BAEZ TECH SOLUTIONS

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Overview

Managing tasks efficiently means more than just making lists—it’s about seeing them in context. Our recent project transformed a standard Google Sheet into a dynamic planning tool by connecting a structured To-Do List with a visually organized Calendar View. With automation at its core, this solution saves time, reduces errors, and keeps responsibilities front and center.

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The Goal

We aimed to simplify how we track and visualize task deadlines. The idea was simple:

“Enter tasks in the To-Do List once, and have them automatically show up on the Calendar based on their due dates.”

But turning that into an intuitive, error-proof workflow required a thoughtful design and a touch of Google Apps Script.

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How It Works (Workflow)

The Sheets

• List Tab: Our main entry point for tasks. It includes columns like task type, owner, due date, and a checkbox labeled “Add to calendar?”.
• Calendar Tabs: Each tab represents a month (formatted as M-YY, like 5-25) and displays a grid-style calendar. Dates align with their correct days of the week.

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Automation Logic

• ✅ When a user checks the box in the “List” tab:
  • The task is automatically added to the correct date in the corresponding Calendar tab (based on the Due Date).
  • The entry includes key fields: Type, Owner, What, and Key.
  • If multiple tasks share the same due date, they are stacked vertically—no overwriting.
• ❌ When the checkbox is unchecked, the task is automatically removed from the Calendar.
• 🔁 If a user changes the Due Date, the script:
  • Removes the task from the original calendar cell, and
  • Adds it to the new corresponding calendar cell based on the updated date.

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Custom Toolbar Button

A new script adds a custom menu option in the toolbar to:

• 📅 Automatically create the next month’s calendar:
  • Duplicates a template.
  • Calculates correct weekday alignment (Monday–Sunday).
  • Updates cell A1 with the full month name (e.g., “May”).
  • Skips any months already created—avoiding duplicates.

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The Impact

✅ Single Source of Truth
Tasks are entered once—no more redundant entry between planning and tracking sheets.

✅ Visual Clarity
Deadlines appear directly in a traditional calendar layout, making it easier to scan and manage workloads.

✅ Time Saved
Manual copying and formatting are eliminated, allowing users to focus on the work—not the tool.

✅ Adaptable and Smart
Whether dates change, tasks are removed, or new ones are added, the sheet adjusts dynamically—no manual cleanup required.

✅ Scalable
As months go on, users can generate new calendar tabs with just one click—always accurate, always aligned.

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Conclusion

With a little scripting and thoughtful sheet design, we’ve transformed Google Sheets into a powerful lightweight planning tool. It’s a great reminder that the tools we already use can be adapted to meet real-world workflows with just a bit of creativity and code.

Whether you’re a team leader managing deliverables or an individual trying to stay organized, this solution keeps your plans visible and actionable.