Real-World Workflows

Team Standups & Recurring Meetings

Daily standups are the heartbeat of most engineering teams. Here's how to set them up efficiently in Planim.

Create the standup event

Open your team calendar and create a new event. Set it to daily recurrence on weekdays (Mon–Fri) and keep it short — 15 minutes works for most teams.

Add the whole team

Use the participant picker to add all team members at once. Everyone gets notified and can RSVP.

Or let the AI do it

Tell the AI: "Create a 15-minute daily standup for the engineering team, Monday through Friday at 9:15am" — it handles the recurrence, participants, and team assignment automatically.

If your team spans time zones, ask the AI: "Find a 15-minute slot that works for everyone in engineering, mornings preferred" — it checks each person's working hours.

1-on-1 Meetings

Managers often need regular 1-on-1s with each direct report. Planim makes this easy to set up and maintain.

Setting up a series of 1-on-1s:

Ask the AI: "Schedule a recurring 30-minute 1-on-1 with Anna every other Tuesday at 2pm"

Repeat for each team member, and the AI will find non-conflicting slots automatically.

Finding time when schedules shift:

"Anna's 1-on-1 conflicts with the new sprint planning — find another slot this week"

The AI respects both participants' availability and existing events.

Per-Person Scheduling

Each 1-on-1 lives as a separate recurring event. If one person goes on vacation, their specific 1-on-1 exception won't affect the others. You can reschedule individual instances without changing the entire series.

Sprint Ceremonies

A typical Scrum sprint involves several ceremonies. Here's a complete setup for a two-week sprint:

Ceremony	Frequency	Duration	Who
Sprint Planning	Every 2 weeks, Monday	1–2 hours	Dev team + Product
Daily Standup	Daily (Mon–Fri)	15 min	Dev team
Sprint Review	Every 2 weeks, Friday	1 hour	Dev + Stakeholders
Retrospective	Every 2 weeks, Friday	45 min	Dev team
Backlog Refinement	Weekly, Wednesday	1 hour	Dev team + Product

Set it all up with the AI:

"Create a 2-hour sprint planning for the dev team, every other Monday at 10am, starting next Monday"

"Add a weekly backlog refinement for dev and product teams, Wednesdays at 2pm, 1 hour"

"Schedule sprint review every other Friday at 2pm, 1 hour — invite engineering, design, and product"

"Add a 45-minute retrospective right after sprint review on the same Fridays"

Use tags like "Sprint" or "Ceremony" to label all sprint events. Then filter by tag in the calendar to see only sprint-related meetings at a glance.

Cross-Team Coordination

When projects involve multiple teams, finding overlapping free time becomes challenging. Planim's workspace calendar and AI make this manageable.

Scenario: Planning a cross-team design review

Open the workspace calendar and use sidebar filters to show both "Design" and "Engineering" teams
Switch to Week view to visually spot gaps in both teams' schedules
Or ask the AI: "Find a 1-hour slot where at least 3 people from design and 2 from engineering are free this week"

Scenario: Coordinating a product launch

"Schedule a 30-minute launch sync with marketing, engineering, and design leads — daily next week at 9am"

The AI identifies team leads and checks their availability across all workspaces.

Calendar Filters for Cross-Team View

Toggle multiple teams in the sidebar to overlay their schedules on one calendar. Events are color-coded by team, so you can instantly spot conflicts and free windows.

Onboarding New Team Members

When a new colleague joins, here's a smooth onboarding flow:

Send an invitation

Go to Members in your workspace and invite them by email. They'll receive a link to join.

Add to relevant teams

Once they accept, add them to their teams — Engineering, Design, or whichever groups they belong to.

Set up their availability

Ask them to configure working hours in Settings > Calendar. This ensures the AI and teammates know when they're available.

Connect external calendars

Encourage them to sync their Google or Outlook calendar so busy time from previous commitments shows up in Planim.

Schedule intro meetings

Ask the AI: "Schedule a 30-minute intro meeting between the new hire and each member of the engineering team, spread across this week" — it finds individual slots that work for both people.

Create a welcome event that introduces the new team member to everyone at once — a short "Welcome Coffee" on their first day in the team calendar.

Open your workspace and try these workflows.

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Getting Started

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