Schedule an event

The Events calendar shows meetings, trainings, drills and ceremonies for the whole hospital, your units and you. This page shows how to read it and how to put an event on it for the right people.

The calendar

Open Events from the Workspace group of the menu.

1. Previous / Today / Next. Move through the calendar. Select the month name to jump to any date.
2. Views. Month, Week, Day or Agenda (the next 30 days as a list; the default on a phone).
3. Search events and Filters: who it is for (Mine, My units, Everyone), tags, all-day events, or events with a link.
4. List view. All events as a table.
5. New event.
6. An event. The colour tells you who it is for: everyone, your unit, or you. Select it to open it.

Add an event

Heads of unit and department, and other staff given the permission, can add events. If you do not see New event, ask your head of unit to add it.

1. Select New event.
2. Type a Title (required) and a Description.
3. Set the Start date and time, and the End Time. An event runs within one day, up to 24 hours. For a whole day, tick All day event.
4. Add the Location (for example “Main auditorium”) and any Tags (training, meeting, conference…).
5. Choose who sees it under Visibility (see below).
6. Add a video meeting if needed. Tick Create virtual meeting to get a meeting room link automatically (this needs permission to create meetings; without it the box says Requires add_meetings permission.), or paste an existing link in Link.
7. Select Create event.

1. Title.
2. Start and End Time.
3. All day event / Global event / Create virtual meeting.
4. Location.
5. Visibility. The people and units who see it.
6. Create event.

Choosing the audience

Global event

Everyone in the hospital sees it. Use this for hospital-wide events such as a fire drill or an anniversary lecture.

User Groups

Pick one or more units; all their staff see it.

Users

Pick individual people.

Nobody chosen

Only you see it, like a private reminder.

Everyone in the audience gets a notification (New event: …). If you move the event later, they are told again; if you delete it, they are told it was cancelled.

Change or cancel an event

Open the event from the calendar. Its page has:

Edit

Change anything. Changing the date or time notifies everyone in its audience. Select Save changes.

Add to my calendar

Downloads the event for Outlook, Google Calendar or your phone.

Copy link

Copies the event’s address to send to someone.

Duplicate

Makes a copy and opens it for editing.

Delete

Asks you to confirm with Delete event. Everyone in its audience is told it was cancelled.

If you are allowed to edit events, you can also drag an event to a new time on the calendar. A bar appears with Undo if you moved it by mistake.

The list view

Select List view (or open the events list) for a table of every event you can see: Event, When, Audience, Tags and Created by. Search and filter it the same way, including by start dates. People with export access also see Export CSV. Select Calendar to go back.

Related

• Hold a video meeting
• Events & calendar reference
• Coming up on the home page