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Create a calendar report in the Report Designer

Create a calendar report in the Report Designer

Create a calendar report to show and highlight date-driven events.

Create a calendar report in the Report Designer

Create a calendar report to display date-driven events on a calendar.

Before you begin

Role required: itil, report_group, report_global, report_admin, or admin. To create a meaningful report, you must have the right to access the data you want to report on.

About this task

This task refers to Report Designer in the Kingston release. If you are using the Report Builder (Classic UI) in Kingston for creating reports, select the applicable report from Creating reports to see instructions. If you are using an earlier UI or the Classic UI for creating reports in an earlier release, follow the instructions in the Helsinki documentation: Report types and creation details.
Report Designer UI Report Builder UI
Report designer UI example Report builder UI example


  1. Navigate to Reports > Create New.
  2. On the Data tab, give the report a name that reflects the information being grouped.
  3. Select the source for the report:
    Data source A table with filters applied to provide a single source of information for all users.
    Note: If you select a data source used by existing reports, a notification displays prompting you to view them.
    Table The raw data from a table with no filters applied.
    External import Choose an existing imported report source, or click the Upload icon (Upload icon) to import a new file. See Create a report from an imported Microsoft Excel document.
    MetricBase MetricBase enables you to collect, retain, analyze, and visualize custom time series data on the Now Platform. For more information, see MetricBase .
  4. Click Next.
  5. On the Type tab, select Calendar in the Other section and click Next.

    A preliminary version of the report is displayed. To view the updated report at any time, click Run.

  6. On the Configure tab, fill in the following fields and click Next.
    Field Description
    Event to display The date-driven event to display on the calendar. This list contains fields that are in the date/time format in the data source or source table.
  7. (Optional) To limit the information displayed in the report, click the filter icon (filter icon) and select conditions to filter the report data.
    For more details on how conditions are constructed, see Condition builder.
    Note: Keywords is a special field used for text searches across all fields. Its use in a filter or condition, in combination with other conditions, may return inconsistent results.
  8. Click Save.
    The report is generated.

What to do next

Note: When there are more events on a date than fit in the calendar cell, a link is shown to view the additional events.

Calendar cell with two extra events, also shown expanded

If there are more than thirty events, the cell shows + many. Click this link to show all the events in a list view for that date.
  • To enter a description of the report, click the Report info icon (Report info icon).
  • Click the sharing icon (Sharing icon) to open the Sharing menu. On this menu, you can share the report with users and groups, add the report to a dashboard, and publish the report to the web. See Share a report – Report Designer for more information.
  • To export a calendar report to PDF:
    1. Click the sharing icon (Sharing icon) and select Publish.
    2. Click the link icon (link icon) to copy the report link and open the link in a browser.
    3. Select Click to Print and choose PDF output from your printer options.
  • Change highlighting of calendar report events.
  • Configure how calendar entries look

Disable new calendar reports

To use the version of calendars from releases prior to Helsinki, disable the new calendar version. Reasons to use the old calendar include having scripts that are incompatible with the new calendar and preference for the style of the older calendar. The updated calendar is also not supported in Internet Explorer versions 7 and 8.

Before you begin

Role required: report_admin or admin


  1. Navigate to Reports > Administration > Properties.
  2. Add the system property, and set it to false.
    See Reporting properties.

    If this system property is set to true, it is supported only in the classic UI. Click Switch to classic UI in the report designer.

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