# Calendar & scheduling

> See every episode, post and article on one calendar, set when posts go out, reschedule by dragging, and space out an episode's clips.

> For the complete documentation index, see [llms.txt](https://docs.conviapro.com/llms.txt).

The **Calendar** in Convia Pro shows your episodes, social posts and articles in one place, in your workspace's time zone. Use it to see what is coming up, move posts by dragging them, and keep a busy queue evenly spaced. **Settings → Publishing** decides what time a post goes out when you pick only a date.

## Calendar views

Open **Calendar** from the top of the launcher, or from the sidebar on your Dashboard. It has four views:

| View | Shows |
|---|---|
| **Month** | The whole month |
| **Week** | One week with time slots |
| **Day** | One day, hour by hour |
| **Agenda** | A running list of what is coming up |

**Calendar** and **List** at the top switch between the grid and a list. You can also hide or show weekends. Click any item to open it: social posts open in the post editor, and episodes and articles open their own page.

The day and week views focus on your posting window. Posts scheduled outside it collapse into a small band above or below the grid that says how many there are. Click the band to show the full 24 hours.

## What appears on the Calendar

| Item | Placed by |
|---|---|
| **Episodes** | Record date and publish date, shown separately |
| **Social posts** | Scheduled date, or the actual publish time once published |
| **Articles** | Scheduled or published date |

Items are color-coded by content type and carry a status badge. Uploaded YouTube posts in the **List** and **Agenda** views have a **Studio** link.

Narrow the Calendar with these filters:

- **Episode**: content from one episode
- **Platform** and **Account**: social posts for one platform or connected account
- **Automation**: only what one Content Automation scheduled
- **Campaign**: one campaign's posts
- **Status**: **Draft**, **Pending Approval**, **Scheduled**, **Published**, **Failed**
- **Content Type**: turn **Episodes**, **Articles** and **Social Posts** on or off

## Your workspace time zone

Every time in Convia shows in your workspace's time zone, not your computer's. Set it in **Settings → Publishing** under **Timezone**, on the same card as your **Release cycle**, **Release days** and **Posting window**.

A small clock badge, for example **EDT**, names the time zone wherever times appear: beside the month or week you are viewing and on the time axis, in the list view, beside schedule pickers, and at the end of schedule times on posts, approvals, promotions and your dashboard. The badge follows daylight saving for the date shown, so a November time reads EST even in September.

The Calendar's today marker and current-time line follow the workspace time zone too. Episode record and publish dates and article dates are days in the workspace time zone, so a teammate, guest or client elsewhere sees the same day you picked. A YouTube video's scheduled publish time matches the post's schedule time, whatever time zone your computer is in.

## Schedule a post

1. Open the post.
2. Click the date and time field and pick when it should go out. The picker shows times in your workspace time zone.
3. Click **Schedule**. On a post that is already scheduled, the button reads **Update**.
4. The post shows as **Scheduled**. If your workspace requires approval, it goes to **Pending Approval** first and you see a message that it was submitted for approval.

A post can only be scheduled to an account that is connected. If an account is **Offline**, you can draft against it, but **Schedule** asks you to connect it first on **Social Channels**. See [Connect social accounts](https://docs.conviapro.com/docs/connect-social-accounts.md) and [Approval & review](https://docs.conviapro.com/docs/approval-and-review.md).

## Drag to reschedule

Drag any event to a new date or time:

- **Month view** keeps the original time and moves the post to the new day.
- **Week** and **Day** views move it to the exact slot where you drop it.
- **Published posts** cannot be dragged. They stay at their actual publish time.
- **Times that have passed** do not accept a post, because it would go out right away instead of on that day.
- **Busy days**: posts behind **+N more**, or inside a **Show N posts** group, drag like any other.

Moving a post's date does not change its approval status, so you can drag drafts and approved posts while approval is on.

A YouTube Short that has been uploaded and is waiting to go public can be dragged only on a channel in the preview with **Allow changing videos**. Dragging it changes its time on YouTube too, and the card goes back if YouTube refuses. See [YouTube publishing](https://docs.conviapro.com/docs/youtube-publishing.md).

