Struggling to keep track of important dates and events? The calendar feature is your all-in-one digital planner, offering a clear view of your schedules, events, and important dates at a glance. Whether you need to check availability, plan ahead, or track your daily tasks, it’s designed to keep everything organized. Let’s start by understanding the layout and learning how to read it effectively!

๋࣭ ⭑✮💻 Portal vs. App: How We'll Guide You Through the Calendar"

Note: The calendar is accessible on both the portal and the app. For this guide, we'll use the portal view as the default for instructions. Whenever there's a difference in setup between the two, we'll zoom into the app's features, explain the variations, and help you navigate seamlessly!

The calendar feature is designed to make managing your schedules intuitive and efficient. Let’s break down its layout and how to use it effectively:

This quick access ensures you can navigate to the calendar effortlessly on both the portal and the app!

The calendar offers two distinct access levels to suit different needs

This distinction ensures everyone sees the schedules relevant to their role while maintaining appropriate permissions for center-wide visibility.

📒Note: Only staff members with the "See the Common Calendar" permission can access the center's plans and events across the board.

There are two formats for viewing dates in the calendar:

To change calendar views, follow these simple steps:

📍 Locate the Split Button

✅ Left Section – Switches to Weekly View.
✅ Right Section – Switches to Monthly View.

📍 Navigation Controls

💡 Pro Tip: Use Weekly View for detailed daily planning and Monthly View for a broader overview of events.

📍 Create Event

📍 Weekly Schedule

💡 Pro Tip: Use weekly scheduling to save time when planning recurring activities, reducing the need for manual event entry!

The calendar keeps schedules updated and accessible by organizing various activities. Here’s what you’ll find:

All events created using the "Create Event" feature, such as:

🎪 Meetings – Staff or parent meetings.
🪂 Special Days – Birthdays, themed activities, or school-wide events.
🎨 Planned Activities – Arts & crafts, sports, or educational sessions.

These include recurring activities or plans set up under the "Weekly Schedule" feature:
👨‍🎨 Class Routines – Structured daily activities for children.
🪴 Staff Shifts – Work schedules and shift assignments.
📅 Center-Wide Recurring Events – Weekly parent meetings, special learning sessions, etc.

Scheduled meal plans, including:
🥪 Breakfast, Lunch, Snacks – Daily food offerings for children.
🍹 Special Dietary Arrangements – Meal adjustments based on allergies or restrictions.

Officially scheduled days when the center is closed:

☃️ Public Holidays – Center-wide breaks.
❄️ Seasonal Closures – Planned long breaks (e.g., winter or summer holidays).

Reflects sent inquiries to parents regarding holiday attendance feedback on the days of the holiday. This helps centers:

🚑 Absences – Recorded sick leave, vacation days, or other time-off.
📋 Meetings – Scheduled one-on-one or group staff meetings.
🚌 Trips – Planned outings that include staff participation.
🚍 Bus Rides – Scheduled transport assignments for staff.

This layout ensures a flexible and straightforward way to stay on top of your schedules, whether you prefer a detailed breakdown or an overview of the month. Now, let’s dive into how to make the most of these features!🗂️📝

The visibility of calendar activities depends on the role of user and their permissions. Here’s a breakdown of who can see what:

Activities visible under My Calendar are personalized and tailored to the individual user, displaying only relevant events and schedules.

👤 Staff Members See:

🚑 Absences – Their own recorded sick leave, vacations, or time-off.

📋 Meetings – One-on-one or team meetings scheduled specifically for them.

🚌 Trips & 🚍 Bus Rides – Trips or transport they are assigned to, such as supervising a trip or accompanying children on a bus.

🍭 Events & Schedules Created by Staff – Any events or schedules they have created themselves,

👩‍🏫 Events & Schedules Shared with Them – Activities and routines relevant to their assigned classroom or group.

☔ Closing Days Relevant to Their Classroom – Holidays or closure dates that directly impact their main

🥗 Meal Plans - Scheduled meals for the day

The All Calendar is a general view accessible to users with the appropriate permissions named ("See the Common Calendar").

🌍 The common calendar Includes:

💡 Pro Tip:

Access to the calendar is tailored based on user roles and permissions, ensuring that each staff member sees only what’s relevant to their responsibilities while maintaining privacy and boundaries.

🔹 Access Level: Full access to both My Calendar and All Calendar.

📌 Viewable Activities:
✔️ All events, schedules, meal plans, and center-wide activities. 🎂☘︎
✔️ Can view, create, edit, and delete any event across all classrooms and staff schedules.
✔️ Manage holiday closures, review meal plans, staff activities, and public events.
✔️ Full control over holiday feedback requests sent to families.

🚫 Restrictions: None—Admins/Owners have unrestricted access to all calendar functions.

🔹 Access Level: Limited to My Calendar only.

📌 Viewable Activities:

✔️ Personal Events – Activities and schedules that directly involves them. 🌼🪴

✔️ Group-Specific Schedules – Plans, routines, or events relevant to their classrooms or assigned groups. 🖌️👩🏻‍🎨

✔️ Meals – Meal plans for their assigned classrooms. 🥕🍏

✔️ Closing Days Impacting Their Main Classrooms – Scheduled holidays or closures that directly affect their assigned classroom.

🚫 Restrictions:

💡 Pro Tip: Staff members without common calendar access can still see closures affecting their own classrooms and meal plans , helping them stay informed and plan accordingly! ✅

📌 Easily Track Schedules & Activities
A staff member’s personal calendar appears directly on their profile page

Admins, Owners, and authorized staff with the "Access Staff Members' Basic Information" permission can view:

✔️ Personal Activities & Statuses – Includes absences, meetings, and personal schedules.

✔️ Plans, Events & Schedules – Displays individual staff schedules, assigned activities, and classroom events directly on their profiles.

📌 Why It Matters?
This feature ensures streamlined access for authorized personnel while maintaining organized oversight of staff calendars, making scheduling and administrative tasks more efficient.

💡 Pro Tip: Admins can quickly review a staff member’s calendar through their profile page, eliminating the need to search through the full center calendar! ✅📅

Take your scheduling to the next level! 🎯 Learn how to create, manage, and optimize your events with these handy guides:

📌 Plan Like a Pro: Your Step-by-Step Guide to Effortless Event Creation – Discover how to set up events smoothly and efficiently.

📌 Managing Weekly Schedules: Create, Edit, and Delete – Stay organized with weekly scheduling tools that make planning a breeze.

💡 Pro Tip: A well-organized calendar keeps your days stress-free—start planning smarter today! 🚀