In order to make sure you’re comparing the right time frames to each other within Toolio, you can configure your retail calendar to your specifications. You can also configure multiple calendars which can be used in different Merchandise Plans (i.e. Finance Plan, Store Plan, or Day Level Plan). This article covers how to configure your calendars - for details around how to apply them when configuring your Merchandise Plans, please refer to the Configuring Merchandise Plans article.

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To start configuring a new Calendar navigate to Settings > Organization > Calendar Settings and click 'Add' in the top right. You'll then be prompted with the following popup:

To create a calendar config, please fill out each of the fields:

Once you've filled out every field, please click 'Create' to save your new calendar. Please note that upon saving, you will not be allowed to change your calendar configuration, aside from the name.
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After you've created the calendar, you'll find that it will be listed in the list of available Calendars:

You can click on the Open Calendar popup to preview your calendar in the Toolio Retail Calendar tool:

Once you're happy with your calendar configuration, please move on to the Configuring Merchandise Plans article to create a new Merchandise Plan using your calendar.

⚠️ Important: Calendars cannot be edited after creation — only renamed. All calendar changes require creating a new calendar configuration.

If your business needs change and you need to update your calendar structure — for example, switching week groupings or changing the last day of your fiscal week — this section walks you through what to expect and how to do it correctly. Because many modules depend on consistent week boundaries, reconfiguration requires several coordinated steps.

This section applies if you are:

Since existing calendars cannot be edited, any change to your calendar structure requires creating a new one first. Follow the steps in the Configuring Your Calendar section above to set up your new calendar configuration before proceeding.

Navigate to Settings > Organization > Settings to find your organization's default calendar.

This setting is not self-serviceable once data has been imported. Reach out to your Customer Success Manager to discuss options for updating your organization-level calendar.

Navigate to Settings > Organization > Merchandise Plan to manage your plans.

Each plan's calendar is set at creation and cannot be changed on an existing plan. If you need to update the calendar on a plan, you have two options:

When creating a new plan in Settings > Organization > Merchandise Plan, you can select your new calendar configuration during the Create Plan dialog.

Important — understand how existing plan data is affected: When a calendar changes, the week labels in your application (Week 1, Week 2, etc.) remain the same, but the date ranges that define those weeks will shift to reflect the new calendar's boundaries. Plan data already associated with Week 1 stays associated with Week 1 — it is not automatically reallocated to the week that now covers those same dates on the new calendar. There is no automatic process to redistribute plan values across the new week structure. See the FAQs below for your options.

After switching to a new calendar, you'll need to run a data refresh to ensure your data reflects the correct week boundaries. Only refresh the contexts and plan types that are in scope for your implementation — do not run a blanket refresh across all contexts unless you have confirmed they are all affected. If you're unsure which apply to your setup, reach out to your Customer Success Manager for guidance.

If your organization uses Custom Last Year Mappings (date-to-date comparisons for LY analysis), these are tied to a specific calendar configuration. After switching to a new calendar, you'll need to recreate your mappings for the new calendar.

Navigate to your existing Custom Last Year configuration and create new mappings aligned to the new calendar's date ranges. For full instructions, see Calendar Configuration: Custom LY Mapping.

For plans spanning multiple calendar years (e.g. an NRF 4-5-4 calendar), you can choose which year to display for month and week abbreviations. This is controlled via Organization > Settings:

For example, for a Feb–Jan plan year in 2023:

Plan data stays associated with the week label it was originally entered under — for example, data entered for Week 1 remains under Week 1. However, the date range that defines Week 1 will shift to match the new calendar's boundaries. Toolio does not automatically reallocate plan values to the weeks that now cover those same dates. There is no automatic restatement process.

You have two options if you need your plan data to reflect the new calendar structure:

The org-level calendar dropdown is disabled once any data has been imported — including purchase orders, inventory, bookings, or sales. This prevents misalignment between imported data and a new week structure. Reach out to your Customer Success Manager to discuss your options.

No. Calendars are immutable after creation — only the name can be updated. To change any configuration (week grouping, last day of week, etc.), create a new calendar following the steps in Configuring Your Calendar above.

Assortment Planning and Allocation both inherit the organization's default calendar. After a calendar change, you must run a data refresh for the contexts and plan types in scope for your implementation and re-run your allocation strategy to ensure correct period boundaries and demand calculations. If you're unsure what's in scope, check your implementation history or reach out to your Customer Success Manager.

Toolio validates that the plan and org use the same calendar when generating sales curves. If they differ, you'll see an error: "Calendar types are not compatible." Ensure your plan and org calendars are aligned before running forecasts.

Related Articles:

Configuring Merchandise Plans

Toolio Retail Calendar