Welcome to SmartPlanner
Your personal Digital Chief of Staff. SmartPlanner helps you organize meetings, manage tasks, sync calendars, and nurture relationships effortlessly.
Tip: SmartPlanner works best when you connect all your digital calendars. We currently support Google Calendar and Outlook.
Getting Started
Setting up your account is quick and easy:
- Create an Account: Sign up using your email or directly via Google/Microsoft OAuth.
- Connect Calendars: Navigate to the Unified Sync page to link your external accounts.
- App Settings: Click your avatar to access the full App Settings page. Here you can update your profile, configure notification preferences (e.g., meeting reminders, celebration times), and manage app updates (Check for Updates, Hard Refresh).
Dashboard
The Dashboard is your command center, designed to give you a snapshot of your day the moment you log in. All data displayed is user-specific — your transactions, events, and tasks are private and isolated to your account.
1. Morning Briefing
Your personal greeting summarizes today's workload (e.g., "3 meetings, 2 pending tasks"). Use the Quick Action buttons to instantly create a new Event, Task, Reload Alerts, or test your notification settings.
2. Upcoming Events
A dynamic feed of your next 5 confirmed events with premium styling. Features gradient date badges, color-coded event types (purple accent theme), hover effects, and unified design matching the calendar view.
3. Active Tasks
Your top 5 pending to-dos, sorted by due date. Check priority tags (High/Medium/Low) at a glance to know what needs immediate attention.
Multi-Tenancy: SmartPlanner uses multi-tenancy architecture. All your data (events, tasks, contacts, settings) is associated with your user account and completely isolated from other users.
Calendar & Events Management
SmartPlanner features a premium calendar experience with multiple view options and a stunning glassy aesthetic.
View Controls
Use the unified header toolbar to switch between views:
Premium Glassy Aesthetic
The calendar features a modern glassmorphism design with gradient backgrounds, smooth animations on hover, and enhanced day headers for a visually stunning experience.
Responsive & Smart Resizing
The calendar automatically resizes when the sidebar is collapsed or expanded, ensuring optimal use of screen space. The mobile view is fully optimized with touch-friendly controls.
Events Grid View
A powerful table view for power users. Here you can:
- Sort: Click headers to sort by Title, Date, Type, or Location.
- Filter: Use tabs to filter by specific types (e.g., "Meetings Only", "Birthdays Only").
- Bulk Manage: Easily edit or delete specific events.
Unified Calendar Sync
Stop jumping between tabs. SmartPlanner imports events from your external calendars into one unified view.
One-Way Import: Events are imported from Google/Outlook into SmartPlanner for viewing. Changes made in SmartPlanner are stored locally and do not sync back to your external calendars.
Tasks & To-Dos
Stay on top of your deliverables with our robust Task Manager.
- Prioritization: Set tasks as High, Medium, or Low priority.
- Due Dates & Times: Set specific deadlines.
- Notes & Action Items: Click a task to add detailed notes or sub-checklists.
- Shared Tasks: If you are part of a Group, you can view and manage tasks assigned to the group directly from your dropdown filter.
Contacts & CRM
More than just a phone book. Manage your relationships effectively.
- Rich Profiles: Store emails, phones, birthdays, and anniversaries.
- Automated Reminders: SmartPlanner automatically creates calendar events for stored Birthdays and Anniversaries so you never miss a special day.
- Groups: Organize contacts into "Family", "Work", or custom lists.
- Google Contacts Import: Import your existing contacts directly from Google. On the Contacts page, click the Import button to connect your Google account and import contacts with a single click.
Share Access (Secure Public Links)
Allow people without an account to interact with you securely. Perfect for gathering info from clients or family members.
Configuration Options
- Allowed Actions: Choose if the guest can "Submit Calendar Events" (propose a time) or "Share Contact Details" (update their info).
- Expiration: Set links to expire in 1 hour, 1 day, or a custom date.
- One-Time Use: Auto-revoke the link after a single successful submission for maximum security.
- Required Fields: Force guests to provide specific details like "Birthday" or "Marriage Anniversary" before submitting.
Example: Collecting Family Birthdays
Scenario: You want to collect birthdays and anniversaries from all your relatives without asking them to create accounts.
- Go to Share Access and click "+ New Link".
- Set Allowed Action to "Share Contact Details".
- Check Required Fields: "Birthday" and "Marriage Anniversary".
- Set Expiration to "7 Days" to give everyone time to respond.
- Copy the generated link and share it via WhatsApp, Email, or SMS with your family.
- Each family member opens the link, fills in their details (including optional family members like spouse and children), and submits.
- All submitted contacts appear in your Contacts page, and their birthdays/anniversaries are automatically added to your calendar!
Pro Tip: Enable "Family Members" option so relatives can also add their spouse and children's details in one submission.
Sync Together (Groups)
Collaborate with family, friends, or teams using Sync Together.
Creating a Group
Create a group (e.g., "Family", "Marketing Team") and invite members via email.
Sharing Resources
Once a group is created, you can share specific resources with them:
- Calendar: Share your 'My Calendar' or specific Workspace calendars (Read Only or Read/Write).
- Tasks: Create a shared to-do list for the team.
- Contacts: Share a common address book.
Check the "Incoming Shares" tab to see resources others have shared with you.
Choosing the Right Sharing Tool
Confusion about when to use Sync Together versus Public Links? Use this guide to decide.
| Feature | Sync Together (Groups) | Secure Public Links |
|---|---|---|
| Best For | Long-term collaboration | One-time interactions |
| Who | Family, Teams, Spouse | Clients, Event Guests |
| Account Required? | Yes | No (for guests) |
| Access Type | Two-way (Read/Write) | One-way submission |
Sync Together (Groups)
Best for long-term collaboration with trusted people.
