Ever feel like juggling events is a bit like spinning plates? 🌀 Don’t worry, the calendar has your back! Creating events is quick, simple, and a total game-changer for keeping everyone on track. Whether it's a team meeting, a fun trip, or a special classroom activity, this guide will show you how to plan like a pro and make scheduling a breeze. Let’s dive in and turn your ideas into perfectly organized events! 🎪🎊
🖥️ Note: Planning events is available on both the app and the portal. For this guide, we’ll use the portal as the primary reference, but don’t worry—there aren’t many differences, and any variations will be clearly highlighted along the way!
Instructions on how to access the events feature on the calendar and view all scheduled activities.
On the Portal
Detailed instructions for accessing events and managing them via the Parent portal.On the App
Step-by-step guide for accessing and managing events directly through the Parent mobile app.
Explanation of who has the ability to create events and manage the calendar.
Company Owners Access
Details about the permissions and capabilities of company owners regarding event creation.Location Admins Access
Instructions for location admins on how they can create and manage events within their specific locations.Staff Access
Overview of what staff members can access and manage regarding events in their designated areas.
Step-by-step guide for creating an event on the calendar, from setting up event details to finalizing the setup.
Learn how reservations work for events, including how to set up and track responses.
Who Needs to Respond to a Reservation for Events
Understand which recipients need to respond to event reservation requests.Who Doesn’t Need to Respond to a Reservation for Events
Find out which individuals do not need to reply to event reservation requests.Where to Respond to Reservation Request for an Event
Step-by-step guide on where to manage and respond to reservation requests for events.
Learn how recipients can respond to RSVP requests for events.
Learn how to manage and share announcements related to events.
Edit, Review Responses, and Delete Event Details
Steps for editing event details, reviewing responses, and deleting event information.Company Owner Managing Permissions
How company owners manage event permissions within the system.Location Admins Managing Permissions
How location administrators handle event permissions.Staff Managing Permissions
How staff members can manage event permissions based on their roles.
Steps to Edit, Delete or Review an Event
How to make edits, delete, or review events.Managing from the Newsfeed
Instructions on managing events directly from the newsfeed.Managing from the Calendar
Learn how to manage events from the calendar view.
Instructions for managing replies to event invitations.
Steps to Access and Manage Replies
How to access and manage replies to events.From the Newsfeed
How to manage replies to events from the Newsfeed section.From the Calendar
Managing replies from the Calendar view.
How staff manage and access replies based on their involvement in the event
Instructions for staff on managing and accessing replies depending on their role or involvement in the event.If Staff Are Not Invited to the Event
How staff members who are not invited can manage or access replies.How staff members who are invited can manage or access replies.
How are replies shown to members authorized to manage events
How replies are displayed for members with event management authorization.Filter replies options
Using filter options to manage event replies effectively.
How to Navigate to the Events Feature on the Calendar
🖥️ On the Portal
Navigate to the far-left column of the screen where the main menu is located.
Click on the Calendar option to open it.
Click on "Create event" button
📱 On the App
Look at the footer menu at the bottom of the screen.
Tap the second tab from the left, labeled Calendar, to access it
Click the orange + sign in the bottom-right corner.
Select "Create Event" from the options to start planning your event.
Who Can Create an Event?
Creating events in the system is a privilege assigned to specific roles and permissions to ensure proper management and oversight. Here's who can create events:
👨🏻💼 Company Owners
Full Access
Create Events:
Company owners can create events for:📚 Individual Groups or Classrooms
🌍 Location-Wide Announcements and Activities for all locations of the company.
🔓 No Restrictions on audience selection.
👁️ Access to All Events:
Owners have visibility and control over all created events and activities pinned on the calendar for each location across the company.🖋️ Manage Event Details
Owners can update or adjust all event details, including:
✏️ Titles, Descriptions, and Timing
👥 Recipients and Audience Settings
✅ RSVP Requirements, Notifications, and File Uploads
❌ Delete Events
Owners have the authority to delete any event if necessary.
🏞️ Track RSVP Responses
Owners can monitor and manage attendance by:
📋 Reviewing RSVP Confirmations and Comments
✔️ Ensuring Accurate Attendance Records for all their events.
👩💼 Location Admins
Location-Specific Access
📅 Create and Manage Events:
Location admins can create and oversee events for all classrooms and groups within their assigned locations.👁️ Access to All Events:
Location admins have visibility and control over all created events and activities pinned on the calendar for their assigned location.🖋️ Adjust Event Details
Admins can edit all event information within their assigned classroom, including:
✏️ Titles, Descriptions, and Timing
👥 Recipients and Audience Settings
✅ RSVP Requirements, Notifications, and File Uploads
❌ Delete Events
Admins have the authority to delete any event if necessary within their assigned location.
