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 Timetabled 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, associated guardians and staff.
If you don't have the permission, you'll need to ask your admin team to give you permission using these instructions.
Creating an event
You can import events (such as PPA or non-teaching activities) as part of a TimeTabler import, or create them manually (shown below).
Where can I create events from?
From the Calendar
To start adding an event from a calendar:
- Go to a calendar. Ways to find a calendar include:
- Clicking on your calendar on the Homepage
- Going to My Items > My Calendar
- On the main page of a staff or student profile, clicking the Calendar on the right-hand side
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Navigating to the Calendar page on a student or staff profile through the left-hand menu
- Click a blank spot on a calendar to open the Create Chool Event slide over (more on that in the Creating the event section.
Creating the event
Once you have opened a Create Chool Event slide over, follow these steps to create your event:
- Set the Event type - e.g. PPA, Meeting, General Event etc.
- Give your Event a name
- Add a Narrative (optional)
- Add a Location (optional)
- Choose whether the event should flag as cover required when a staff member is marked absent using the tick box. You can toggle this setting later if needed - see the instructions here: Set events as cover required or not required
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Use the Participants dropdown to add Guardians, Students, Teachers or Groups to the event. Or, you can also click the green + button and select participants using the pop-up.
- If it is a Single Event (i.e. does not repeat):
- Fill in the details in the Single School Event section, where you add the Start and End dates and times for the event
- Click the green Create school event button to create the event
- If it is an event that will repeat, fill in the details in the Repeating School Event section. In this section:
- Use the Days of Week tick boxes to specify which day(s) of the week the event takes place on. If you use a Two-Week Timetable Cycle, you can see and use the Day of timetable cycle checkboxes for this too, but these allow you to specify which day within a two-week cycle to repeat the event on. For example, instead of repeating an event every Monday, you can have it repeat every Monday A only. You can mix and match these checkboxes.
- Use the Term time only checkbox to specify whether the event repeats outside of term time too
- The Start and End times of the event on each day the event repeats on
- The dates when the event Repeats from and until
- Click the green Create repeating school event button to create the repeating event
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.
In this example, I'm creating a single event, so I need to click the Create school event button.
Once added, the event will then appear in all participant's calendars on their Homepage, and on their My Calendar page.
Top Tip: To add Future Staff Members to an event, their start date must already have begun.
If not, you won't be able to select them. Ensure the staff member's assigned Arbor business role will be active when they are due to take part in the event. For details on how to view a staff member's start date, see this article here: Managing Business Roles
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.
To edit an event or see more details about an event as a participant, click the event in your calendar to access the Event Overview.
On the Event Overview, you can see event details, upload attachments and see a list of participants. You'll see different tabs along the top depending on whether the event is a single session or repeating event.
I am not a participant in the event
If you did not add yourself to the event, you can access the event overview from School > Timetable > School Event > All School Events or School > Timetable > School Event > Repeating School Events (List) pages.
On these pages, click an event in the table to access the Overview to edit the details or change the participants. You'll see different tabs along the top depending on whether the event is a single session or a repeating event.
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
For a single event
Editing the event details
On the Event Overview, you can edit any information with an arrow next to it, as well as see who created the event was created by in the School Event Details section.
To edit event details, select a field in the School Event Details section and update the information in the slide over, then press Save to confirm your changes.
Removing a participant and choosing whether they are required to attend
To remove a participant:
- Click the name of the person or group in the Event Participants section.
- On the slide over, click the red Remove participant button
- Confirm that you want to Remove them with the red button on the pop-up
Please note: It is not possible to remove groups from school events. If participants have been added as part of a group, you would need to delete and recreate the event with the remaining participants individually or as part of a custom group. Or, you would need to ensure the person is not a member of the group at the time of the event.
Adding participants
To add a new participant or group of participants, click +Add in the Event Participants section.
If you want a staff member's attendance to be required for a repeating school event, they first need to be added to the event as an Event Participant. After clicking +Add, you will a slide-over window where you can tick the Required and the add to repeating events boxes.
Top Tip: To add Future Staff Members to an event, their start date must have already begun.
If not, you won't be able to select them. Ensure the staff member's assigned Arbor business role will be active when they are due to take part in the event. For details on how to view a staff member's start date, see this article here: Managing Business Roles.
Deleting the event
To delete the school event, scroll down to the bottom of the event's Overview page and click the red Cancel School Event button.
On the slide over, click the Cancel school event button again. This will cancel the event for all participants.
For a repeating event
Editing the event
On the Event Overview, select the School Event tab to edit only this instance of the event. Then edit the event as if it were a single event.
Note: you only see this tab on the Overview if you opened the event via a Calendar or School > Timetable > School Timetable > School Events > All School Events
To edit all instances of the event in the series, select the Repeating School Event tab.
