What it does

The calendar is a single combined view of schedule information from across the platform — events, rotations, curriculum sessions, shifts, on-call assignments, approved time off, and form deadlines. Overlays let you layer an additional course, session, shift, or rotation schedule on top for side-by-side comparison.

Who it's for

Learners see their own combined schedule in the personal portal. Coordinators, faculty, and program administrators see the program-wide picture in the administration view, and can overlay other schedules when planning around them.

How it works

Each category on the calendar comes from its own part of the platform:

Rotations — clinical rotation assignments from the block schedule.
Conferences and meetings — events created on the calendar itself.
Curriculum — published curriculum session schedules. In the personal view these are the sessions for courses you are enrolled in or teach.
Personal / time off — approved time-off requests and pending or approved schedule-change requests.
Deadlines — due dates for form assignments that are still open.
Shifts — assigned shift schedule entries.
On-call — on-call coverage assignments, including flagged coverage gaps.

Category toggles in the legend control which of these load. Selecting an item opens a detail panel appropriate to its source — a rotation panel for rotations, a session panel for curriculum sessions, and so on.

Overlays. These add schedules that aren't part of your base view. In the sidebar, open Overlay Calendars to layer a course, session, shift, or rotation (block) schedule onto the calendar. Each active overlay appears in a bar above the grid, removable with one click or all at once with Clear All. Overlaid items merge visually with your base events so overlaps are easy to spot.

Scope. The view you're in sets the scope. The personal portal shows only your own items — rotations, enrolled or taught sessions, time off, deadlines, shifts, on-call. Program administration shows these for the whole program; institution and organization views aggregate across the programs in scope.

Before you start

Know which base category you need (rotations, conferences, curriculum, personal/time off, deadlines, shifts, on-call) — overlays are a separate, additional layer, not a replacement for it.
Overlays are personal to your screen; picking one doesn't change what anyone else sees.

Do this

Go to /calendar and open the sidebar's Overlay Calendars panel → the picker opens with tabs for Course, Session, Shift, and Block.
Select the tab for the schedule type you want, then choose the specific course, session, shift, or rotation schedule → confirm it's added under Active Source Overlays.
Look at the overlay toolbar above the calendar grid → you should see a chip for the overlay you added.
To remove one overlay, select the x on its chip in the overlay toolbar → the chip disappears and its items drop off the calendar.
To remove every overlay at once, select Clear All and confirm → you should see the overlay toolbar disappear.

You're done when

✓ The overlaid schedule's items show on the calendar grid alongside your base events.
✓ The overlay bar lists a chip for each active overlay.
✓ Removing a chip (or using Clear All) takes its items off the calendar immediately.

Boundaries and limits

Overlays currently cover courses, sessions, shifts, and rotation (block) schedules. There is no on-call overlay yet — on-call coverage still shows on your base calendar when it's part of your own combined schedule.
Items from other sources are read-only on the calendar. You cannot edit a rotation, shift, session, or time-off entry from here — each is managed in its own area, and the calendar reflects it.
Only published curriculum session schedules appear; unpublished or cancelled sessions are excluded.
Time off shows approved requests (and pending schedule-change requests); denied or draft requests never appear.
Form deadlines appear only while the assignment is still open — completed assignments drop off the calendar.
If one source fails to load, the calendar still shows the rest rather than failing entirely.
Calendar events are scoped to programs. In a context with no program association, the conferences/meetings category has nothing to load.

Common questions

Q: Why can't I edit a rotation from the calendar? A: Rotations are managed in the clinical scheduling area. The calendar displays them read-only so your full schedule is in one place.

Q: A learner says a session is missing from their calendar. What should I check? A: Confirm the session schedule is published and the learner is actively enrolled in the course (or listed as a session leader). Only published sessions for enrolled or taught courses appear in a personal calendar.

Q: Do overlays change what other people see? A: No. Overlays are a personal comparison layer on your own screen. Removing one just clears it from your view.

Q: Does denied time off show on the program calendar? A: No. Only approved time-off requests appear, along with schedule-change requests that are pending or approved.

What Appears on the Calendar — Sources and Overlays