To move a whole campaign at once, use **Open full calendar** on the campaign's page. See [Campaigns](https://docs.conviapro.com/docs/campaigns.md).

## When posts go out: publishing settings

**Settings → Publishing** is where you tell Convia when you post, so that choosing a date does not also mean choosing a time every time.

### Posting window

Set the earliest and latest times you are willing to publish. The default is **07:00 to 19:00**, in your workspace time zone, for the whole workspace.

The window is advice, not a rule. If a post lands outside it you get a warning and the post stays exactly where you put it. Dragging a post outside the window works too. Nothing is ever moved for you.

### Default posting times

A grid lists your platforms down the side and Monday to Sunday across the top. Click a cell to add one or more times for that platform on that day. Empty cells show a dash, and a plus when you hover.

- **Apply to weekdays** or **Every day** fills a row quickly. A time already set on some of those days is skipped rather than duplicated.
- Platforms you have not connected sit behind **show more platforms**, so you can set times before connecting.
- These times belong to the workspace, not to a connected account, so disconnecting and reconnecting a channel keeps them.

### How a time is chosen

Whenever you pick a date without a time, Convia works down this list until it finds an answer:

1. Your default posting time for that platform on that weekday
2. The platform's generally best hour
3. The start of your posting window

Where you have not set your own times, campaign scheduling and **Bulk schedule clips** first look at the hours your own published posts have done best on that platform, in your workspace time zone. They do this only once your history covers enough different hours to tell; otherwise they use the list above. Times you set yourself always win.

## Times that have passed

A post cannot be scheduled for a time that has already gone by, because it would publish right away instead of on its day. This applies everywhere:

- Dragging a post to an earlier time on any calendar
- A campaign's **Shift** buttons: if any post would land in the past, nothing moves
- Scheduling or approving a post in the editor, which asks for a new date
- Picking a start date for a [Magic Campaign](https://docs.conviapro.com/docs/magic-campaign.md)
- AI assistants connected to Convia, which are asked for a future time

The one exception is **Approve and publish now** in the approval queue, which sends a late post right away when you choose it. A scheduled post restored from **Trash** after its time has passed comes back as a draft.

## Posts dated before their episode's release

A post dated before its episode's publish date is usually a teaser, and that is fine. To make sure it is on purpose, Convia asks you to confirm in a **Before the episode is out** dialog when you schedule it (**Schedule anyway**), approve it (**Approve anyway**) or finish it on YouTube (**Upload anyway**). In the approval queue these posts carry a **Before release** badge.

## Schedule an episode's clips in bulk

To turn many clips into scheduled posts in one pass, click **Schedule clips** on the episode's **Social Content** page, or select clips on the episode's **Clips** page and choose **Schedule selected**. The **Bulk schedule clips** panel has two modes:

- **Simple**: pick a **Publish between** window and the posts are spread across it.
- **Advanced**: choose, per channel, which days of the week to post on and how many posts a day. Pick a **Start date** and, optionally, an **End date (optional)**. With an end date, posts are spread evenly over your posting days. Without one, they run on those days until every clip is out, and the panel tells you when the last one lands. If the clips will not fit before your end date, it says which channel is short and can extend the date. Advanced mode reads your calendar first, so it skips days that are already full and counts only the room left. **How each post ends** sets the closing link or line and, where your plan includes it, a first comment.

In both modes, **Post at** sets the time of day. Leave it empty to use your workspace's posting times. A new post never lands on a minute another post already holds.

**Launch Campaign** sends every post for approval before it can be scheduled, and **Save as Draft** keeps them as drafts. The success message offers **Space them out**, which opens Spread out (below).

Scheduling clips in bulk depends on your plan: of the plans sold today, Professional and Business include it and Creator does not. See [Plans, trials & billing](https://docs.conviapro.com/docs/plans-and-billing.md).

## Declutter

**Declutter** on the Calendar previews every move before anything changes. It has two modes, **Spread out** and **Keep breathing room**, and appears only when one of them can act for your workspace.

