Schedule Calendar Events

Schedule Calendar Events

Create and manage academic events, meetings, and activities in the OpenEduCat calendar. Schedule classes, exams, holidays, and institutional events.

Time required: 3-5 minutes per event

Prerequisites

• Calendar access permissions
• Appropriate user role (Faculty, Admin)
• Calendar module installed

Overview

The calendar system supports:

• Academic event scheduling
• Meeting coordination
• Holiday management
• Recurring events
• Resource booking
• Notification automation

Steps

Step 1: Access Calendar

1. Click Calendar in main menu
2. Choose view:
   • Day view
   • Week view
   • Month view
   • Year view

Step 2: Create Event

Option A - Click on time slot:

1. Click on desired date/time
2. Event popup appears
3. Enter basic details

Option B - Create button:

1. Click Create button
2. Full event form opens
3. Enter complete details

Step 3: Enter Event Information

Field	Required	Description	Example
Subject	Yes	Event title	”Faculty Meeting”
Start	Yes	Start date/time	2024-10-20 09:00
End	Yes	End date/time	2024-10-20 10:00
All Day	No	Full day event	Yes/No
Location	No	Event venue	”Conference Room A”

Step 4: Add Description

In the Description field:

• Meeting agenda
• Required materials
• Preparation notes
• Related links

Step 5: Add Attendees

1. Click Attendees field
2. Search and add participants
3. Set attendee options:

Option	Description
Required	Must attend
Optional	May attend
Resource	Room/equipment

Step 6: Set Reminders

Configure notifications:

Reminder	Time Before
Email	1 day before
Notification	1 hour before
SMS	30 minutes before

Step 7: Save Event

Click Save to create the event.

Event Types

Academic Events

Type	Description	Example
Class	Regular instruction	”Physics Lecture”
Exam	Assessment	”Midterm Exam”
Workshop	Hands-on session	”Lab Workshop”
Seminar	Guest lecture	”Industry Talk”

Administrative Events

Type	Description	Example
Meeting	Team/department	”Staff Meeting”
Holiday	Institutional closure	”Winter Break”
Event	Institutional	”Annual Day”
Deadline	Submission date	”Fee Due Date”

Recurring Events

Set Up Recurrence

1. Create initial event
2. Click Recurrence section
3. Configure pattern:

Field	Options	Example
Repeat	Daily/Weekly/Monthly/Yearly	Weekly
Every	Interval number	1
On	Days of week	Mon, Wed, Fri
Until	End date	2024-12-31
Occurrences	Count	15 times

Modify Recurring Events

When editing recurring event:

Option	Effect
This Event	Change only this occurrence
This and Following	Change from this point
All Events	Change entire series

Calendar Sharing

Share with Users

1. Click Share icon
2. Select users/groups
3. Set permission:

Permission	Access
View	See events
Edit	Modify events
Admin	Full control

Public Calendar

For institutional calendar:

1. Go to calendar settings
2. Enable Public Access
3. Configure visible event types

Resource Booking

Book a Room

1. Create event
2. In Attendees, add room resource
3. System checks availability
4. Confirms or shows conflict

Equipment Reservation

1. Add equipment as resource
2. Specify quantity if needed
3. Automatic availability check

Notifications

Email Notifications

Sent to attendees:

• Event invitation
• Event updates
• Reminders
• Cancellations

In-App Notifications

• Desktop alerts
• Mobile push notifications
• Dashboard reminders

Event Categories

Create Categories

1. Go to Calendar > Configuration > Categories
2. Click Create
3. Add:
   • Category name
   • Color code
   • Description

Default Categories

Category	Color	Use For
Meeting	Blue	Team meetings
Exam	Red	Assessments
Holiday	Green	Days off
Class	Purple	Regular classes
Event	Orange	Special events

Field Reference

Calendar Event

Technical Field	UI Label	Type	Notes
name	Subject	Char	Event title
start	Start	Datetime	Start time
stop	End	Datetime	End time
allday	All Day	Boolean	Full day
location	Location	Char	Venue
description	Description	Html	Details
partner_ids	Attendees	Many2many	Participants
categ_ids	Categories	Many2many	Event types
recurrency	Recurrent	Boolean	Recurring
alarm_ids	Reminders	Many2many	Notifications

Recurrence

Technical Field	UI Label	Type	Notes
rrule_type	Repeat	Selection	Frequency
interval	Every	Integer	Interval
end_type	End Type	Selection	count/date
count	Occurrences	Integer	Number
until	Until	Date	End date

Troubleshooting

Event not appearing

Check:

1. Correct calendar selected
2. Date range includes event
3. Event not filtered out
4. User has view permission

Attendees not receiving invites

Verify:

1. Email addresses configured
2. Email server working
3. User notification preferences
4. Event saved properly

Recurrence not working

Ensure:

1. Pattern configured correctly
2. End date/count specified
3. No conflicts on dates
4. Save after recurrence setup

Calendar sync issues

Check:

1. Sync enabled
2. External calendar connected
3. Network connectivity
4. Calendar permissions

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Related: Manage Live Classes | Create Timetable | Manage Events