What it does
Program and institution staff create, edit, duplicate, and delete calendar events directly from the calendar — didactics, conferences, meetings, and other scheduled activities. Each event has a title, date and time, an event type, and optional location, description, attendance settings, visibility, and an audience of roles, groups, or people.
Who it's for
Program administrators, coordinators, and program directors run a program's event schedule; institution administrators create institution-wide events; programs can also name calendar coordinators with specific event-management rights for one program.
How it works
Select Add Event in the calendar header (or the quick-create bar on mobile) to open the event form. The form opens as a side sheet with collapsible sections:
Details — title, event type, all-day toggle, start and end date, start and end time (half-hour steps), and a description.
Repeat — a pattern (daily, weekly, monthly, yearly), or a set of specific dates using the same time window.
Options — a free-text location, attendance (turn on tracking, optionally mark it mandatory), and visibility (mark the event public so all signed-in members can see it).
Audience — who the event is for, by role, group, or person. Leave it empty to make the event available to everyone in its scope.
Scope. Events belong to the scope you're working in. A program-level view attaches the event to that program; institution or organization views create institution-level events across the programs in scope.
Editing. From an event's detail panel you can edit, duplicate, or delete it. A duplicate is scheduled one week later, and deleting asks for confirmation first. You can also drag an editable event to a new time slot to reschedule it.
Recurring series and conflicts. If the event is part of a recurring series, the calendar asks whether your edit, delete, or move should affect only this occurrence, this occurrence and the ones after it, or the whole series. If the new time overlaps another event, the calendar warns you about the conflict but still saves it.
Calendar settings (the gear icon) hold two management panels:
Event Types — institution-level categories with a name and a color. When an institution has event types defined, picking one is required on the event form.
Coordinators — program staff who help manage the calendar, with four separately toggled permissions: create, edit, delete, and manage attendance. A new coordinator starts with none enabled. This tab only appears when you're working in a program.
Preferences — your own default calendar view and timezone; it doesn't affect what other people see.
Before you start
You need rights to create events in this scope — admin, coordinator, director roles, or a calendar coordinator with create events turned on.
Know whether your institution has defined Event Types — if it has, picking one is required.
Decide the audience up front if the event should reach specific roles, groups, or people. Leave it empty to reach everyone in scope.
Do this
Go to
/calendar, then select Add Event in the header → the Create Event sheet opens with Details, Repeat, Options, and Audience sections.In the Details section, enter a Title, choose an Event Type if your institution has any configured, and set the start and end date and time (or turn on All day) → confirm the fields show your event's schedule.
To repeat the event, open the Repeat section and choose a recurring pattern (daily, weekly, monthly, yearly) or Pick dates for a specific set of dates → the section's summary badge shows the pattern you chose.
To add a location, enable attendance tracking, or mark the event public, open the Options section → turning on Track Attendance also unlocks the Mandatory Attendance checkbox.
To target the event at specific people, open the Audience section and choose roles, groups, or individuals → the section's summary badge shows how many you selected.
Select Create Event at the bottom of the sheet → you should see the event on the calendar grid at its scheduled time.
You're done when
✓ The event shows on the calendar grid at its scheduled date and time.
✓ Selecting the event opens its detail panel with the title, time, and any location you set.
✓ Anyone in the audience you chose sees the event on their own calendar.
Boundaries and limits
Only events created on the platform calendar can be edited or deleted here. Rotations, shifts, curriculum sessions, time off, and form deadlines are read-only here and managed in their own areas.
Recurring patterns and custom dates are only available for platform-created events. Existing recurring instances show a recurring indicator, and scoped edit, delete, or move actions always ask which occurrences to affect.
Pick specific dates for a small, bounded set. Use a recurring pattern instead for a large repeating schedule.
Location is free text. There is no room-booking, venue-availability, or capacity check.
An event can't be both public and invite-only — the platform blocks that combination.
Mandatory Attendance can only be turned on when Track Attendance is also on.
Field limits: title up to 200 characters, description up to 2,000, location up to 200. The end date and time can't be before the start.
A scheduling conflict shows a warning, not a block. Overlapping events can still be saved.
Deleting an event needs confirmation and removes it from the calendar. Its attendance and participation history is kept, not destroyed.
Removing a coordinator revokes their assignment but keeps the historical record. You can re-add the same person later.
Common questions
Q: Why is the event type field required for me but not for a colleague at another institution? A: Event types are defined per institution. The form requires one only if your institution has them configured.
Q: Can I make an event repeat weekly? A: Yes. Pick a recurring pattern, select Weekly, choose the weekday, and set when the series ends. Use Pick dates instead for a small set of specific dates.
Q: What happens when I edit one event in a repeating series? A: The calendar asks whether to update only that occurrence, that occurrence and later ones, or the whole series.
Q: Who can delete events? A: Administrators with calendar rights, event creators, and coordinators with delete events enabled.
Q: What happens if I schedule two events at the same time? A: The calendar shows a conflict warning but still saves the event. You can review overlaps in the conflict panel.
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