Display records placed on a calendar by a date field. Switch between month, week, and list. Good for bookings, schedules, and events.

Overview

The calendar view places records on a calendar grid by a date or dateTime field. End users can switch between month, week, and list views. Clicking a record opens its detail page.

Use calendar for anything scheduled: bookings, sessions, deadlines, events, training dates.

Requirements

A calendar view needs a date or dateTime field on the Airtable table. The Calendar option is disabled in the View type dropdown if no date field exists. Add one in Airtable first if you need it.

Configuring a Calendar View

1
Open the Display tab
In the portal admin, open the role, open the table's page, and switch to the Display tab.
2
Pick Calendar as the view type
Set the View type dropdown to Calendar. The configuration fields below change.
3
Pick the date field
The Date field dropdown lists every date and dateTime field on the table. Pick the one that represents when the record happens.
4
Pick the card fields
Check the fields you want shown on the calendar entry. See Summary Fields and Record Detail for the full reference.

Records Without a Date

Records that have no value on the chosen date field are not shown on the calendar. They still exist, still appear in the underlying Airtable, and still open via direct links, but they don't get a slot on the calendar grid.

If you want every record to appear, make the date field required in field permissions so end users have to set a date when creating or editing.

Date vs Date and Time

Both Date and DateTime fields are valid:

A Date field places the record on the full day.
A DateTime field places the record at the specific time, visible in week view.

The calendar handles either; the field type is set in Airtable.

Switching Calendar Views

End users can switch between Month, Week, and List using the controls above the calendar. The choice is not remembered: reloading the page or coming back later starts on Month again.

List mode ignores the month on screen and lists every record it has loaded, including the ones with no date at all, so it is the view to reach for when a record is not where you expected it on the grid. It is not sorted by date: records come back in the order Airtable returns them, the same as an unsorted table. Set a default sort on the table if you want a particular order.

Permissions

Calendar respects all the usual permissions:

A field set to Hidden in field permissions does not appear on the entry or the detail page. The date field is the exception: hiding it keeps it off the entry but still places the record on the calendar, the same way a hidden group field still drives the kanban columns.
Record ownership still applies. On a table set to "Only their own records" each user sees only the records they own; on one set to "Everyone (all records)", which is what a table with no path to your user table falls back to, every user sees every entry.
Create permission, if on, shows a Create button in the page header for adding new records. Clicking an empty calendar slot does not create a record.
Drag-to-reschedule needs the table's Edit permission and Edit on the date field. On a view-only table the events are fixed in place.
A record filter still applies, so a role can have its own subset of the calendar.

The 500-Record Limit

A calendar loads the whole table in one go rather than a page at a time, so it can place every record on the grid without paging. It stops at 500 records, and it does not say so: records past the 500th are on neither the calendar nor its list.

Keep a calendar table under that, or narrow it with a record filter so only the records worth putting on a calendar are loaded, for example this year's bookings rather than every booking ever taken. The table view has no such limit and pages through everything.

Tips

Pick the date that matters most. A record can link to multiple dates (created time, due date, completion date). Pick the one the end user thinks about.
Use a record filter to scope the calendar to a relevant window or category.
Pair with kanban or table for the same data. Different roles can see the same Airtable table as a calendar (for scheduling) or a kanban (for triage).

Next Steps

View Types - Compare the five layouts
Summary Fields and Record Detail - Pick which fields show on the entry
Field Permissions - Make the date field required
Supported Field Types - How date fields render