You can edit any information with an arrow next to it.
You can edit the timetable slot by clicking into this section and clicking Edit.
Removing a participant
To remove a participant or group, click their name Repeating Participants section.
In the slide over, click the Remove participant button.
If you remove the staff member from the Repeating Event Participants section, you'll also need to remove the staff member from the timetable slot.
Please note: For participants who were added to an event as part of a group, you can only remove the whole group. To remove an individual in a group but keep the rest of the group, you would need to either remove the whole group and re-add remaining participants individually or as part of a custom group. Or, you would need to ensure the person is not a member of the group at the time of the event.
Adding
To add a new participant or group of participants, click +Add in the Repeating Event Participants section.
Top Tip: To add Future Staff Members to an event, their start date must already have began. If not, you won't be able to select them. Ensure the staff member's assigned Arbor business role will be active when they are due to take part in the event. For details on how to view a staff member's start date, see this article here: Managing Business Roles
You can also add staff to specific slots, for example, all the slots on Monday but not on Wednesday. To do this, click into the timetable slot instead.
On the slide over, click +Add in the Staff section.
Select the staff and the dates they will attend, then click Add Staff. They'll be added to the timetable slot, and the list of staff in Repeating Event Participants.
Deleting the selected session
To delete the single instance of the school event selected, scroll down to the bottom of the School Event tab and click the Cancel School Event button.
In the slide over, untick the Cancel entire series? box to cancel only the current session. Click the Cancel school event button to cancel the event for all participants.
Deleting the whole event from the School Event Tab
Scroll down to the bottom of the School Event tab and click the Cancel School Event button.
In the slide over, tick the Cancel entire series? box to cancel all the sessions for all participants, then click the Cancel school event button.
Go to the Repeating School Event tab and tick the boxes next to the sessions to delete. Click the Bulk action button and select Cancel Events.
In the slide over, click Cancel school event.
Deleting the whole event from a Repeating Event
If you navigated to a repeating school event overview from the School > Timetable > School Timetable > School Events > Repeating School Events (List) page, you can only delete the whole event.
Do this by clicking the red Delete repeating event button in the top-right corner and confirming the deletion on the slide over.
Deleting all of the slots on a certain day
You can delete all timetable slots in the series from the Repeating School Event tab. This is useful if you need to delete all the slots on a Monday, but keep the ones on the Wednesday for example. To do this:
- Click on the timetable slot in the Timetable Slot section
- In the slide-over, click Edit
- Click Delete timetable slot
- Confirm the deletion
If you've deleted all the timetable slots, you can click Delete repeating event.
You can also remove events in bulk from calendars by removing the timetable slots. To do this from School > Timetable > Timetable Administration > Timetable Slots.
Tick the box next to the events to delete, then click the Bulk action button to select either:
- Bulk End Timetable Slots - delete all the scheduled events after a certain date
- Delete Timetable Slots - delete all the scheduled events
Confirm your changes in the slide over and delete the scheduled events.
Editing events in bulk
There are two pages which allow you to edit your school events in bulk.
Please note that On call rota school events for Emergency Alerts cannot be viewed or edited from here.
From the All School Events page
Go to School > Timetable > School Events > All School Events. From here, you can see any school event that is occurring in the date range.
There are two bulk actions you can do from here:
- Change staff attending the event(s)
- Change the location of the event(s)
Tick the boxes next to the event you would like to change, go to Bulk Action and click one of the two options to make the required changes.
From the Repeating School Events page
Go to School > Timetable > School Events > Repeating School Events (List). From here you can see any Repeating School Events that have an event taking place in the selected date range.
There are three bulk actions you can do from here:
- Change the Staff attending all individual events for the Repeating Event
- Change the School Event Type of the Repeating Event and all linked school events
- Change whether cover is required for the Repeating Event and all linked school events. Decide if a staff member is absent for one of the events, whether a cover requirement will be created.
Tick the boxes next to the event you would like to change, go to Bulk Action and click one of the options to make the required changes.
FAQ
Can we add more event types?
It is not possible for schools to add event types through Arbor, but you can:
- contact the Arbor Support Team if supported by Arbor and provide code 1039 or your Support Partner if not supported by Arbor
- create new event types when importing Non-teaching Activities from TimeTabler.
Can we edit or delete event types?
It is not possible for schools to edit or remove existing school event types in Arbor.
Why do the events look like they overlap in my calendar?
Please see our guidance here: Why do events look like they overlap in my calendar?
Why are provisional events showing in calendars?
Events work differently to normal timetable slots, so when you have imported events from TimeTabler they will still appear in calendars if the timetable slot for the event is still Provisional.
When the event is changed to Scheduled (by following the final step here) it will not duplicate them, the timetable slot will just change from Provisional to Scheduled.
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