🔄 Track RSVP Responses
Admins can monitor and manage attendance by:
📋 Reviewing RSVP Confirmations and Comments
✔️ Ensuring Accurate Attendance Records for all their events
👥 Staff with Permission
Staff members with the "Manage Holidays and Create Events and Permissions for Parents and Staff" permission have extended access to handle all event-related activities. However, this access is limited to their assigned classrooms or groups.
Here’s what they can do:
📅 Create Events
🗓️ Schedule Events: Schedule events for their specific classrooms or groups.
👨👩👧 Include Audience: Include parents, children, or both in the event audience.
Staff can edit the details of events they created or those that have been shared with their main classroom:
✏️ Adjust Details:
Adjust titles, descriptions, timings, and other event details.👥 Modify Recipients:
Modify the list of recipients to add or exclude parents or children from their assigned classrooms.✅ Configure RSVP and Notifications:
Set up RSVP requirements and manage notifications.📁 Upload Files or Media:
Attach relevant files such as agendas, permission slips, or event-related documents.
🔄 Track and Manage Attendance
📋 Review RSVP Responses:
Monitor RSVP responses from parents and staff.✔️ Maintain Attendance Records:
Ensure attendance records are accurate and up to date for all events they manage.
❌ Delete Events
🗑️ Cancel Events:
Cancel events if necessary, ensuring all recipients are notified of the change.
How to Create and Customize an Event
Creating an event is simple and customizable to meet your needs. Follow these steps to get started:
🖼️ Upload a Picture
Start by uploading an image that represents the feel or theme of your event.
Example: For a "Family Fun Day," you might upload a photo of a playground or family gathering.
✏️ Add a Title
Enter a clear and descriptive title for your event.
Example: "Spring Art Workshop."
📝 Describe the Event
Provide details about the event to give recipients an idea of what to expect.
Example: "Join us for a creative session where children and parents can work together to create spring-themed crafts."
👥 Select Recipients
Input the groups or classrooms the event is for:
Owners: Can share with all classrooms and groups.
Admins: Can share with all groups and classes.
Staff: Can share with their assigned rooms and groups.
For more details on predefined recipient channels, check out: 📡 [Understanding Recipient Channels: Newsfeed and Messages].
📅 Input the Date
Choose the date of the event.
Note: Events can only be scheduled for a single day.
⏰ Input the Time
Specify the time the event will take place on the selected day.
Note:
You can type the time directly into the field using the appropriate format (e.g., 2:00 PM).
Alternatively, select a time from the drop-down list for quick input.
✅ Decide on Reservation Requirements
Enable reservation if attendees need to confirm participation.
👨👩👧 Specify Attendees
Decide who the event is intended for by selecting one of the following options:
🧒 Children Only:
The event is exclusively for children, such as classroom activities or playtime events.🧑🤝🧑 Parents Only:
The event is meant for parents, like parent-teacher meetings or informational sessions.👨👩👧👦 Both Children and Parents:
Perfect for family-oriented events, such as workshops, field trips, or celebrations..
📆 Set a Response Deadline (Optional)
Input the RSVP deadline to confirm attendance.
📝Note: The system will automatically gray out past days to prevent selection.
Example: If you are scheduling an event today, March 24th, for March 25th, the latest possible RSVP deadline you can set is March 24th.
🔔 Enable Notifications
Choose whether to send recipients a reminder notification one day before the event to keep them informed and prepared.
Example:
If the event is scheduled for January 18th, invitees will receive a reminder on January 17th.
Why Enable Notifications?
Ensures attendees don’t miss the event.
Provides a timely nudge for preparation or last-minute arrangements.
This simple option helps ensure maximum participation and reduces the chance of attendees forgetting the event. 😊
📁 Upload Files (Optional)
You can add relevant materials to the event using two options:
🖼️ Media: For uploading pictures or visual content that adds context or enhances the event’s appeal.
📄 File: For documents such as PDFs, Word files, or Excel sheets.
Examples of What to Upload:
📋 Event Agenda: A detailed schedule of activities.
📝 Permission Slips: For events requiring parental consent.
📖 Activity Guides: Instructions or materials for participants.
Benefits:
📌 Easy Access: Keeps all necessary information in one place for attendees.
✅ Better Preparation: Helps participants be well-prepared and informed about the event.
Uploading files ensures your event is professional, organized, and provides all needed resources to attendees! 😊
📹 Include a Zoom Meeting (Optional)
Enable the option to attach a Zoom meeting to the event.
Note: Log in to your Zoom account beforehand to enable this feature:
Navigate to Tools > Integrations > Zoom in your account.
Log in to link Zoom to your calendar.
💾 Save or 🚫 Cancel the Event
Once all details are filled in, click Save to finalize your event or Cancel if you need to start over.
✅ How Reservation for an Event Works
Reservation allows attendees to confirm their participation, making event planning more organized and efficient. Here's how it works:
📩 Sending the Reservation
A confirmation option is sent to recipients when an event is created with the reservation requirement enabled.
