Calendar

This calendar will display all of your events. This can include events from your campus, groups, and classes. It may also include your timetable, due dates for learning activities, and even personal events you have created.

2023-07-17_15-09-07

Navigating the Calendar

To move between months, click on the arrows underneath your name at the top left of the calendar.

image.php?hash=0328f3cd2c0459f62f06ce2238d6979e0536301c

To navigate back to a view that displays today's date, click the 'Today' button.

image.php?hash=ed8e4c9dabe4dddedc40d773925565457cd7c989

Selecting the calendar icon will allow you to move between months and select a specific date, without the calendar needing to load each month.

image.php?hash=92b2e1279ad540e57453e4e4d88d99d50e99d192

You can use the tabs at the top right to view your calendar as a list, month, week or day.

image.php?hash=45f3ab6c407f3053ea38f56bd930605560042fad

Using the Calendar Component

Are you sure you want to remove this component?

1. To add the component to your page, select the '+' button at the top of your page.

image.php?hash=41b93a5c13e8857ebe3a0c69f00dd7194374742f

2. Select the 'Information' tab.

image.php?hash=f845a5e756303a9588efe918ec7dba0755f9a290

3. Drag and drop the component to the desired location.

To add an individual event

1. Select 'Add an event'.

image.php?hash=e242b8564285585179688c8c40ec80005fd640bd

2. Add a 'Title' to your event.

image.php?hash=4607d6094c8f311d617ab1deff6d32120ab51635

3. Use the 'Select Date' button to add start and finish times for your event.

If you do not select a start and finish time, the event will default to 'All Day'.

image.php?hash=7e563fa5f62e03c9ea360a5a0f718932bd35f63b

You can 'Select by Date' or 'Select by Timetable'.

image.php?hash=0d9dab7d92d1b68c94d213da5b7f11393fe34e38

image.php?hash=50f4b809ace943d822fc68bad536d3ac271ec680

4. If you wish for this event to repeat, use the drop-down arrow next to 'Recurrence'.

You can select 'Daily', 'Weekly', 'Fortnightly' or 'Monthly'.

image.php?hash=0d0f7fb6ab57f3008e3be6a18860e03135edd53b

5. Set the 'Location' and 'Details' of your event if required.

6. Select the publish date, using 'Select Date'.

This will allow you to use the date picker to 'Select by Date' or 'Select by Timetable'. The event will not show on the calendar until the publish date is reached.

image.php?hash=b3082038dd49db679d714a61818a9af0b4e224c7

The calendar will default to 'Group Level' and automatically select the Class or Group page that you are creating the event on.

image.php?hash=6c065584a44d744a148a4fd26409d38f64f14126

If you need to edit this, use the drop-down arrow to select another option.

image.php?hash=da2f05d8dad724bb97e885582852f72da7ad4723

7. Use the drop-down arrow to select if attendance will be enabled.

None: This event will not have attendance enabled.
Invite Only - Only individual users or groups you have invited can choose to attend.
Open - Any user can search for and RSVP to the event.

image.php?hash=0614ecd08d1061b5f2ac5f37a7420784776b5205

8. Select 'Add Event'.

Once events are in your calendar, you can add more events by selecting 'Add Event' at the bottom of the component. This will take you to the 'Edit Event' screen to create your event.

image.php?hash=15616e8506cacfff727f11be3c1b54a8c3bcf376

NOTE: If you select a date range to a future date and year, your calendar will show events up to the end of the following school year.

To import events in bulk

1. Select 'import events in bulk'.

image.php?hash=a2da1796c761151e0e74572a4412a0dab06c867c

2. Use the 3-dot menu to download the template of the CSV.

3. Populate the CSV.

4. Drag and drop the CSV into the drop zone.

2023-07-17_14-58-40

5. Select 'Submit'.

To add additional events in bulk, select the 'Import Events' button at the bottom of the component. This will allow you to download a template, populate the template, and drag it to the drop zone.

To export events from your calendar

1. Select 'Export Events'.

You will be provided with a link which will allow you to subscribe your calendar application to a live feed.

image.php?hash=44bc2084a8b2e06ddfcb4f1f22a442e1f0a01735

Filtering your Calendar

Are you sure you want to remove this component?

Filtering your calendar

When you first view your calendar, you may notice a lot of information. You can filter this information by selecting the 'Filters' tab at the top right of your calendar.

image.php?hash=75b4a01b0200ac6f0c8b7c57adaff7035b583837

You can filter your calendar by:

Sources - This includes your Timetable, Resource Booking and Events. Other sources that your school subscribes to may also appear here.
Groups - This includes your classes and any groups of which you are a member.
Campus - This list will display the campuses that you are involved in.
Event type - Event types are set by your school and are selected when a calendar event is created.

To only display information from certain filters, select the options that you would like to view, and then click 'Apply Filters'.

image.php?hash=060d7eff23a4af02abd52918d4d7ba50f9a411e3

Creating Calendar Events and Tasks

Are you sure you want to remove this component?

