Calendar

Manage events, schedules, and activities for your organization

Calendar

The Calendar module helps you coordinate events, flights, training sessions, meetings, and maintenance activities across your organization. Keep everyone informed and avoid scheduling conflicts.

Overview

The organization calendar is a central scheduling tool that supports multiple event types, recurring events, and integration with other modules like aircraft booking and training.

Key Features

Multiple Event Types

Create different types of events: flights, training, meetings, maintenance, social events, and more. Each type has its own color and icon.

Recurring Events

Set up recurring events like weekly meetings, monthly maintenance checks, or regular training sessions. Customize recurrence patterns.

Multiple Views

View your calendar in day, week, month, or agenda format. Switch views to see different time perspectives.

Event Filtering

Filter events by type, participant, aircraft, or date range. Show only what’s relevant to you.

Participant Management

Invite members to events, see who’s attending, and manage RSVPs. Send notifications to participants.

Aircraft Integration

Link events to specific aircraft for booking and availability tracking. See aircraft schedules alongside events.

Event Types

Your organization calendar supports various event types, each with distinct styling:

• Flight - Scheduled flights, training flights, check rides
• Training - Lessons, ground school, simulator sessions
• Meeting - Staff meetings, board meetings, planning sessions
• Maintenance - Aircraft maintenance, inspections, repairs
• Social - Social events, fundraisers, gatherings
• Information - Announcements, notices, general information
• Fundraiser - Fundraising events and activities

Event type selection

Creating Events

1. Open Calendar

   Navigate to Organization → Calendar from your dashboard sidebar.

2. Create New Event

   Click the + New Event button or click on a time slot in the calendar view.

   You can also drag on the calendar to select a time range, which will pre-fill the start and end times.

3. Fill Event Details

   In the event creation dialog, provide:

   • Title - Name of the event
   • Type - Select from available event types
   • Date & Time - Start and end times
   • Description - Additional details about the event
   • Location - Where the event takes place (optional)
   • Participants - Invite members to the event
   • Aircraft - Link to specific aircraft (if applicable)

   

   Event creation form
4. Set Recurrence (Optional)

   If this is a recurring event:

   1. Enable Recurring Event
   2. Choose recurrence pattern:
      • Daily
      • Weekly (select days)
      • Monthly (specific date or day of week)
      • Yearly
   3. Set end date or number of occurrences

   Recurring events can be edited individually or as a series. Changes to one occurrence don’t affect others unless you choose to update the series.

5. Save Event

   Click Create Event to save. Participants will receive notifications if enabled.

   Events appear immediately on the calendar and are visible to all members with calendar access.

Calendar Views

Switch between different calendar views to see your schedule from various perspectives:

Month View

See the entire month at a glance. Perfect for:

• Long-term planning
• Identifying busy periods
• Overview of all activities

Managing Events

Editing Events

1. Open Event

   Click on any event in the calendar to view its details.

2. Edit Event

   Click Edit to modify:

   • Event details (title, description, time)
   • Participants (add or remove)
   • Recurrence pattern
   • Linked aircraft or resources
3. Update Series

   For recurring events, choose:

   • This Event Only - Changes affect only the selected occurrence
   • All Future Events - Changes apply to this and all following events
   • All Events - Changes apply to the entire series

Deleting Events

• Click on an event and select Delete
• For recurring events, choose to delete one occurrence or the entire series
• Confirm the deletion

Deleted events cannot be recovered. Consider archiving important events instead of deleting them.

Filtering and Searching

Use filters to focus on specific events:

Filter Options

• Event Type - Show only specific types (e.g., only flights)
• Participant - Events involving specific members
• Aircraft - Events linked to specific aircraft
• Date Range - Show events within a time period
• Status - Upcoming, past, or all events

Calendar filters

Search

Use the search bar to find events by:

• Title
• Description
• Participant name
• Location

Event Notifications

Configure how members receive event notifications:

Email Notifications

Members can receive email notifications for:

• New event invitations
• Event updates or changes
• Reminders before events
• Cancellations

Configure email preferences in personal settings.

In-App Notifications

Dashboard notifications appear for:

• Upcoming events
• Event changes
• New invitations
• Reminders

Calendar Subscriptions

Subscribe to calendar feeds (iCal format) to view organization events in external calendar applications like Google Calendar, Outlook, or Apple Calendar.

Integration with Other Modules

The calendar integrates with other organization features:

Aircraft Booking

• Link events to specific aircraft
• See aircraft availability when scheduling
• Automatic conflict detection
• Maintenance events block aircraft availability

Training Module

• Training sessions appear on calendar
• Link to student records
• Track lesson progress
• Instructor scheduling

Member Management

• See member availability
• Invite participants to events
• Track member participation
• RSVP management

Best Practices

1. Use Consistent Naming

   Establish naming conventions for events (e.g., “Flight - [Aircraft] - [Pilot]”) to make them easy to identify and search.

2. Set Appropriate Event Types

   Use the correct event type for each activity. This helps with filtering and provides visual organization.

3. Add Detailed Descriptions

   Include relevant information in event descriptions:

   • Purpose or agenda
   • Required materials or preparation
   • Special instructions
   • Contact information
4. Invite Relevant Participants

   Only invite members who need to attend. Too many invitations can lead to notification fatigue.

5. Use Recurring Events Wisely

   Set up recurring events for regular activities, but review them periodically to ensure they’re still accurate.

Calendar Settings

Configure calendar behavior in Settings → Calendar:

• Default View - Set your preferred default view
• Week Start Day - Choose Monday or Sunday
• Time Zone - Set organization time zone
• Working Hours - Define business hours for better scheduling
• Event Types - Customize available event types and colors

Calendar settings affect all members. Only admins can modify these settings.

Troubleshooting

Events not appearing

• Check date range and filters
• Verify you have calendar access permissions
• Refresh the page
• Check if events are in the correct organization

Can't create events

• Verify you have “create events” permission
• Check if calendar module is enabled
• Ensure you’re in the correct organization
• Contact admin if permissions seem incorrect

Notifications not received

• Check email notification settings
• Verify email address is correct
• Check spam/junk folder
• Review notification preferences in account settings

Related Documentation

• Organization Overview - Learn about organization features
• Aircrafts - Link events to aircraft
• Members - Invite members to events
• Flight Add-on Calendar - Training-specific calendar features