📝 Overview

The calendar serves as the primary scheduling and planning tool for staff, providing a centralized view of events, availability, and timing across your organization. It allows staff to quickly understand what is scheduled, what is unpublished, and how events are configured without needing to open each event individually.

This article explains how to access and navigate the calendar, understand available calendar versions, customize personal preferences, create events, view staff assignments, interpret icons and visual indicators, and recognize how unpublished events appear. It is intended for staff who manage or review events as part of daily operations and planning.

🔑 Authorizations

Click the arrow to learn which permissions are required

Access to the calendar and event-related actions is controlled through Employee Roles and Authorizations, primarily under the Scheduling category. What staff can see or do in the calendar depends on the permissions assigned to their role.

When a staff member attempts an action they are not authorized to perform, the system displays a message indicating they do not have the appropriate authorization.

👀 Calendar View Access

Click the arrow to learn how calendar viewing permissions work

To access and interact with the calendar, staff must have the Calendar View authorization enabled.

🏢 Facility Access

User roles may have access to all facilities or only specific facilities within the software. What appears on the calendar depends on which facilities are assigned to the user’s role.

✏️ Creating or Editing Events

Click the arrow to learn how event editing permissions work

To create new events or edit existing event details, staff must have the Event Create/Edit authorization enabled.

📅 Editing Booking-Based Events

Click the arrow to learn which authorization is required

To create or edit booking-based events on the calendar, staff must have the Booking Create/Edit authorization enabled.

To delete booking-based events, including bookings and related events created by another user or staff member, staff must have the Booking Delete authorization enabled.

📣 Want to learn more about user authorizations and staff roles?

Detailed information about authorizations, including how to configure and assign them to staff roles, is available in the Employee Setup: Roles and Authorizations article.

Learn More

📍 Where

Click the arrow to learn where you access the calendar

Navigate to Calendar from the top bar navigation
The calendar opens in your most recently used view

🧭 Calendar Versions

Click the arrow to learn about available calendar versions

Currently, there are two calendar versions available to support different workflows and preferences.

Drag and Drop Calendar
This is the primary calendar experience. It supports drag-and-drop scheduling and is where ongoing updates, improvements, and fixes are focused.
Original Calendar
This version is available for users who prefer the previous calendar layout. While still accessible, future improvements are focused on the Drag and Drop Calendar.

🔄 Switching between calendar versions

Click the arrow to learn how to switch calendar views

Navigate to Calendar.
Click the expand (pop out) arrow in the top-right corner of the calendar.
Select the option shown:
- Back to Original Calendar to switch to the Original Calendar
- Try our Drag & Drop Calendar to switch to the Drag and Drop Calendar

🗂️ Calendar Views and Navigation

The calendar provides flexible navigation and display controls that help staff view schedules in the way that works best for their needs. You can switch between views, move through dates, use filters, and see events or resources clearly at a glance.

🧭 Top Navigation Controls

Click the arrow to learn what each control at the top of the calendar does

The top navigation bar provides quick access to commonly used calendar actions.

Today
Select Today to immediately return the calendar view to the current date.

Undo / Redo
Use Undo or Redo to quickly reverse or reapply recent scheduling changes made on the calendar.

Collapse / Expand
Collapse sub-resource areas to display more resources or days on the screen at once, or expand them to view additional detail.

Calendar Links
Access additional tools such as Event Search and Availability Search without leaving the calendar.

Calendar Display Settings
Open the display settings panel to control layout options, time increments, and drag-and-drop behavior. Explained further below.
Lock Calendar
Lock the calendar to prevent events from being moved accidentally. Unlock the calendar when you are ready to make scheduling changes.

Enable / Disable Detail Popups
Turn event detail popups on or off when interacting with events on the calendar.

⚙️ Calendar Display Settings

Calendar Display Settings allow you to customize how the calendar looks and behaves.

Sort Resources
Sort resources numerically, which is especially helpful when managing large or complex resource lists.

Multi-day View
Choose how multiple days are displayed:
- Horizontal to display days side by side
- Vertical to stack days

Calendar Zoom
Adjust the time increment shown on the calendar. Larger increments provide a high-level overview, while smaller increments allow for precise scheduling.

Drag & Drop Increment
Set how small of an interval events snap to when being moved on the calendar. This should align with your organization’s scheduling process.