Create an Event

1. Navigate to your calendar by selecting the Calendar tab from the top menu or adding /calendar to the end of your URL.

image.php?hash=c57c9faa1ec240f89f0d16c2cafa62287e189acf

2. Select the day that you would like to add the event to.

3. Select 'Create Event'.

image.php?hash=a674d5c6e9a6010d971bebbaf9f8d7479e56b286

4. Add a 'Title' to your event.

image.php?hash=7aca16e13e45443dd58b62647aca6a16a91fdec9

5. Use the drop-down arrow to select an 'Event Type'.

2023-07-17_15-02-05

6. If there are no further details required, select 'Create Event'.

image.php?hash=9d59fbdc17c195bed74b4ba12f861eaf1da5ebb0

If there are further details to add, select 'Edit Event'.

image.php?hash=0ffc86661e34cbfe5696abc41e29cb2a9a48fcb2

7. Use the 'Select Date' button to add start and finish times for your event.

If you do not select a start and finish time, the event will default to 'All Day'.

image.php?hash=047f807844354556325f9dabc98acc7b2f45a007

You can 'Select by Date' or 'Select by Timetable'.

8. If you wish for this event to repeat, use the drop-down arrow next to 'Recurrence'.

You can select 'Daily', 'Weekly', 'Fortnightly' or 'Monthly'.

image.php?hash=0d0f7fb6ab57f3008e3be6a18860e03135edd53b

9. Set the 'Location' and 'Details' of your event if required.

10. Select the publish date, using 'Select Date'.

This will allow you to use the date picker to 'Select by Date' or 'Select by Timetable'. The event will not show on the calendar until the publish date is reached.

11. Use the drop-down arrow under 'Level' to select who the calendar event will be visible to.

The options available will vary depending on the permissions of individual users.

image.php?hash=da2f05d8dad724bb97e885582852f72da7ad4723

Personal - all users will have visibility of the personal level. Adding an event to the personal level will only add it to your calendar.
Group - users will have group level visibility if they are the teacher of a class or if they have write access or are Group Admin of a group. Selecting 'group' will prompt you to choose which group or class you'd like to add this event to. All users in the group will have this event added to their calendar.

NOTE: Only users that have the 'Calendar Service Permission' will have visibility of the 'School' level in this list. If you are adding an event at this level, you will be prompted to choose the roles and campus of the users who need to see this event.

13. Use the drop-down arrow to select if attendance will be enabled.

None - This event will not have attendance enabled.
Invite Only - Only individual users or groups you have invited can choose to attend.
Open - Any user can search for and RSVP to the event.

image.php?hash=0614ecd08d1061b5f2ac5f37a7420784776b5205

14. Select 'Add Event'.

2023-07-17_15-04-09

Create a Task

1. Navigate to your calendar by selecting the Calendar tab from the top menu or adding /calendar to the end of your URL.

image.php?hash=c57c9faa1ec240f89f0d16c2cafa62287e189acf

2. Select the day that you would like to add the personal task to.

3. Select 'Create Task'.

2023-07-21_12-43-51

4. Add a 'Title' to your task.

2023-07-21_12-44-35

5. Use the drop-down arrow to select an 'Type'.

2023-07-21_12-44-351

6. Add any details required.

2023-07-21_12-44-352

7. Select 'Create Task'.

2023-07-21_12-44-353

Enabling Attendance on a Calendar Event

Are you sure you want to remove this component?

It is possible to apply attendance to a Calendar Event. This enables you to directly invite people to the event, add a number of participants and view a Guest List.

1. Inside the event you are creating, select either 'Invite Only' or 'Open'.

2023-07-17_15-11-19

2. Invite Only will require you to add the names of your chosen attendees:

image.php?hash=7e2fe3175f999f58f05f134f94cb9eed09edba39

NOTE: Open is the opposite to Invite Only, anyone can submit an RSVP to the event and state they are coming.

3. Define a 'Maximum Attendees' number should you wish to have an upper limit to the number of people who can attend.

image.php?hash=9efad0e72e46adbaaf19d9911d1aad358cd47f99

4. Toggle 'Show Guest List' to ON in order to display who is attending an event.

image.php?hash=9e8cd275735b1b000c08c4bd08adb44fb97002c7

NOTE: The image below showcases the format of an event with a guest list applied.

image.php?hash=8115e5946446fe93ed44d64a0bb919cce1165c17

Review the Attendees of a Calendar Event

Are you sure you want to remove this component?

1. Navigate to your Calendar.

2. Select the Calendar Event for which you wish to view the attendance.

2023-07-17_15-15-52

2. Select the heading on the event or select 'View Details'.

image.php?hash=17fcac13871f803bef828e978b987492bd9ee6c8

The Event will now be expanded into the Event Page and the attendees will be visible.

image.php?hash=7a8959fa17d7638e6aa86a5bd64a374aa523024d

Accessing Another User's Calendar

Are you sure you want to remove this component?

