not a separate screen): your confirmed meetings appear as events on the grid, the requests clients send you are approved or declined from the Booking requests panel below the grid, and you set the hours you’re bookable from the Availability drawer.

Views

Switch between Day, Work week, Week, and Month with the buttons at the top right. The arrows and the Today button move through time. Day, Work week, and Week show an hour rail like Outlook, with the dated items in an All day lane across the top (these items are deadlines, not timed meetings). Clicking an item opens the record it belongs to.

What the calendar shows

The calendar aggregates dates the platform already tracks — there is no separate calendar to maintain, so it is always in step with the underlying records:

• Client bookings — meetings clients have booked with you that you’ve confirmed, shown at their scheduled time (with the client and the Matter ID). On Day, Work week and Week views they sit on the hour rail; on Month they appear in the day cell. Click one to view its details or cancel it.
• Signatures required — envelopes that have been sent and are still awaiting signature, shown on their expiry (due) date.
• Matter deadlines — key dates recorded against a matter.
• Verification & ID expiries — approved identity verifications with an expiry date, so re-verification can be planned ahead of time.

Booking requests

Below the calendar grid, the Booking requests panel lists the meetings clients have requested on one of your matters. Each card shows the requested date and time, the client, the Matter ID and name, and any note the client added.

• Approve confirms the meeting. The slot becomes taken, the client is automatically emailed a confirmation (that email is the calendar invite), and the meeting appears on the calendar above.
• Decline turns the request down, with an optional note the client will see (for example, suggesting another time). The client is emailed that the time wasn’t available.

Only you — the staff member assigned to the matter — can approve or decline your own requests; an administrator cannot decide them on your behalf. If two clients request the same time, the first request you approve wins; the other can no longer be approved for that slot (approval is the commit point — there is no separate hold/lock).

Availability

Click Availability (top right of the calendar) to open the drawer where you publish the hours you’re open for client meetings. Add weekly windows with:

• Days — select one or several weekdays at once, or use the Weekdays, Every day and Weekend presets. Each selected day gets the same window.
• Start and End — the open hours.
• Slot length — how long each bookable slot is (for example 30 minutes).
• Time zone — the zone the window is interpreted in.

These windows repeat every week — you set them once, so there’s no need to re-post your availability one day at a time. The portal expands each window into bookable slots, then subtracts your away time (vacation, leave and other absences recorded on the Team Calendar) and your already-confirmed bookings, so clients only see times you’re genuinely free. Remove a window with the trash icon at any time; it does not affect bookings you’ve already confirmed.

Every booking is shown at the time it was made for in the time zone it was booked in (with the zone label, such as EDT). The meeting therefore always reads at the correct time — and on the correct day — regardless of the time zone of whoever is viewing the calendar.

The client-facing booking picker — where a client browses your open slots and sends the request — lives in the client portal and arrives in a later update. This calendar is the half that confirms and manages those requests.

An item isn’t showing?

An event only appears when all of the following are true:

• It has a due or expiry date set, and that date falls in the range you are viewing.
• It is still active — draft and completed envelopes, and rejected, canceled or expired verifications, are intentionally excluded.

Recurring matter dates currently show their next stored occurrence only; repeating future occurrences arrive in a later phase.

Connected calendars

The Connected calendars strip shows which external calendars feed this view. Connect Google or Microsoft (Outlook) under Profile → Integrations → Calendar: once a calendar is connected its events appear here alongside the platform events, and you can optionally have Athenty add your matter deadlines onto that calendar.

If clicking Connect shows a “need admin approval” message, your Microsoft 365 or Google Workspace administrator must authorize the connector once for your organization — see Calendar sync & admin authorization.

Adding your matter deadlines to a connected calendar

When you connect a calendar you can turn on Add my Athenty matter deadlines to this calendar (off by default). With it on, the critical dates for matters you’re staffed on are written onto your chosen calendar as all-day events with reminders — titled like [002-001] Limitation — Smith v Jones.

This push is one-way out (Athenty → your calendar). Athenty stays the system of record for its own legal deadlines: change or remove a date in Athenty and the calendar event updates or disappears on the next sync (within ~5 minutes), but editing or deleting the pushed event in Google/Outlook does not change anything in Athenty — manage the date in Athenty. Pick which calendar receives them (defaults to your primary), and use Push now to reconcile immediately. Disconnecting stops further updates but leaves events already added to your calendar in place.

Your default reminders. Under the push toggle you choose your own default reminder lead times for these events — for example 1 week before and 1 day before (the default), or 30 minutes before for a timed court appearance. These are per-user: each staff member sets their own, and they apply only to the events Athenty writes onto your calendar. A date that has its own notification lead times set on the matter overrides your default for that date. Because Outlook supports a single reminder per event it uses your earliest one, while Google shows them all. Clear every reminder for no alert at all.

Recurring matter dates are not pushed yet. Sharing of connected calendars with colleagues (Private / Selected people / Division / Organization, as a label-less Busy block) is configured on the same card.

Subscribe in your phone or computer’s calendar

This is different from Connected calendars above: that links your Google or Outlook account for two-way sync (edits flow both ways, and your external events also appear in Athenty). Subscribing is one-way and read-only — your Athenty dates appear in your calendar, but changes you make there never flow back.

You can mirror your Athenty events into the calendar app you already use every day — Google Calendar, Outlook, Apple Calendar, Fastmail, Thunderbird, or any other app that understands the .ics standard. The mirror is read-only and one-way: your external calendar polls Athenty on its own schedule (usually every few hours) and renders the events alongside your personal calendar. Editing in the external app does not change anything in Athenty.

The feed shows the events you own — envelopes you created or are a signer on, matter deadlines on matters you’re staff on, and your own identity verification expiries.

Generating subscribe URLs

1. Open Settings → Profile → General → Personal.
2. Scroll to Subscribe to your calendar.
3. Type an optional label (e.g. iPhone, Outlook at work, Sarah’s view) and click Create subscribe URL.
4. Click the copy icon on the URL row.

You can create as many subscribe URLs as you want — one per device or person you’re sharing the feed with — and revoke any one of them independently with the trash icon. Each URL is unique to you, opaque, and read-only; keep them private. If a URL leaks (e.g. you shared a screenshot by mistake), revoke just that row — the others keep working without re-subscribing on every device.

Adding the URL to your calendar app

• Google Calendar — In Google Calendar, find Other calendars in the left sidebar, click the + button → From URL, paste the URL, then Add calendar.
• Outlook / Microsoft 365 — Open Outlook Calendar → Add calendar → Subscribe from web, paste the URL, give it a name, and click Import.
• Apple Calendar — On macOS: File → New Calendar Subscription, paste the URL, then Subscribe. On iOS: Settings → Calendar → Accounts → Add Account → Other → Add Subscribed Calendar.

Why subscribe instead of sync?

The subscribe URL is the lightest possible integration: there is no OAuth prompt, no permissions to grant, no two-way write-back, nothing to break when a password changes. Most calendar apps refresh the URL automatically every few hours, which is plenty for date-only deadlines.

Two-way provider sync (creating Athenty events from Google or Outlook) is on the roadmap and tracked separately; for now the subscribe URL is the recommended way to keep Athenty in your day-to-day calendar view.

What is coming next

A later phase adds per-person filtering and calendar sharing — sharing your calendar with other people in your organization, and sending clients a set of available times to pick a meeting — and personal attendance (work location, planned absences, vacation, and leave) wired into the team-member page in Settings so HR Management can review attendance and the related metrics.