Events

In this guide, you will learn

• How to create events on the school calendar
• How to manage your events
• How all people in your school can view events

Creating School Events

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 Student Planner. These may include events such as music lessons, tutoring sessions, and enrichment classes.

To create an event on the School Calendar:

1. Go to School Calendar (located on the Admin side in the Microschool version).
2. Click on the date.
3. Enter the name, term, classroom, and description if needed.
4. If creating many events at once, select Event Set, and add a time if needed.
5. Select the event's Visibility. Click on the options to learn more about where the event will be posted.
6. Select the students, guardians, and staff the event applies to and whether attendance is required.
7. Create the event.

Managing School Events

Visibility

You can choose who can see an event when first creating it—or update its visibility later at any time.

To set visibility, go to the Calendar Visibility section in the event modal and check where you'd like the event to appear:

• Student Planner
  Displays the event on the Student Planner in both staff and student portals. You can also choose to display it on the guardian’s view of the student planner.
• School Calendar
  Shows the event on the main School Calendar page and in the Dashboard’s quick-view calendar. You can also allow it to appear on the guardian portal calendar.
• Term Schedule
  Includes the event in the term calendar editor and on term printouts.
• Public School Calendar (coming soon)
  Publishes the event to the public-facing calendar on your school’s Resources & Information page. Only the event date and time will be shown—no descriptions or links.

Recording Attendance

To require attendance for an event:

1. In the Attendees section, select the students the event applies to.
2. Check the Require Attendance box.
3. Save.

To record attendance:

• From the Event Modal:
  Open the event and go to the Take Attendance tab. Record attendance for the students involved.
• From the Student Planner:
  Open the event directly on the Student Planner, then select Take Attendance.
• From the Dashboard:
  On the day of the event, go to the "Today’s Attendance" section in Needs a ‘Lil Love on the Dashboard. Find the event and take attendance there.

Changing an Event Date

You can change the date of an event by either:

• Opening the Event Modal and adjusting the date, or
• Dragging the event on the calendar to the new date.

Viewing School Events

School events are visible in different locations depending on the user's role:

• Students
  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
  Guardians can view events in the following locations:
  • The School Calendar on their portal homepage
  • The Student Planner, if enabled for their view
• Staff
  Staff can view events on both the School Calendar and the Student Planner.

🔒 To give staff access to the School Calendar, be sure to enable it in their Portal Access settings.

Troubleshooting Viewing Issues

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

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

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

• Term Visibility: Ensure the term in which the event was created is open to students. Go to the Term page, find the term, and select Open to Students from the dropdown next to it.
• Calendar Visibility: Confirm that students were selected as attendees for the event.