1. Select the Search tab in the Top Menu.

2. Type the person whose timetable you wish to view.

3. Navigate to the user's profile page.

4. Select the 'Calendar' tab.

image.php?hash=d0dc56066533f03591b280db47dc270b22687041

Exporting the Calendar

Are you sure you want to remove this component?

1. Navigate to your Calendar and select 'Export'.

image.php?hash=7f4b99cc37c46009971ec2bb26d7980a6124baa0

2. Select the Events you would like to export.

image.php?hash=708f5f63bcbaa7687a94c34ee7312b1fb87100e9

3. Select 'Generate URL' or 'Download CSV'.

image.php?hash=024db83f8e2aab7f2bedf12e658fa0db840ed920

NOTE: You will now be able to add your URL or upload your CSV into your external calendar. Some modifications to formatting may be required if using the CSV option.
The generated URL will produce a live sync URL, which syncs data from Schoolbox to your external calendar. If using Outlook, this URL will need to be added to the web version of Outlook.

Modify or Delete an Event

Are you sure you want to remove this component?

1. Navigate to your calendar and select the event you wish to modify or delete.

2. To modify your event, select 'Modify'.

You will be taken to the 'Edit Event' screen.

image.php?hash=989d954fec3aa6e7c211c5595aa2a9a2c1fd5684

To delete your event, select 'Delete' and select 'Yes' to confirm.

Managing the School Calendar

Are you sure you want to remove this component?

Event Types

When users create a new event, they can select from the available event types. Superusers can configure the Event Types that are used by your school to fit your context.

You can configure the available event types for your school’s system from Administration > Lists > Event Types.

Importing External Calendars

Superusers can import external calendars into the Schoolbox calendar by creating either a CSV or Microsoft Outlook ICS report.

Instructions

1. Navigate to the Administration > Calendar, then select 'Import'.

2023-07-17_15-45-03

2. To import a calendar from CSV, download our template using the ‘Download Template’ link under the CSV section.

2023-07-17_15-49-11

You can export your external calendar source events as a CSV and manipulate the fields to match our template, or you can fill in the appropriate details in the template instead.

3. To import a calendar from Microsoft Outlook ICS, follow the steps outlined in the ICS section.

2023-07-17_15-49-36

4. Once your .csv or .ics file is ready, you will need to upload it by selecting ‘Choose file’ and locating the file.

2023-07-17_15-49-57

5. You can then select the campus/es, role/s that you want to be able to view the imported calendar events. There is also an optional field where you can choose a calendar owner - if this field is left empty, the default calendar owner will be the current user.

Subscribing to External Calendars

Are you sure you want to remove this component?

As a Superuser, you can subscribe to external calendars so they display in the Schoolbox calendar. This could include either publicly-accessible URLs in either vCAL or ICS format or calendars that include user tokens in the URL.

Calendars with Publicly-Accessible URLS

You will need an accessible calendar URL in either vCAL or ICS format so that the live subscription of your calendar continues to update automatically.

These links explain how to obtain the vCAL or ICS URL for the following popular calendars:

Google Calendar

Outlook

Apple iCalendar

An external calendar will be managed from the external site. Schoolbox displays a live copy of that calendar, which will automatically update when changes are made on the original source, depending on the refresh time provided by the source.

Calendars With Custom User Tokens

If your calendar source includes an identifier for users in the provided URL, then you can replace the identifier with one of the following tokens:

[id]
[externalId]
[username]
[email]

For example:

This is an example of a URL provided for a user’s external calendar. The highlighted identifier is the user’s externalId.

https://api.clipboard.app/sessions?sisId=JSMIT19&format=ics

This is how you would modify the URL before adding it to a calendar subscription.

https://api.clipboard.app/sessions?sisId=[externalId]&format=ics

NOTE: When entering the calendar subscription, you must select the role and campus of all users who are included in the subscription. These rules also apply to Superusers.

You may also provide an authorisation token to be sent with the request in the Authorisation field. Entering a token into the Authorisation field will mean an "Authorisation: token" header is sent along with the request to ensure that the request is authorised. This token should be provided by the 3rd party.

1. Navigate to Administration> Calendar, then select 'Subscribe'.

2. Toggle VCal Events to 'ON'.

3. Select 'Save Changes'.

4. Navigate to the VCal area.

5. Add a Label, URL and Authorisation.

6. Select the Event type.

7. Select the audience for the subscribed calendar.

8. Scroll to the bottom of the page and select 'Save Changes'.

Cleaning up the Calendar

Are you sure you want to remove this component?

As a Superuser it is possible to Cleanup the Calendar and remove Events. Thus enabling the removal of incorrect or cancelled events to maintain the currency of the Calendar inside the instance.

1. Navigate to Admin > Calendar > Cleanup.

2023-07-17_15-45-033

2. Select a date range to perform the Cleanup.

2023-07-17_16-03-44

3. Filter by Personal or Group Events.

2023-07-17_16-04-31

4. Once the filters have been applied the a list of events will be returned. Select the box next to the event/s you would like to remove and then click 'Remove Selected Events'.

2023-07-17_16-05-13