Capital Calendar

The Capital Calendar is a powerful tool for managing upcoming capital commitments, drawdowns, and contributions. It provides a visual calendar interface combined with cashflow forecasting to help you stay on top of your capital requirements and plan your liquidity needs effectively.

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What is the Capital Calendar?

The Capital Calendar helps you:

• Track upcoming commitments - Visualise all scheduled capital calls, drawdowns, and contributions in a monthly calendar view
• Forecast cashflow - See projected cash balances based on your commitments and expected income
• Plan liquidity - Identify potential cash shortfalls before they occur
• Manage investment news - Track expected distributions, dividends, and other financial events that impact your cash position

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Key Benefits

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Visual Planning

The calendar grid provides an at-a-glance view of all commitments scheduled for each month. Colour-coded events make it easy to identify:

• High-priority commitments (red/orange)
• Medium likelihood payments (yellow)
• Low probability commitments (blue)
• Confirmed or funded commitments (green)

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Cashflow Forecasting

The forecast tab automatically calculates:

• Projected cash balance - Your expected cash on hand after all commitments
• Average monthly income - Based on historical dividend and interest receipts
• Net cashflow - Monthly income minus commitments and expenses
• Multi-month projections - See your cash position months in advance

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Risk Management

Each commitment can be assigned a likelihood rating (Very High, High, Medium, Low, Very Low) to help you:

• Prioritise planning for high-probability commitments
• Understand the range of possible cash requirements
• Adjust forecasts based on probability

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Getting Started

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Accessing the Capital Calendar

1. Navigate to Capital Calendar from the main navigation menu
2. You’ll see the calendar view by default, showing the current month
3. Use the month navigation arrows or click Today to jump to the current date

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Adding Your First Commitment

1. Click Add commitment in the header or select a day and click New entry
2. Fill in the commitment details:
   • Commitment name - e.g., “Fund II Capital Call”
   • Amount - The expected payment amount
   • Currency - Select from the dropdown (supports all major currencies)
   • Due date - When the payment is expected
   • Likelihood - How certain you are this payment will occur
   • Status - Planned, Confirmed, Funded, or Cancelled
3. Optionally add:
   • Custom name - Override the name for this specific payment
   • Total programme - The total commitment amount if this is part of a larger programme
   • Investment link - Connect this commitment to a specific investment
   • Description - Additional context
   • Notes - Internal notes (not visible in exports)
4. Click Save commitment

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Using the Calendar View

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Navigating the Calendar

• Month navigation - Use the arrow buttons to move between months
• Today button - Quickly jump to the current month
• Day selection - Click any day to see its commitments in the side panel

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Understanding Calendar Events

Each commitment appears as a coloured tag on its due date:

• Red - Very High likelihood (most certain)
• Orange - High likelihood
• Yellow - Medium likelihood
• Blue - Low likelihood
• Slate - Very Low likelihood
• Green - Confirmed or Funded status
• Gray - Cancelled commitments

The event tag shows:

• The commitment name (or custom name if set)
• The dollar amount on the right side

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Viewing Day Details

Click any day in the calendar to see all commitments for that date in the right-side panel. From here you can:

• Edit details - Click the “Edit details” button to modify the commitment
• Change status - Use the dropdown to mark as Planned, Confirmed, Funded, or Cancelled
• Adjust likelihood - Update the probability rating
• Rename - Click the commitment name to edit it inline
• Remove - Delete commitments that are no longer needed

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Editing Commitments

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Quick Edits

From the day details panel, you can quickly:

• Edit the commitment name by clicking on it
• Change status or likelihood using the dropdowns
• Remove commitments entirely

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Full Edit Dialog

For more detailed edits, click Edit details or click directly on a commitment in the calendar grid. This opens a comprehensive edit dialog where you can modify:

• Custom name
• Amount
• Due date
• Status
• Likelihood
• Notes

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Using the Forecast Tab

The forecast tab provides a detailed cashflow projection based on your commitments and expected income.

