Events

Events is the school’s shared calendar. Leadership and teaching staff post a dated happening, a parent meeting, a sports day, an exam window, a holiday, attach who it concerns and any supporting files, and the people invited are notified. The calendar also carries the term markers (term openings, term closings, and mid-term breaks) that the school year sets automatically, so the whole school can see the shape of the term at a glance. Staff create and manage the entries; guardians are notified about, and can read, the events their own children are invited to.

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Records you’ll work with

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What you can do

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Plan events

An event is one dated entry on the school calendar. Open School Calendar in the sidebar, or go to /events. The page opens as a month calendar rather than a list, with each event coloured by its kind and the active term shaded behind the dates.

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Create an event

To add an event, open the calendar and start a new entry. [Insert screenshot: New Event slide-over on the School Calendar showing the Academic Context section (Academic Year, Term with its date-range hint), the Event Details section (Title, Description, Location, School-wide Event toggle, Recurring Event toggle), and the Schedule section (Start Date & Time, End Date & Time, All Day Event toggle)]

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Repeat an event

For an entry that happens on a regular cadence, such as a weekly staff briefing or a monthly assembly, turn on Recurring Event on the form. A Recurrence section then appears:

• Repeat sets the cadence: Daily, Weekly, Every Weekday (Mon-Fri), Monthly, or Yearly.
• On Day (shown for a weekly repeat) sets which weekday it falls on.
• Until sets an optional date the series stops on. Leave it blank to repeat indefinitely.

The calendar then shows the event on every date in the series rather than just the first. A recurring event is marked with a repeat indicator on the calendar and in its details.

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Attach files and related records

An event can carry supporting material in two ways, both set on the create or edit form and managed afterwards from the event’s own page.

• Resource Attachments link the event to an existing Assessment or Invoice so staff can open the related record in one click. Pick them in the Resource Attachments section of the form, or use Attach Resource on the event’s Resource Attachments tab later.
• File Attachments are uploaded documents, up to 10 MB each. Add them in the File Attachments section of the form, or use Upload File on the event’s File Attachments tab later. Each file can be previewed from its row.

[Insert screenshot: Event view page tabs showing Attendees, Resource Attachments (linked assessments and invoices with their Attach Resource action), and File Attachments (uploaded documents with Upload File and Preview actions)]

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Edit or remove an event

Open an event from the calendar to see its details and its Edit and Delete actions.

• Edit reopens the form to change any detail, the schedule, the recurrence, the attendees, or the attachments. When you change the title, dates, location, or description of an event, everyone invited is notified of the update.
• Delete removes the event from the calendar and notifies everyone who was invited that it has been cancelled. A deleted event can be restored by staff with the right permission.

Term markers cannot be edited or deleted. On a term marker, the Edit and Delete actions are not shown and a banner explains the entry is managed automatically. See Term markers.

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Invite attendees

Every event reaches an audience. There are two ways to set it: open the event to the whole school, or invite specific people and groups.

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Open an event to the whole school

Turn on School-wide Event on the form. The attendee selectors disappear, and every guardian and every teacher in the school becomes a recipient. Use this for anything that concerns everyone, such as a school closure or a whole-school parents’ day.

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Invite specific people and groups

Leave School-wide Event off, then choose attendees in the Attendees section of the create or edit form, or add them later from the event’s Attendees tab using Add Attendee. You can mix any of these:

• Grade Levels invites every student in the chosen grade level. This is a broadcast invite: each student’s guardians become recipients.
• Grade Streams invites every student in the chosen stream, and their guardians.
• Individual Students invites named students, and their guardians.
• Teachers invites named teachers.
• Guardians invites named guardians directly.

The same person or group cannot be added twice; the form blocks a duplicate invite. Inviting a grade level or a stream reaches the guardians of the students in it, so you do not need to add those students one by one. [Insert screenshot: Attendees tab on an event showing the attendee list with Type badges (Student, Teacher, Guardian, Grade Level, Grade Stream) and names, the Add Attendee action, and its Type and Select pickers]

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Who is notified

When an event is created, updated, or cancelled, the people invited are notified by email and in the panel. For a school-wide event, that is every guardian and teacher. For a targeted event, it is the named teachers and guardians, plus the guardians of every invited student, grade level, and stream. Guardians receive these notices whether or not they log in. Term markers are silent: they never trigger a notification.

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Reminders

Ahead of an event, the school sends reminders so nobody is caught off guard. Reminders go out automatically: each invited person is reminded three days before the event and again the day before it starts. The reminder reaches the same audience as the event itself (see Who is notified), by email and in the panel. Reminders are built in and need no setup per event. Term markers do not send reminders.

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Term markers

Some calendar entries are created for you. When the school year is set up, Academic Years & Terms writes a marker onto the calendar for each term’s opening day, each term’s closing day, and each mid-term break. These appear alongside the events staff create, colour-coded by kind, so the whole term is visible at a glance. Term markers are managed entirely by the term they belong to. They cannot be edited or deleted from the calendar, they send no invitations or reminders, and their dates change only when the underlying term dates change. Treat them as a read-only backdrop to the events you plan.

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Kinds of calendar entry

Every calendar entry carries a kind, which sets its colour. Term markers are assigned their kind automatically; staff-created events are General unless they are a school holiday.

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How records relate

A few user-visible relationships are worth keeping in mind:

• Every event belongs to one academic year and one term, set under Academic Years & Terms. The calendar shades the active term behind the dates so events sit in the context of the school year.
• An event has many attendees. A grade level or stream attendee stands in for all of its students, so inviting a stream reaches every student’s guardians without listing them individually.
• A school-wide event ignores the attendee list entirely and reaches every guardian and teacher.
• An event can link to assessments and invoices as resource attachments, so a fee deadline event can point straight at the invoice and an exam event straight at the assessment.
• Term markers are owned by their term, not by the Events module, which is why they cannot be edited on the calendar.

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Reports and analytics

The calendar has one export. On the School Calendar, the Events Calendar Report action opens a window where you pick a date range (From and To) and a Format (PDF (Landscape) or Excel), then download. The report lists every event whose start or end falls inside the window, in date order, with each event’s attendee summary. It streams straight to your device. The export is available to anyone who can open the School Calendar, so it is not available to guardians.

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What guardians see

Guardians sign in to the same tenant subdomain as staff. Their account holds the locked Guardian role, which is read-only and scoped to their own children. For events, a guardian can read the events their own children are invited to, whether the child was invited individually, through their grade level or stream, or because the event is school-wide. The Guardian role does not see:

• The School Calendar sidebar entry or the staff calendar management view. Guardians do not browse the whole-school calendar.
• The New Event, Edit, Delete, Add Attendee, Attach Resource, or Upload File actions. Guardians cannot create or change events, invitations, or attachments.
• The Events Calendar Report export.
• Other guardians’ children. A guardian only ever sees the events that concern their own children.

Even without logging in, guardians receive an email and an in-panel notification when an event their child is invited to is added, when its title, dates, location, or description change, when it is cancelled, and as a reminder three days and one day before it starts.

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FAQs and troubleshooting