This article explains how to create and manage an event in the calendar after the Events Calendar page has already been set up in the portal.
You can use the event editor to define dates, permissions, content, tickets, linked trips, linked students and staff, and more.
Create a New Event
Log in as an Admin user.
Click Admin Control Panel.
Click Events, then click Events Manager.
Click Add new event.
Complete the main event fields:
Event Name – Enter the name of the event.
Publication Status – Select the required status:
Draft – Only admins can see the event.
Awaiting Approval – Only admins can see the event.
Approved – Only admins can see the event.
Published – All user types can see the event.
Cancelled – All user types can see the event.
Not Approved – Only admins can see the event.
Date Type – Select one of:
Date And Time.
Date Only (Time TBC).
All Day Event.
Start Date – Select the event start date.
End Date – Select the event end date.
Venue – Select a venue from the pre-filled drop-down list.
Venue Contact – Enter the venue contact details if required.
Event Location – Enter the location in the free text field.
Click Save Changes.
Set Event Permissions
In the Event Editor, expand the Permissions section.
Select the User Types that should be able to view the event.
Click Save Changes.
📌 Note: If you do not select any User Types, the event is visible to all user types and on the public calendar.
Add Filter Categories
Use filter categories to make the event easier to find in the calendar.
In the Event Editor, expand the Filter Categories section.
Select the required filter categories.
Use categories such as school, year group, or event category as needed.
Click Save Changes.
These categories help users find the event more easily when filtering the calendar.
Add Event Content and Link Documents
Add event content
In the Event Editor, expand the Content section.
Complete:
Event Page Summary.
Event Page Content.
Add the information you want users to see.
Click Save Changes.
Link documents to the event
In the Content section, search for the name of the document you want to link.
Click Filter.
Find the correct document in the results.
Click the green link icon to link it to the event.
To remove a linked document:
Find the linked document.
Click the red unlink icon.
Link a Trip to the Event
In the Event Editor, search for the name of the trip.
Click Filter.
Find the correct trip in the results.
Click the green link icon to link the trip to the event.
To remove a linked trip:
Find the linked trip.
Click the red unlink icon.
Add Event Notes
In the Event Editor, expand the Notes section.
Click Add.
In the pop-up window:
Use the Category drop-down to select the required category.
In Content, enter the note text.
In User Types, select the user types who should see the note.
Save the note.
📌 Note: When you select a Category, an email is sent to the email address attached to that category. To review these categories, go to Events, then Event Note Categories.
Make the Event Bookable
In the Event Editor, expand the Booking section.
Select Event bookable Online.
In Total Number Of Tickets, enter the number of tickets available.
If required, select Set Maximum Tickets Per User and enter the maximum number each user can book.
For each payment method you want to allow, click the relevant checkbox.
Add tickets
Click Add Tickets.
In the Event Tickets pop-up, click Add Ticket.
Complete the ticket fields:
Title.
Price.
Ticket Type Enabled.
Click Save Changes.
Edit tickets
Click Edit Tickets.
In the Event Tickets pop-up, amend the ticket name or price as required.
Save the changes.
Export bookings
To download bookings for the event:
In the Booking section, click Export Bookings.
The system downloads a CSV file containing booking data for that event.
Link Staff or Students
Link students
In the Event Editor, expand Link Staff Or Students.
Click Add/Edit Students.
Select students using one or more of the following:
Schools, Year Groups and Form Groups.
Teams (from the Teams Manager).
Groups.
Individual Students.
To add an option, click the plus icon next to it.
To remove an option other than an individual student, click the minus (-) icon.
To remove an individual student:
Open View Selected Students.
Find the student.
Click Remove.
Click View Selected Students to check the final list.
Click Confirm Selected Pupils when the list is correct.
Link staff
Click Add/Edit Staff.
Search for the staff member’s name.
Click Filter.
In the results, click the green Add icon to link the staff member.
To remove a staff member:
Find the linked staff member.
Click the red Remove icon.
Click Close when you have finished.
Review the Event Audit Log
In the Event Editor, expand Audit Log.
Review the information shown, including:
The date of the change.
The time of the change.
Who made the change.
What was changed on the event.
This is useful for tracking updates to the event over time.
Link Custom Forms to the Event
You can link a Custom Form Group to an event, but only if the event already has a trip linked.
In the Event Editor, expand Custom Forms.
Search for the name of the Custom Form Group.
Click Filter.
In the results, click the green link icon to link the group.
To remove a linked group:
Find the linked group.
Click the red unlink icon.
📌 Note: A Custom Form Group can only be linked to an event if:
The event has a trip linked.
The Custom Form Group Locking status is set to Never.
Save the Event
Once you have finished configuring the event:
Review all settings, including permissions, categories, content, booking, and linked people.
Click Save Changes.
Your event is now ready according to the publication status and settings you selected.