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Understanding the Summary Cards

At the top of the forecast tab, you’ll see three key metrics:

1. Cash in bank - Your projected cash balance after all funded commitments
2. Average monthly income - Calculated from your historical dividend and interest receipts
3. Forecast window - The number of months projected ahead

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Reading the Cashflow Table

The main table shows month-by-month projections:

• Month - The calendar month
• Income - Expected income based on historical averages
• Financial news - Impact from upcoming investment news (distributions, dividends, etc.)
• Commitments - Total commitments due that month
• Net cashflow - Income minus commitments (green for positive, red for negative)
• Projected balance - Your expected cash position at month-end

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Managing Investment News

Investment news helps you track expected financial events that will impact your cash position, such as:

• Quarterly distributions
• Dividend payments
• Special distributions
• Capital returns

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Adding Investment News

1. Switch to the Forecast tab
2. Scroll to the “Upcoming investment updates” section
3. Click Add update
4. Fill in:
   • Title - e.g., “Q1 2025 Distribution”
   • Category - Financial, Operations, ESG, People, or Other
   • Expected date - When the event is expected
   • Expected cash impact - The monetary impact (required for Financial category)
   • Investment - Link to a specific investment if applicable
   • Confirmed - Toggle on once the announcement is official
   • Summary - Additional context
   • Source link - Link to the announcement or press release
5. Click Save update

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Impact on Forecast

Financial news items automatically feed into the monthly forecast. When you add a distribution or dividend with an expected date and value, it appears in the “Financial news” column for that month, adjusting your projected cash balance accordingly.

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Exporting Data

You can export all upcoming commitments in three formats:

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Excel Export

1. Click Export in the header
2. Select Export to Excel
3. The file includes all upcoming commitments with full details including:
   • Date, name, investment, amount, currency
   • Status and likelihood
   • Description and notes

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CSV Export

Perfect for importing into other tools like Excel or Google Sheets. The CSV format includes all the same data as the Excel export.

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PDF Export

A professionally formatted PDF report suitable for:

• Sharing with advisors or trustees
• Printing for records
• Archiving monthly snapshots

The PDF includes:

• Your organisation name
• Generation date and time
• A formatted table of all upcoming commitments
• Page numbers for multi-page reports

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Best Practices

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Regular Updates

• Review weekly - Check your calendar at least weekly to stay on top of upcoming commitments
• Update statuses - Mark commitments as “Confirmed” when you receive official notice
• Mark as funded - Once a payment is made, update the status to “Funded” to keep the calendar current

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Accurate Forecasting

• Set realistic likelihoods - Be honest about probability. If you’re unsure, use “Medium”
• Add investment news - Don’t forget to add expected distributions and dividends
• Review historical income - The forecast uses your average income, so ensure your transaction history is up to date

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Organisation Tips

• Use custom names - For programmes with multiple payments, use custom names like “Q1 2025 Call” to distinguish them
• Link to investments - Connect commitments to their related investments for better tracking
• Add notes - Use internal notes for reminders or important details that don’t need to be visible in exports

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Risk Management

• Plan for high-likelihood commitments first - Focus your liquidity planning on Very High and High likelihood items
• Monitor the forecast - Watch for months with negative net cashflow
• Adjust as needed - Update likelihoods as you get more information

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Common Use Cases

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Managing Private Equity Funds

Track capital calls and drawdowns:

1. Create a commitment for each expected capital call
2. Set the likelihood based on communication from the fund
3. Link to the investment record
4. Update status to “Confirmed” when you receive the formal call notice
5. Mark as “Funded” once payment is made

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Planning for Distributions

Track expected income:

1. Add investment news for upcoming distributions
2. Set the expected date and cash impact
3. Mark as “Confirmed” once the distribution is announced
4. The forecast automatically updates to reflect the income

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Monitoring Cash Position

Stay liquid:

1. Review the forecast tab monthly
2. Identify months with large commitments
3. Plan for potential shortfalls
4. Adjust your investment strategy if needed

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Troubleshooting

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Commitments Not Showing

• Check that the status is not “Cancelled” or “Funded” (these are filtered from the calendar view)
• Verify the due date is in the future
• Ensure you’re viewing the correct month

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Forecast Seems Incorrect

• Verify your transaction history is up to date (income is calculated from historical data)
• Check that investment news items have correct dates and values
• Review commitment amounts and dates

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Can’t Edit Commitment

• Ensure you’re not trying to edit a commitment that’s being saved (check for loading indicators)
• Refresh the page if you’re experiencing issues
• Contact support if problems persist

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Need Help?

If you have questions or need assistance with the Capital Calendar:

• Check the Quickstart Guide for general platform navigation
• Review other feature documentation for related functionality
• Contact support via email or through the in-app help system