Day Start
Define the hour at which the calendar day begins. Unlike the Original Calendar, this setting does not automatically adjust if events fall outside the selected range.

Day End
Define the hour at which the calendar day ends. Events outside this range do not automatically extend the view.

Max Resources
Control how many resources are displayed at one time. Since the calendar is rendered on the user’s device, performance may vary, and lower values may improve performance.

Column Width
Adjust the width of each resource column. Narrower options such as Micro or Slim are useful when viewing multiple days at once.

Load All Resources
Allow users with access to multiple locations to load all resources initially, supporting persistent multi-location views.

✍️ For Legacy Calendar, select the button to the right of Year, and select Settings from the drop down to update personal preferences.

🧰 Sidebar Controls

Click the arrow to learn how sidebar controls work

The sidebar works in conjunction with the top navigation controls to refine what appears on the calendar.

Date Selection
Use the calendar picker to jump to a specific date or navigate between months.
Filters and Resources Tabs
The sidebar includes two tabs:
- Filters – Narrow what appears on the calendar
- Resources – Select specific resources to display
Filters Tab Options
Under the Filters tab, you can filter by:
- Locations
- Resource Groups
- Resource Types
- Event Types
- Event States (Commented, Unpaid, Unpublished, Unstaffed)
Collapsing Filter Sections
Individual filter sections can be expanded or collapsed to reduce vertical space. Collapsed filters remain active and continue to apply to the calendar view.
Resources Tab
Allows you to select individual resources instead of filtering by group or type.
Refresh Button
When sidebar changes are made, the Refresh button becomes active. Click Refresh to apply the new settings and reload event data.

If the button is not highlighted, clicking it reloads the current view.
Collapse Sidebar
Click the three stacked lines icon next to Refresh to hide or show the sidebar and maximize calendar space.

🗓️ Multi-Day Select

Click the arrow to learn how to view multiple days at once

The Multi-Day Select option allows you to view multiple days on the calendar at the same time.

When Multi-Day Select is enabled:

You can click individual dates in the date picker to select the days you want to view
After selecting dates, the Refresh button turns blue
You must click Refresh to apply the selected dates and update the calendar view
Selected dates then appear together on the calendar
Days can be displayed side-by-side or stacked, depending on your Multi-day View display setting

This is useful when comparing schedules across non-consecutive days or reviewing patterns over time.

🧱 Resource Headers

Click the arrow to learn how resource headers work

Resource headers appear at the top of each calendar column and represent the individual resources you are scheduling, such as fields, rooms, or areas.

Collapsing and expanding resources
Each resource header includes arrows that allow you to collapse or expand that resource. This helps reduce visual clutter when viewing many resources at once.

Reordering resources
Resource headers are draggable. You can click and drag a resource header and drop it onto another resource header to reposition it. Dropping a header places it to the left of the target resource, allowing you to reorganize the calendar layout directly from the calendar view.

Accessing resource setup
You can double-click a resource name in the header to open the Resource Setup page for that resource.

🧩 Calendar Icons & Visual Indicators

Click the arrow to learn what calendar icons mean

Dollar Symbol ($)
Indicates an event has invoicing or rentable setup and is either unpaid or missing an invoice. Hovering over the symbol explains the reason.

📣 Why am I seeing a dollar symbol?

If an Event Type is set to “Has Invoicing & Is Rentable”, a $ symbol appears when:

A customer has not fully paid for the event, or
An invoice has not been attached by staff

This visual cue helps staff quickly identify events that may need payment or invoicing follow-up.

Unpublished Event Indicator
Shows events that are visible to staff but not published for customer registration. Unpublished events can be filtered and published from the event edit screen.

🧾 Events on the Calendar

Click the arrow to learn how events behave on the calendar

Events displayed on the calendar can be viewed, created, and edited directly from the calendar interface.

Creating a new event
To create a new event, click anywhere on the calendar where you want the event to take place. An event type modal appears to help you get started.

Viewing event details
Click once on an event to open a popover showing key event details, such as time, event type, and assigned staff or resources.

Editing an event
You can edit an event in either of the following ways:

Double-click the event on the calendar, or
Click the pencil icon in the event popover

This allows you to quickly access and update event details without leaving the calendar view.

