Creating and managing events

Please note: This article covers events such as sports days, bake sales etc. You won't be able to use events for standard school timetabled sessions such as classes, interventions etc.

Permissions

  • Academic structure: Administer - View and click into all school events from the All Events (List)
  • School: Action: Calendar: Administer - Create, edit or delete any events for staff, students and guardians.
  • Staff profile: Action: Calendar: Administer - Create, edit or delete any events for staff.
  • Student profile: Action: Calendar: Administer All/My Students - Create, edit or delete any events for students and associated guardians.

To find out how to give a staff member permission to action events, take a look at our section on Roles and Permissions.

 
 

Creating an event

You can import PPA as part of a TimeTabler import, or create it manually (shown below).

From the Calendar

Click on your calendar on the Homepage, or go to My Items > My Calendar.

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On your calendar, click the time slot where you would like to add the event.

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From the Arbor Dashboard

From your Homepage, select Create Event from your Quick Actions menu.

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Fill in the slide over with the event details. Choose whether the event should flag as cover required when a staff member is marked absent. You can toggle this setting later if needed - see the instructions here: Set events as cover required or not required

  • If it is a single event, fill in the details in the Single School Event section.
  • If it is an event that will repeat, fill in the details in the Recurring School Event section.

Please note: You can only add one location for an event, so if the time will be split between rooms you may wish to set up multiple events.

When you are happy with the event, click the right button. In this example, I'm creating a single event, so I need to click the Create school event button.

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To add participants, you can also click the green + button and select participants using the pop-up.

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The event will then appear in all participant's calendars on their Homepage, and on their My Calendar page. 

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Navigating to the Event Overview

I am a participant in the event

Please note, to be able to edit, delete or remove the event straight from your calendar, you must have added yourself as a participant.

Just click the event in your calendar to access the Event Overview.

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On the Event Overview, you can see event details, upload attachments and see a list of participants.

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I am not a participant in the event

If you did not add yourself to the event, you can access the event from School > Timetable > All Events (List). You can filter for event types and dates using the filters at the top of the page.

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Click into the event to access the overview to edit the details or change the participants.

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Editing or Deleting an event

For details on how to toggle if cover is required, see this article: Set events as cover required or not required

Editing the event

On the Event Overview, you can edit any information with an arrow next to it. To edit event details, select a field in the School Event Details section and update the information in the slide over.

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Removing a participant

To remove a participant, click their name.

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In the slide over, click the Remove participant button.

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Please note, you can only remove participants if they were added individually. If they were added as part of a group, they cannot be deleted. To remove these users you would have to delete the event and create a new one.

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Adding new participants

To add a new participant or group of participants, click +Add

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Deleting a single event

To delete the school event, scroll down to the bottom of the page and click the Cancel School Event button.

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In the slide over, click the Cancel school event button again. This will cancel it for all participants.

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Deleting repeating events in bulk

You can remove events in bulk from calendars by removing the timetable slots. To do this, go to School > Timetable > Timetable Administration > Timetable Slots

Tick the box next to the events to delete, then click the blue pencil icon to select either:

  • Bulk End Timetable Slots - delete all the scheduled events after a certain date
  • Delete Timetable Slots - delete all the scheduled events

Please note: you will only be able to select events to delete if they have been set up as recurring events.

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Confirm your changes in the slide over and delete the scheduled events.

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Can we add more event types?

To add a new event type please contact support at myteam@arbor-education.com

It is not possible for schools to edit or remove existing school event types in Arbor, but you can create new event types when importing Non-teaching Activities from TimeTabler.

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