Forum Discussion
How to see all tasks by all staff over all planner boards in one schedule
Our Events staff work in Microsoft Teams in a team called COMMUNITY EVENTS.
Each event they organise is represented as a channel.
Each channel has its own Planner board to list tasks to complete that event.
There are 6 staff as team members and they are all doing different types of tasks inside the same Planner board.
There are currently 26 events going on, ergo 26 channels, 26 planner boards.
This team needs to see ALL the tasks across all 26 channels / planner boards in one calendar.
I cannot figure out how to do this.
Does anybody have any ideas please?
Also, if we were to create one team per event, rather than one channel per event, would that make achieving this overall calendar any easier?
Thanks
Hello Sharyn_Mayne,
To see all tasks by all staff over all Planner boards in one schedule, you have 2 options:
- Option1: Combine Planner Boards into a Single Schedule
1. Create a new channel within the COMMUNITY EVENTS team called "Master Calendar" or a similar name.
2. In this new channel, add a new Planner tab.
3. Open each existing Planner board for the 26 channels, one at a time.
4. In each Planner board, go to the "Board settings" (the gear icon) and select "Copy Plan."
5. Choose the option to "Copy Plan to an existing Office 365 group or team" and select the "Master Calendar" channel as the destination.
6. Repeat steps 3-5 for all the Planner boards, copying them to the Master Calendar channel.
7. Once all Planner boards are copied, you will have a single Planner board in the Master Calendar channel that includes all tasks from the 26 events.
8. You can now view all tasks in one schedule by navigating to the Master Calendar channel and accessing the Planner tab.- Option 2: Use a Third-Party Integration (Zapier, Asana, Trello, Monday.com, ...)
Regarding the question about creating one team per event instead of one channel per event, it would not make achieving the overall calendar any easier. In fact, it may complicate the process further as you would need to manage multiple teams and their associated Planner boards separately.
Overall, Option 1 provides a consolidated view of tasks from all 26 events in one Planner board within the Master Calendar channel. This approach allows you to maintain a single workspace while still tracking tasks across different events.
Kindest regards
Leon Pavesic- Leon - I cannot tell you how greatful I am for your suggestion. I will pass this onto the Marketing team and work with them to see if we can achieve this. Again, thank you.
- Just for your information Leon, the Marketing team has tried your suggestion and it works. Thanks so much!
Sharyn_Mayne or LeonPavesic after doing the copy can a task be added or updated in one of the 26 channels and the update is visible in the master plan?
We want to have each of our teams manage their own plans and tasks within those plans, but have a master view of all the plans for leadership to see in Charts.
LeonPavesic Hi, I want to follow option 1, but I don't see an option to "select a channel as the destination" when I copy a planner into an existing group. Have these settings changed since the post, or do I need to enable something on my end? Thanks!
Hi jsantiano
you can copy a planner to a existing team by using a planner app.
You can choose a plan in the Planner (https://tasks.office.com/), click on the tree dots in the Plan and choose Copy a plan.Then, you can choose a Group (Team) in which you would want to copy your Plan.
Please click Mark as Best Response & Like if my post helped you to solve your issue.
This will help others to find the correct solution easily. It also closes the item.If the post was useful in other ways, please consider giving it Like.
Kindest regards,
Leon Pavesic
(LinkedIn)
