Build the picture from both directions

Could we not do this with calendars and to-do lists?

In theory, yes. Shared calendars, shared task lists and a wiki page describing who is responsible for what each cover a piece of it. In practice the combination takes a discipline no organisation sustains for long. Somebody has to enter next year’s recurring work, somebody has to keep the wiki current, and somebody has to follow up that all the shared things actually got done. That somebody is nearly always one person.

What is missing is the overview and the automation. Nothing shows everything the organisation has committed to in one place, nothing moves responsibility on when somebody falls ill or leaves, and nothing tells you who should have done the thing nobody did. Kalends keeps those three in the register rather than in somebody’s head.

Why not just put everything in the calendar?

Because the calendar is for meetings with people. David Allen calls it the hard landscape in Getting Things Done: what has to happen on a given day or at a given time. Watch dates, renewals and periodic checks are soft dates. They should surface as they approach, not block a day. Entered as all-day events they flood the calendar, and everyone stops reading it.

So most people leave them out, and forget. Kalends is the place for the soft dates: when they come up, who owns them and whether they were done. The day a commitment needs a fixed time, that one occurrence can be added to the calendar, and the calendar stays clean.

Is Kalends a fit for our organisation?

Kalends suits an organisation that wants its recurring commitments, its projects and its goals in one place, with clear ownership of every part. For a small or growing organisation that often means one system instead of several tools, from the first three seats and running in an afternoon. For a larger one it often starts with one department that needs to answer for its own area, and grows from there. Restricted areas, deputies, guests and free watch-only members let it grow without the price following headcount.

Organisations that run projects are as welcome as those carrying heavy recurring requirements, and most do both. What Kalends is not is a document archive. It reads documents for what they oblige you to do, but if what you mainly need is documents, versions and non-conformities, you are looking for a management system.

Can Kalends replace our project tool?

For most organisations, yes. Projects in Kalends have a board with their own statuses, phases, a timeline with dependencies, labels, estimates and discussion. The difference from a standalone project tool is that the project belongs to the organisation's structure: it has an owner with deputies, an area it belongs to, and the same timeline and year wheel as everything else.

If you build software and live in sprints, pull requests and issue flows, that work still belongs in a development tool. Kalends is then the place for the initiatives and goals above it.

Does Kalends do goals and OKRs?

Yes. A goal in Kalends has a period, an owner and results of three kinds: deliverables, conditions and measurable results with a start and a target value. That is an objective with key results, without having to adopt a methodology. Quarters follow your financial year, and quarter goals and projects are linked to the yearly goals they support, across departments too. Each goal is closed with an assessment, a goal that was not reached can carry on into the next quarter, and the period review shows how the quarter or the year went.

Because goals live in the same structure as the projects and the recurring commitments, you also see which work is meant to get you there, and who carries it.

What happens while somebody is away?

Arrange cover for a fixed period or until further notice. The person covering receives the reminders while the long-term ownership stays put. Cover ends automatically after the inclusive end date, or when the person or an administrator confirms the return.

Before you decide, you see what the absence actually costs, split by horizon: what falls due this week, what falls within the month and what is waiting further out. That is where you find that the person signed off sick is also the one who should have started planning the annual conference. Otherwise that surfaces only once it is too late to do anything about it.

What happens when the person responsible leaves?

The commitment and its history stay with the organisation. Hand each responsibility area and recurring commitment to the right successor from its next occurrence, without earlier confirmations, comments or evidence disappearing.

The same picture is here: before the handover you see everything the person carries, from what falls due before their last day to the annual work that otherwise appears long after anybody has stopped wondering who used to do it. Different areas can go to different successors.

Where is our data stored?

In Finland, within the EU/EEA. Each organisation's data is separated from every other organisation's at the database level.

Can we export our data?

Yes. An administrator can download the shared content and history as one Excel workbook under Settings → Organization. Entries another person has marked private remain private and are not included.

Which languages are supported?

Kalends is available in Swedish and English today. More languages will be added based on demand — do get in touch if yours is missing.

Who counts as a paid seat?

Anybody who can carry responsibility: owning a commitment, a project or a goal, being assigned a task, covering for somebody or signing off. At least three paid seats per organisation.

Everybody else can be a watch-only member, free and without limit. A watch-only member sees what a member sees but cannot be assigned anything, cannot own or be responsible for anything and cannot change anything. Colleagues who need to follow the work but are not responsible for any of it cost nothing, and private commitments do not affect the price.