👨👩👧 Who Needs to Respond?
👩👦 Parents:
Required to RSVP for themselves and their children based on the event’s audience (e.g., children only, parents only, or both).
👩🏫 Staff Members:
Staff members need to RSVP for events that are shared with their main classrooms (not classrooms they manage), ensuring their participation is confirmed and recorded.
🚫 Who Doesn’t Need to Respond?
👨🏻💼 Company Owners:
As they have full access and oversight of all events, company owners are automatically considered participants and do not need to RSVP.
👩💼 Location Admins
Automatic Inclusion:
Admins managing specific locations are automatically included in all events relevant to their assigned locations. They do not need to RSVP manually, as their participation is assumed by default.
Example:
An admin overseeing Location A is automatically included in events such as:📚 A Classroom Activity: For Group 1 within Location A.
👨👩👧 A Parent-Teacher Meeting: For all groups in Location A.
🌍 Location-Wide Events: That affect all classrooms and groups in Location A.
Full Event Management:
Location admins can view and manage all events in their assigned location, including:Editing event details.
Adjusting recipients.
Tracking RSVP responses.
This ensures admins have full control over events within their scope of responsibility.
📱 Where to RSVP (Respond to a Reservation Request)
Recipients can RSVP through:
The app or portal via their newsfeed.
The calendar, where an RSVP option appears next to the event announcement. Events requiring a response or reservation will be clearly indicated.
👨👩👧 specify Attendance
Invited parents and staff will confirm if they and their child(ren) will attend the event by specifying:
The number of adults attending.
The number of children attending.
✅ How Recipients Respond to RSVP
👆 Click "Show and RSVP"
On the Newsfeed: Tap the "Show and RSVP" button for the event.
On the Calendar: Click on the event announcement, which indicates the RSVP is required.
This will open the RSVP interface, showing the event's details.
📋 Provide Attendance Details
👨🦱 Select Adults:
Choose the number of adults attending from the drop-down list.
🧒 Select Children:
Choose the number of children attending from the drop-down list.
✔️ Confirm Attendance:
Click "Attending" to confirm participation.
❌ Not Attending:
If not attending, simply click "Not Attending."
💬 Add a Comment (Optional)
Leave a note for the organizer to provide additional details or context, such as:
"Looking forward to the event!"
"We might arrive late due to another appointment."
⏳ Missed RSVP Deadline
If the RSVP deadline has passed, parents and staff will see a message indicating that the deadline has expired and they can no longer respond.
📢 Message Displayed: "You did not reply. The reply deadline has passed."
🔄 Editing Responses
Recipients can edit their RSVP response as long as the deadline has not passed.
📖 How It Works
📱 Newsfeed or 📅 Calendar: Recipients can revisit the RSVP option via the newsfeed or calendar.
👨🦱 Adjust Adults: Change the number of adults attending.
🧒 Adjust Children: Modify the number of children attending.
✔️ Update Status: Switch between Attending or Not Attending as needed.
📝 Note
Once the RSVP deadline has passed, responses can no longer be edited.
This ensures accurate attendance for seamless event planning.
This feature gives recipients flexibility while maintaining clarity for organizers
🌟 Benefits of Reservation Requirements
📋 Accurate Planning:
Helps organizers allocate resources and seating efficiently.📢 Clear Communication:
Ensures attendee details are clearly communicated to organizers.✔️ Seamless Coordination:
Makes event coordination hassle-free and allows attendees to confirm their participation easily.
This feature simplifies event management and ensures everyone is on the same page! 🎉
📣 How to Manage Event Announcements
Event announcements are automatically shared with recipients through both the calendar and the newsfeed, ensuring maximum visibility.
🖋️ Edit, Review Responses, and Delete Event Details
👨🏻💼 Company Owners
🚀 Full Management Access:
Owners can manage all event activities across all locations, classrooms, and groups without restrictions.
They can:
📅 Create, ✏️ Edit, ❌ Delete, and 📋 Track Responses for any event within the company.
👩💼 Location Admins
📍 Location-Specific Access:
Location admins can manage and edit all events within their assigned locations, including:
📅 Creating Events: Set up events for classrooms or groups under their location.
✏️ Updating Details: Adjust titles, timings, and descriptions.
👥 Modifying Recipients: Add or remove groups or individuals as needed.
📋 Tracking RSVP Responses: Monitor participation for any group or classroom under their location.
👥 Staff with Specific Permissions
🎯 Classroom-Specific Access:
Staff members with the "Manage Holidays and Create Events and Permissions for Parents and Staff" permission can Edit and Delete events for classrooms within their assigned scope.
What They Can Manage:
🏠 Main Classrooms:
Events shared directly with their primary classroom are within their management rights.