- Requires a SmartPlanner Account
- Two-way sharing (Read/Write)
- Ideal for Family, Teams, Spouse
Secure Public Links
Best for one-time interactions with guests.
- No Account Required for guests
- One-way submission only
- Ideal for Clients, Event Guests
Clock Tools
SmartPlanner includes a comprehensive Clock page with four powerful tools to help you stay on schedule and manage your time effectively.
1. Alarm
Set personalized alarms with optional repeat patterns.
- Set one-time or recurring alarms
- Choose specific days (Daily, Weekdays, Custom)
- Add labels for context ("Wake Up", "Medication")
- Toggle alarms on/off without deleting
- Browser and system notifications
2. World Clock
Track time across multiple cities and timezones.
- Add any city/timezone worldwide
- Real-time updates with seconds
- Beautiful color-coded cards
- Shows local date for each timezone
- Perfect for remote teams
3. Timer
Countdown timer with visual progress display.
- Circular progress indicator
- Quick presets (1m, 15m, 30m, 1h)
- Custom time input (HH:MM:SS)
- Recent timers for quick access
- Persists across page reloads
4. Repeat Timer
Set recurring reminders at regular intervals.
- Alerts at fixed intervals (e.g., every 30 min)
- Set total duration (e.g., for 4 hours)
- Quick presets: 30min×4hrs, 30min×8hrs, 1hr×8hrs
- Custom configuration available
- Progress tracking and countdown display
Use Case: Use Repeat Timer to remind yourself to take breaks (every 30 minutes for an 8-hour workday), stay hydrated, or follow the Pomodoro technique for productivity.
Progressive Web App (PWA)
SmartPlanner is a fully supported Progressive Web App (PWA). This means you can install it on your device and access it just like a native application.
User Advantages
Installable
Install SmartPlanner directly from your browser to your Desktop, iOS, or Android home screen. No App Store download required.
Offline Capable
Keep working even when your internet connection drops. View your calendar, tasks, and contacts offline *
* Browser and OS/Device restrictions may apply.
Fast Performance
Pages load instantly thanks to advanced caching. Your data is stored locally for a smooth, app-like experience.
Smart Background Sync
Alarms and timers continue to run in the background. Receive reliable notifications for important events even if the app is closed *.
* Browser and OS/Device restrictions may apply.
Automatic Updates
SmartPlanner automatically checks for updates. When a new version is available, you'll see a friendly "Update Available" notification prompting you to reload. You can also manually Check for Updates or perform a Hard Refresh from the App Settings page.
How to Install:
Look for the "Install" icon in your browser address bar (Chrome/Edge) or use the "Share -> Add to Home Screen" option (Safari on iOS).
Browser & OS Compatibility
While SmartPlanner works on all modern browsers, some advanced features like Background Alarms and Notifications depend on your device's operating system.
| Platform / Browser | Installation | Background Alarms | Notes |
|---|---|---|---|
| Android (Chrome) | Full Support | Reliable | Best experience. Supports scheduled notifications even if app is closed. |
| Windows / Mac (Edge/Chrome) | Full Support | Supported* | *Browser must act as a background process. Alarms work best when the window is open or minimized. |
| iOS (Safari) | Supported | Limited | Apple restricts background processes. App must be open (even in background tab) for timers/alarms to sound. |
Frequently Asked Questions
Do guests need to sign up?
No! Public links let anyone submit info (like birthdays or meeting requests) without creating an account.
Can I share calendar as "View Only"?
Yes. In Sync Together, add the "Calendar" resource and select "Read Only" permission.
Is my data secure?
Yes. We use industry-standard encryption. Public links support auto-expire and one-time use for maximum security.
How do shared tasks work?
Anyone with "Read/Write" access can add, edit, or complete tasks. Changes sync instantly for the group.
How do I sync Google or Outlook?
Go to Unified Sync in the menu, click "Connect" for Google or Outlook, and sign in. Events will sync automatically.
Can I create recurring events?
Yes! When creating a Reminder event, check "Repeat" and configure frequency (Daily, Weekly, Monthly, Yearly), interval, and end conditions.
What are "Family Members" in Contacts?
When a guest uses Public Links to share details, they can optionally add family members. These appear nested under the main contact.
What does "Revoke after use" mean?
When enabled, a Public Link automatically becomes invalid after a single successful submission. Great for sensitive invites.
How do I invite a contact to a group?
Open "Contacts", click the invite icon () next to a contact with an email, and select a group. An email invitation will be sent.
What event types are supported?
Birthday, Marriage Anniversary, Work Anniversary, Meeting, Reminder, and To-Do. Each has a unique icon on the calendar.
Can I import my Google Contacts?
Yes! On the Contacts page, click the Import button. Authenticate with Google and your contacts will be imported automatically.
How do I get app updates?
SmartPlanner automatically checks for updates. When a new version is available, you'll see an "Update Available" toast — just click "Reload" to get the latest version.
Can I snooze birthday/anniversary notifications?
Yes! When a celebration notification appears, click "Snooze" to be reminded again in 1 hour, or "Dismiss" to hide it for the day.
Does SmartPlanner have dark mode?
Yes! Click the moon/sun icon in the top header bar to toggle between Light and Dark mode. Your preference is saved automatically.
Can I organize events into different calendars?
Yes. In the Calendar, click My Calendars in the sidebar to create unlimited Workspace Calendars (e.g., "Work", "Personal") and color-code them.
I'm not receiving notifications. What do I do?
On the Dashboard, click Test Alerts to run a diagnostic. Also try clicking Reload Alerts to reset your daily notification history.
How can I change when I get celebration alerts?
Go to App Settings (click your avatar). Under "Notification Preferences", you can change the daily celebration alert time (default is 9:00 AM).