How does the introductory price work?

Organisations that sign an annual plan between 1 October and 31 December 2026 pay 40% less for 24 months from the start of the plan: $5 instead of $9 per seat and month. The offer is open to the first 50 organisations or until the end of the year, whichever comes first. Monthly billing always pays the list price.

The 30-day trial works as usual, and the price is locked when the trial becomes an annual plan. After 24 months the list price at that time applies, with at least 60 days’ notice. Watch-only members are free throughout.

What happens if we add or remove users mid-period?

You pay for the time a user actually held a paid seat, to the day. On monthly billing the difference is settled on the next monthly invoice, up or down.

On an annual plan an added user is invoiced straight away for the rest of the plan year. A removed user’s unused time becomes a credit against your next invoice rather than a refund to your card. At least three users are always billed.

Can we make someone watch-only and then switch them back?

Yes, at any time under Accounts. Their seat is free from that day, and if they become a paid user again you pay from that day. You always see how many paid and watch-only users you have.

If the person still answers for something, such as a commitment, a project or an area, hand it over first. Kalends shows what needs handing over, so no work is left without an owner.

What happens when the trial ends?

Nothing is charged automatically, because the trial needs no card. Choose a plan and everything carries on. If you do not, the account becomes read-only: everything can still be read and exported, but nothing can be changed or added.

An administrator can choose a plan at any time and continue where you left off. Before that, you can also make people watch-only, so you only pay for those who carry responsibility.

How do we pay, and how do we cancel?

By card through Stripe, monthly or yearly. Prices exclude VAT, and receipts and invoices are under Billing in Kalends, where you can also change plan or billing interval.

Cancel yourself under Billing. The subscription runs to the end of the period you have paid for, and your data can still be exported after that.

What can the AI in Kalends do?

The built-in assistant, Ask Kalends, answers questions across commitments, projects and goals, plans a project from a brief, breaks tasks down, moves dates along with the work waiting on them, checks in results and drafts status updates. It can also read agreements and other documents and propose the commitments and tasks they contain. Every change is shown as a proposal, and nothing is saved until a person confirms it.

Your organisation supplies its own API key (BYOK) and chooses OpenAI, Anthropic or Google Gemini. Only the active provider receives your questions and the relevant Kalends context, and usage is billed directly to your own account.

Can Kalends read our contracts?

Yes. Upload agreements, policies or regulations as PDF, Word or text, up to ten files at a time, and Kalends proposes what they oblige you to do: notice windows, renewals, recurring reports and one-off deliveries. Each finding comes with the passage it came from, uncertain findings start unticked, and a date the document does not give is asked for rather than invented.

Nothing is created until you have reviewed it. The file is never stored, and the text read from it is deleted within a day. What you choose to create stays, with the file and section it came from.

Can we use Kalends from Claude, ChatGPT or our own AI tools?

Yes. Kalends works as an MCP server, so Claude, ChatGPT, Claude Code, Cursor and other clients that support the Model Context Protocol can read your commitments, projects, goals, workload and inbox. An administrator turns it on under Settings; each person then connects their own tool by signing in, or with a personal access token for tools that cannot sign in by themselves.

A connection reads as the person who made it: it sees exactly what that person may see in Kalends and cannot change anything. Guests cannot connect, any connection can be ended at any time, and connections are written to the audit trail.

Does Kalends encourage micromanagement?

That depends on how it is used. Kalends is meant to track the organisation’s standing commitments, not measure how individuals spend their working day. It states what the organisation must uphold, when it is due and who is responsible; the responsible person retains the freedom to decide how the work is done.

Follow-up should be proportionate. For most commitments, a simple confirmation is enough. Evidence is needed only when the risk, a contract or regulation calls for it. Trust in the person and traceability for the organisation are not opposites: the confirmation protects continuity when somebody is away, changes role or leaves.

Can Kalends be used for our management system?

Kalends does not replace a management system. It holds the part of one that has a date. Process documents, non-conformities and risk assessments stay where they are today. What Kalends takes care of is the recurring work that has to be carried out and later shown to have been done: management reviews, internal audits, self-inspections, access reviews, calibration, supplier assessments and the annual follow-up. Each one gets an owner, a rhythm and a traceable receipt that it happened.