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Scheduling

Event Calendar

The School Calendar is the central hub for creating and sharing school events, ensuring that students, guardians, and staff stay informed. It’s recommended to use the School Calendar for events that involve the entire school or a significant portion of the community, such as:

First Day of School
Parent-Teacher Conferences
No School Days
School Picture Day
Music Concerts

Events intended for individual students or classrooms can be created on the Classroom Schedule or a student's Schedule. These may include events such as music lessons, tutoring sessions, and enrichment classes.

Creating School Events

To create an event on the School Calendar:

Go to Scheduling -> Event Calendar.
Click on the date.
Enter the banner, name, and location.
Make sure the event is placed in the correct Academic Year, Program, or Session.
Select the Date and Time of the event. Events can be scheduled for multiple dates if is reoccuring.
Select the event's Participants.
Select the event's Visibility.
Make sure the event is included on the correct Calendars.
Create the event.

Once created, you can open the event to Share with people in your school or the public.

Managing School Events

Details for School Events can be set up when the event is first created and edited later at any time. To edit an event, locate it on the Event Calendar and click the event to open its details.

Date & Time

One-time Event: Select One-time in the Date & Time section if the event only occurs once.

Scheduled Event: Select Schedule if the event repeats over multiple days or follows a recurring schedule.

Timezone: Make sure the correct timezone is selected for your event.

Changing the Date: You can change an event’s date in two ways:

Open the event and edit the date manually
Drag and drop the event to a new date directly on the calendar

Participants & Attendance

If the event includes specific participants, select them in this section. When attendance is enabled for an event, attendance will only be taken for the selected participants. Attendance exceptions can also be created.

Special Cases

After an event has been created, you can add Special Cases for participants. Special cases help manage students whose participation differs from the standard event schedule.

Available special cases include:

Participant is joining later
The participant begins attending on a specified start date.
Participant is leaving early
The participant stops attending after a specified end date.
Participant is participating temporarily
The participant attends only during a specified date range.
Participant is taking a temporary break
The participant is excluded during a specified date range.
Custom special case

To create a Special Case:

Open the event and scroll to the Participation section
Click Add Special Case
Select the participant(s) the case applies to
Choose the special case type
Select the date or date range the case should apply to
Click Create

Any scheduled event occurrences that fall within the special case’s date range will not appear for participants affected by the special case.

Attendance Exemptions

If attendance is enabled for an event, attendance exemptions can be added after the event is created. Attendance exemptions remove students from the attendance list for specific dates without removing them as participants in the event.

To add attendance exemptions:

Open the event and scroll to the Attendance Exemptions section
Click Add Attendance Exemption
Select the students
Enter the dates the students should be exempt from attendance
Click Save

Organization

Use this section to determine where the event belongs within your school’s organization structure.

Events can be associated with:

Sessions/Terms
Programs
Academic Years
Classroom Schedules (if applicable)

Visibility

Choose who can view the event. You can determine:

Which portals can see the event on their calendar
Whether visibility is available to all users or only participants

Calendars

Choose which calendars the event should appear on. At least one calendar must be selected before the event can be created.

Academic Calendar

Used for managing Session/Term dates and important academic date types such as in-session days, holidays, and breaks.

This calendar is not selected by default. If the event is part of your school’s academic calendar (such as the First Day of School or Teacher In-service), add it to the Academic Calendar.

Event Calendar

Used for viewing and managing general school events.

When creating an Event, this calendar is selected by default.

Scheduler

Adds the event to the Daily Scheduler so it can be viewed alongside scheduled classes and activities.

Events can also be created directly from the Daily Scheduler.

Attendance

Attendance can be taken for event participants when needed.

To enable attendance for an event:

Check the Attendance is required box in the event settings
Add participants to the event
Open the event and navigate to the Attendance tab to record attendance

Viewing Events on Portals

School events are visible to all staff, guardians, and students by default.

Students can see their upcoming events in two places:

The Calendar tab in their student portal
The Today’s Events section on their main dashboard

Guardians can view events in the following locations:

The School Calendar on their portal homepage. Guardians can click on an event here to view more details
The Student Planner.

Staff can view events as an Admin can, in the following places:

The Event Calendar
The Daily Scheduler
The Student Planner

Creating Participant-Only Events

Events can be made visible only to their selected participants.

To create a participant-only event:

Make sure participants have been selected for the event
In the Visibility section of the event, click Edit
Select the Participation Only visibility option for Staff, Guardians, and/or Students
- You can also remove visibility entirely from specific portals if needed

When Participation Only visibility is enabled, the event will only appear for users connected to the selected participants.

Events can be shared publicly using a shareable link.

To create a public event link:

Open the event and go to the Sharing tab
Toggle Public Link to On
Add a description if desired
Click Save
Click View Share Link to access the public link

The share link can then be copied and shared however needed.

Notifying Participants

Notification emails can be sent to event participants. These emails allow recipients to add the event directly to their personal calendars, including Google Calendar, Apple Calendar, Outlook, and more.

To schedule notification emails:

Open the event and go to the Sharing tab
In the Notifications section, toggle Schedule a Notification to On
Choose how many days before the event the notification should be sent
Click Save

After saving, you can:

Click Send Notifications Now to send the notification immediately
Click Send to Myself to preview what the email notification will look like before sending it to participants

Note: The event must have participants selected before email notification can work.

Troubleshooting Viewing Issues

If school calendar events aren’t appearing on the Event Calendar, double-check the session selection at the top of the calendar. Events are only displayed when their associated session/term is selected.

To view all events across sessions/terms, deselect individual sessions by clicking the “X”. This will show events from all sessions at once.

If an event doesn’t appear on the student or guardian portal, check the following:

Session Visibility: Ensure the session in which the event was created is open to students and guardians. Go to the Term & Programs page, open the session, and check the Open to Students box.
Participants: Confirm that students were selected as participants for the event.
Visibility: Confirm that the Guardian and Student Portals were selected in the Visibility section of the event settings.

Next Topic:

Academic Calendar