Calendar

Calendar is the tool class for scheduled time: when a meeting happens, who is invited, and where it takes place.

Role in TFW

The calendar is the source of truth for event logistics: the time, the time zone, the attendees, the location or meeting link, and the links to the agenda.

A meeting is conversation. The calendar is not the record of what was decided. Decisions and actions from a meeting go to task management, and meeting notes go to the knowledge base. The event description links to them.

One topic’s surface

The example topic Example Co Operations (topic code EXOP) uses the calendar in two ways.

Event titles. Every event about the topic starts with the topic code, a colon, and a short description of the purpose. For example:

• EXOP: Weekly review
• EXOP: Vendor contract decision

The code lets people and AI agents find every event for the topic with one search, in any person’s calendar.

Shared topic calendar (optional). If the topic has regular meetings or shared dates, such as deadlines or maintenance windows, create one shared calendar named EXOP Example Co Operations. Share it with the topic’s group, for example exop@example.com, so that it follows the topic’s access boundary. Not every topic needs a shared calendar. Event titles with the code are enough for many topics.

Event description. The description is a short list of links:

• The purpose of the meeting in one sentence.
• The agenda or pre-read.
• After the meeting: the notes page, the decision records, and the tasks that came out of it.

Maintainer. If the topic has a shared calendar, one named maintainer keeps its name, sharing, and recurring events correct.

Rules

• Each topic has at most one shared calendar.
• Every event about the topic starts with the topic code.
• The title states the purpose of the event.
• The event description links to the agenda before the meeting and to the records after it. It does not hold the full notes or a transcript.
• Decisions and actions from a meeting are recorded in task management. The event links to them.
• Keep one event for one meeting. Do not create the same meeting in more than one calendar unless an access reason requires it.
• Share the shared calendar with the topic’s group, not with individuals one by one.
• Treat availability as private. Share only the detail that the audience needs.

Common mistakes

• Titles without the code. An event called “Sync” cannot be matched to a topic.
• Notes in the event description. The description becomes long and is not linked from the topic’s records. Write notes in the knowledge base and link to them.
• Decisions recorded only in the meeting. If no one records the decision, it is lost when people forget the meeting.
• Duplicate events. Two copies of one meeting in two calendars stop matching when one is changed.
• A shared calendar per subproject. Use the code in event titles instead. A second shared calendar for the same topic is a provisioning gap.
• Treating an invitation as agreement. An accepted invitation means a person plans to attend. It does not mean they agree with the agenda.

Tools

• Google Calendar: How to name topic events and set up an optional shared topic calendar in Google Calendar.

Other products in this class follow the same rules.