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Event authoring on the calendar is a staff task. Administrators and supervisors create and edit events from the Calendar page, and administrators alone manage bulk actions, print and CSV export, and public holidays. Parents and students only read the calendar; see Calendar overview for how visibility and centre scoping work from their side.

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Who can create an event

The New Event button appears for administrators and supervisors. Supervisors also need the calendar:create_centre_event permission; a monitor can get the same button if that permission is granted to them.
  • Administrators can target the event org-wide or to any specific centre, and can set any visibility level.
  • Supervisors (and permitted monitors) can only target their own assigned centre or centres. Org-wide is not offered to them, and Save stays disabled until at least one centre is selected.
  • The server re-checks centre authorization for every targeted centre when the event is saved, so a request cannot bypass the picker by editing the form directly.

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Creating and editing an event

1

Open the form

Go to Calendar and click New Event, or open an existing event and choose to edit it.
2

Fill in the details

Set the title, description, all-day toggle, and start and end date and time.
3

Choose an event type

Pick academic, holiday, school_wide, centre, extracurricular, or meeting. The type also drives the event’s chip color on the calendar grid.
4

Target centres

Leave the event org-wide, or select one or more specific centres. Supervisors only see their assigned centres in this picker.
5

Set visibility

Choose who can read the event: admin, staff, parents, students, or public. The default for a new event is staff. Only administrators can choose a visibility other than the default.
6

Set recurrence (optional)

Pick a recurrence preset if the event repeats, and an end condition: never, on a date, or after a number of occurrences.
7

Save

The event appears on the calendar immediately. Family-visible events (parents, students, or public) trigger a notification.

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Visibility levels

VisibilityWho can read it
adminAdministrator only
staffAdministrator, supervisor, monitor
parentsStaff roles plus parent
studentsStaff roles plus parent and student
publicAll authenticated org roles

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Recurrence presets

Four presets are available. No other repeat pattern is offered in the form.
PresetRepeats
DailyEvery day
Weekly on weekdaysMonday through Friday
Weekly on selected daysThe days you pick
MonthlySame date each month
Each preset can end never, on a chosen date, or after a set number of occurrences.

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Editing or deleting a recurring event

Opening a recurring event to edit or delete it shows a scope chooser:
Changes only the single date you opened. This creates an override for that one occurrence, and the rest of the series is untouched. An overridden occurrence can be reverted back into the series later if you change your mind.
Bulk manage does not accept recurring series rows for deletion. To delete a whole series, open the event and use the scope chooser instead.

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Soft-cancel versus hard delete

What happens when you delete an event depends on who can see it:
  • Family-visible events (visibility set to parents, students, or public) are soft-cancelled by default: the event’s status is set to cancelled rather than removed. Anyone subscribed to the calendar feed still receives a STATUS:CANCELLED update for it. Choosing hard delete removes the event permanently instead.
  • Staff/admin-only events (visibility admin or staff) are always hard-deleted.
  • Seed holidays are never deleted. Removing one from the holiday list marks it not observed, which is reversible; see below.

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Centre-scoped visibility

Supervisors and monitors only see events that are either org-wide or targeted at one of their assigned learning centres, both on the calendar grid and in their ICS feed. Administrators are not scoped and see everything. An event with no centre targeting and no legacy centre reference is treated as org-wide; targeting one or more centres scopes it to just those centres.

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Bulk manage

Administrators can switch the calendar into a multi-select agenda view with the Bulk manage toggle.
1

Turn on Bulk manage

The grid switches to a list you can multi-select from.
2

Select events

Check the events you want to act on, up to 500 per action.
3

Choose an action

Delete, change visibility, or retarget centres for the selected events.
4

Confirm

A dialog shows the count of events affected.
5

Review the result

Each row is re-authorized individually on the server (creator or administrator, plus centre authorization). Recurring series rows and unauthorized rows are skipped rather than mutated, and the response reports how many succeeded versus were skipped.
Administrators get a Print / Export control for the current month or the current academic term.
  • Print opens a grayscale agenda view built from the same event list and filters shown on screen, then hands off to the browser’s print dialog.
  • CSV export downloads the same filtered event list as a CSV file.
Both respect whatever event-type, centre, and visibility filters are active on screen at the time.

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Managing public holidays

Administrators manage public holidays from Settings > Holidays. This screen is administrator-only; any other role attempting to reach it is redirected to Settings > School.
1

Seed Uganda holidays

Click Seed Uganda holidays. This is idempotent, so it is safe to run again later without creating duplicates. Fixed-date holidays are generated per year, Good Friday and Easter Monday are computed from the date of Easter, and Eid al-Fitr and Eid al-Adha are read from a maintained table of gazetted dates.
2

Review observed holidays

Click Mark not observed on any holiday your school does not follow. This hides it from the calendar but does not delete it.
3

Review hidden holidays

Click Reinstate to bring a hidden holiday back.
4

Add a custom holiday

Use Add custom holiday to open the same event form used elsewhere, defaulted to the holiday event type.
The gazetted Eid table currently covers dates at least through 2026. Once the seedable year moves past what the table covers, a staleness banner appears on this page as a reminder that Eid dates need updating for the following year.

Calendar overview

Event types, visibility, and centre scoping explained

iCal subscription

Generate a link to sync the calendar into an external app

Meetings

How booked meetings appear as calendar events automatically

Roles and permissions

How centre assignment and permissions are set for staff