🖱️ Drag and Drop

The Drag and Drop Calendar allows you to interact directly with events to make scheduling changes without opening each event.

⏱️ Moving and Resizing Events

Click the arrow to learn how event adjustments work

Drag an event to a new time or resource to reschedule it
Drag the top or bottom edge of an event to adjust only the start or end time
Changes are reflected immediately on the calendar

🔁 Editing Events That Are Part of a Series

Click the arrow to learn how series events are handled

When you drag or resize an event that belongs to a series, the calendar guides you through a two-step confirmation process to prevent unintended changes.

Step 1: Confirm editing the series
After making a change, a confirmation modal appears asking whether you want to edit the series. This confirms that the event you are modifying is part of a recurring set.

Step 2: Select which events to modify
If you choose Yes, a second modal opens allowing you to select exactly which events in the series should be updated.

You can choose:

All events in the series, or
Specific occurrences within the series

Once selected, only the chosen events are modified.

This process ensures you remain in control of how changes are applied across recurring events.

⚠️ Schedule Conflict Warnings

Click the arrow to learn how conflicts are handled

If a change creates a scheduling conflict:

A warning modal appears
The conflicting event and resource are identified
You can undo or adjust the change

🧾 Booking Manager Events

Click the arrow to learn how booking-based events behave

Some events on the calendar are created through the Booking Manager.

Clicking to view or edit these events opens the Booking Manager (with the appropriate authorization)
If you have Booking Create/Edit authorization, you can drag booking-based events to a new time or resource
Dragging a booking event updates the associated booking automatically
If the change results in a price difference, auto-added fees are adjusted and a notification appears

This ensures calendar scheduling and booking data remain in sync.

📥 Unscheduled Events Tray

Click the arrow to learn how unscheduling events works

At the bottom of the calendar, you will see the Unscheduled Events tray.

Drag an event into the tray to remove it from the calendar
Events in the tray are unscheduled but not deleted
Unscheduled events remain available for scheduling at a later time

This is useful when you need to temporarily remove events while final details are being confirmed.

🗓️ Creating Events Through the Calendar

Click the arrow to learn how event creation works from the calendar

You can create both single events and event series directly from the calendar by clicking on a date and time. This allows you to schedule events without leaving the calendar view.

This includes:

Creating one-time events
Creating recurring event series
Setting event details, timing, and resources
Managing series-level behavior

📣 Learn how to create single events or full event series through the calendar

Learn More

🧑‍🤝‍🧑 Staff Schedules on the Calendar

Click the arrow to learn how staff schedules appear on the calendar

Staff schedules can be displayed on the calendar to visually indicate who is assigned to events, such as referees, instructors, or other staff members.

This helps with:

Coverage planning
Avoiding scheduling conflicts
Reviewing assignments directly from the calendar

📣 Learn how to manage and view staff schedules on the calendar

Learn More

💡 Pro Tips

🧠 Customize your calendar view to match your workflow
Use Calendar Display Settings to control zoom level, day layout, column width, and visible resources. These are personal preferences and do not affect other staff.
📐 Collapse what you don’t need to reduce clutter
Collapse resource headers, sidebar filters, or the entire sidebar to focus on the schedule itself, especially when viewing many days or resources.
🔄 Remember to click Refresh after sidebar changes
Date selections, filters, and Multi-Day Select changes are not applied until Refresh is clicked. If nothing updates, check whether the Refresh button is active.
🗓️ Use Multi-Day Select for comparison, not just range viewing
Multi-Day Select is especially useful for comparing non-consecutive days or reviewing repeating patterns across different dates.
🧱 Reorder resources directly from the calendar
Drag resource headers to quickly reorganize columns instead of navigating to setup pages.
🖱️ Lock the calendar before reviewing schedules
Use the Lock Calendar option to prevent accidental changes when reviewing or presenting schedules.
💲 Treat the dollar symbol as a billing checkpoint
A $ icon is a visual reminder to confirm payment or invoicing, especially for rentable or invoiced event types.
🚫 Use unpublished events for internal planning
Unpublished events allow staff to plan schedules without making events visible to customers until they are ready.
📥 Use the Unscheduled Events tray as a holding area
Dragging events into the tray removes them from the calendar without deleting them, which is helpful when details are still being finalized.

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.

Click the arrow to view frequently asked questions