📚 Managing Classrooms:
If staff oversee additional classrooms beyond their primary one, they can also manage events relevant to those groups.
🖋️ Steps to Edit, Delete or Review an Event
📢 From the Newsfeed
🔍 Locate the Event:
Navigate to the newsfeed and find the event announcement.
👁️ Click "View Details":
Open the event description page to access the management options.
Here, you can review all the event details, such as:
🖋️ Title and Description: Overview of the event's purpose and activities.
📅 Date and Time: When the event is scheduled to take place.
👥 Audience: Recipients invited to the event (e.g., staff, parents, children).
📁 Attached Files and Media: Any relevant documents, such as agendas or permission slips.
🛠️ Choose an Action:
✏️ Edit:
Click "Edit" and make adjustments to:
🖋️ Titles, Descriptions, Timings, Audience Settings.
✅ RSVP Requirements, Notifications, and Attached Files.
❌ Delete:
Click "Delete" and confirm that you want to delete the event.
📅 From the Calendar ☃️
Alternatively, you can edit and deleted events from the newsfeed
Locate the Event: 🎊
Go to the calendar and find the event.
Open the Event:
Either:
Click the Event: Opens the description page along with the options to Edit or Delete and review event descriptions
Click the Three Dots: To the far right of the event, select "Edit" from the dropdown menu. ❄️
📅 Important Note
Once an event has passed, it can no longer be edited or deleted. This ensures the integrity of past event records and prevents changes to historical data.
For any necessary adjustments after the event has concluded, consider creating a follow-up note or announcement to address updates or feedback.
📋 Managing Replies to Events
Managing replies to events involves similar steps as those used to edit or delete events. Here’s a breakdown:
🧗 Steps to Access and Manage Replies
📢 From the Newsfeed:
🔍 Locate the Event: Find the event announcement in the newsfeed.
🔭 Click "View Details": Open the event description page.
📜 Click "View all Replies": View or manage replies to the right screen of the event description.
📅 From the Calendar:
🔍 Locate the Event: Find the event on the calendar.
📋 Click the Event: Open the description page.
🔽 Three Dots: Alternatively, click the three dots next to the event and select "Edit" to access replies.
🔄 Reply Behavior Based on Staff Involvement
If Staff Are Not Directly Invited:
📝 Scenario:
The event is not sent to the staff member directly or to their main classroom, but they manage the class or care for a child invited to the event.
📍 What Happens:
Replies from attendees will appear directly under the description screen of the event for their review as this staff is not invited and will not have to answer to the event
If Staff Are Directly Invited:
📝 Scenario:
The staff member is specifically mentioned as a recipient or the event is sent to their main classroom.
📍 What Happens:
The reply section under the event description is reserved for their own RSVP confirmation.
To view all replies, they need to click "View All Replies", which opens the full list of attendee responses.
📋 How Are Replies Displayed?
Replies to an event, whether shared with an individual or an entire class, are organized in a structured and class-based format for clarity. Here’s how they are displayed:
1️⃣ 🏫 Divided by Class
Replies are grouped by the class of the invited members.
Any member invited to the event, whether a 👶 child or a 👩🏫 carer/staff member, will appear under their corresponding class along with their response (if they have responded).
2️⃣ 👩👧 Separate Grouping for Staff and Children
Within each class:
👶 Children’s Responses:
Listed together, showing their attendance status and any additional comments.
👩🏫 Staff Responses:
Displayed in a separate section under the same class, clearly differentiated from children’s responses.
🌟 Why This Structure Matters
🔍 Clarity:
Ensures responses are easy to track and organized by classroom affiliation.
⚡ Efficiency:
Facilitates quick review for organizers to understand attendance at a class level.
🌈 Flexibility:
Accommodates both individual and group invitations while maintaining a unified display format.
🎛️ Filter Options
On the replies screen, click the "Filter Replies" button to access the following filters:
📋 Show All:
Displays all responses, including attendees, non-attendees, and those who haven’t responded yet.
Ideal for getting a full overview of the RSVP status for the event.
✅ Attending Only:
Displays only the members who have confirmed their attendance.
Useful for planning resources, such as seating, meals, or materials for attendees.
❌ Not Attending Only:
Shows only the members who have declined the invitation.
Helps identify non-attendees for follow-ups or record-keeping.
⏳ No Reply Only:
Filters to show members who haven’t responded yet.
Allows organizers to focus on pending responses and send reminders if necessary.
🌟 Benefits of Filtering
🔍 Focused Review: Quickly find and focus on specific groups (e.g., attendees or pending responses).
⚡ Efficient Management: Saves time by organizing responses based on actionable categories.
📈 Better Planning: Helps allocate resources effectively and address any gaps in attendance.
📕For more Information
For more details on how to read and manage events on the calendar, follow [Mastering the Calendar Feature: A Step-by-Step Guide to Staying Organized].