Posts you made by hand, campaign posts, full episodes and anything within the next 24 hours always stay where they are. The days they sit on still count toward each day's limit.

### Spread out

Spread out spaces one platform's clips over the days ahead, keeps clips from the same episode apart, and never lets a clip go out before its own episode.

1. On the Calendar, click **Declutter** and choose **Spread out**.
2. Pick the **Platform**. The count beside each is how many clips can move there.
3. Tick which clips may move: **Bulk scheduled clips**, **Autopilot clips** and **Scheduled from a connected AI app** (clips an assistant scheduled outside a campaign).
4. Set **Start on**, the posting days, **Per day** (posts already on a day count toward it), **Time of day** (several clips on one day are 15 minutes apart) and **Days between clips from one episode** (3 by default; 0 turns it off).
5. Optionally set **Keep each episode within**: how many days after a new episode its clips may go out (60 by default; clear it for no limit). It applies to episodes not out yet or out within that many days. **Cool off big episodes** spreads an episode's clips across that window instead of packing them together.
6. Choose how to place clips. **Only fix what's off** (the default) leaves every clip that already sits well at its day and time, and moves only clips that share a day, sit too close to another clip from the same episode, or would go out before their episode, each to the nearest day that works. **Mix new clips through the whole queue** re-places every clip, shuffled across episodes, which gets a new episode out sooner but changes far more clips. Both show how many clips would move and the day the last one lands.
7. Check the summary and the day-by-day list, which shows each clip's episode and why it moves, then click **Move**.

The dialog closes and the work continues on any page. A progress card at the bottom right shows how far it has got, with **Stop after this clip**. Anything left waits under **Finish moving**, on the card and in Declutter. Closing or reloading Convia stops a run (the browser asks first); next time, choose **Finish moving** or **Forget the rest**. Only one Spread out runs at a time across your workspaces.

Convia remembers your choices for the workspace, but Spread out always opens on **Only fix what's off**. When the queue is full, the summary says when the last clip goes out and what one more clip a day would do. A clip that would land beyond **Keep each episode within** stays where it is and is listed, so you can raise the per-day count, widen the window, archive some, or accept the wait.

Clips already uploaded with **Finish on YouTube** get their new time on YouTube too, but only on a channel in the preview with **Allow changing videos**. On other channels they stay put and count toward their day, and you change them in YouTube Studio. Videos you made unlisted or unscheduled in YouTube Studio are left alone, and a time you changed in Studio is kept. Changing times on YouTube uses a daily allowance; if a large run uses it up, everything else still moves, and **Finish moving** becomes available after the allowance resets at midnight Pacific time.

A clip Spread out moves counts as placed by you, so Autopilot's breathing room leaves it alone afterwards. Spread out needs bulk clip scheduling on your plan.

### Keep breathing room

**Keep breathing room** runs Autopilot's breathing room now instead of at its next fill. It needs an Autopilot automation with **Keep breathing room** turned on. See [Clip Autopilot](https://docs.conviapro.com/docs/autopilot.md).

> [!TIP]
> After scheduling a new episode's clips, run **Spread out** with **Only fix what's off**. Clips already queued stay put and the new ones go to the nearest free days behind them.

## Related

- [Campaigns](https://docs.conviapro.com/docs/campaigns.md): move a campaign's posts together with Spread evenly, Snap to best times and Shift.
- [Approval & review](https://docs.conviapro.com/docs/approval-and-review.md): what happens to scheduled posts when approval is on.
- [YouTube publishing](https://docs.conviapro.com/docs/youtube-publishing.md): finishing Shorts on YouTube and changing their public time.
- [Clip Autopilot](https://docs.conviapro.com/docs/autopilot.md): automatic clip posts and the Keep breathing room setting.
- [Publishing to each platform](https://docs.conviapro.com/docs/publishing-to-platforms.md): what each platform accepts, and what to do when a post fails.

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Source: https://docs.conviapro.com/docs/calendar-and-scheduling · Section: Planning & publishing · Last updated: 2026-10-03