Event Calendar

Plan team meetings, schedule deadlines, and track important dates. The Event Calendar gives your staff a shared view of what's happening at your property.

Overview

HelloShift's Event Calendar lets you:

  • Create one-time or recurring events

  • Assign events to specific staff members

  • Tag events for easy filtering

  • View events in a monthly calendar format

  • Add notes and attachments to events

  • Track event history through the activity feed

Plan Required: Staff Collaboration

Getting Started

Accessing the Calendar

  1. Click Events in the left sidebar under the Staff section

  2. You'll see a monthly calendar view with all scheduled events

  3. Events appear on their scheduled dates

Creating an Event

  1. Click Add in the top menu

  2. Select Add Event

  3. Fill in the event details:

FieldDescriptionRequired

Event For

Staff member the event is for

No

Tags

Categories for filtering and organization

No

Subject

Event title (e.g., "Team Meeting", "Fire Drill")

Yes

Details

Event description and additional information

No

Starts At

Event start date and time

Yes

Ends At

Event end date and time

Yes

Recurring

Whether the event repeats

No

End Date

When the recurring event series ends

For recurring events

  1. Click Add Event

Event Types

One-Time Events

For events that happen once:

  1. Set the Starts At date and time

  2. Set the Ends At date and time

  3. Leave Recurring unchecked

  4. Save the event

Examples:

  • Staff meeting on January 15th at 2:00 PM

  • Guest speaker on March 10th from 10:00 AM to 11:00 AM

  • Annual fire inspection on April 1st

Recurring Events

For events that repeat on a schedule:

  1. Set the Starts At date and time for the first occurrence

  2. Set the Ends At date and time

  3. Check Recurring

  4. Select a recurrence pattern:

PatternDescription

Daily

Repeats every day

Weekly

Repeats on the same day each week

Monthly

Repeats on the same date each month

Yearly

Repeats on the same date each year

  1. Set the End Date for when the series should stop

  2. Save the event

Examples:

  • Weekly staff meeting every Monday at 9:00 AM

  • Monthly safety inspection on the 1st of each month

  • Daily morning briefing at 8:00 AM

Managing Events

Viewing the Calendar

The calendar shows a monthly view by default:

  • Navigate months: Use the arrow buttons to move between months

  • Current month: Click the month/year header to return to today

  • Event indicators: Days with events show event subjects

  • Click to view: Click on an event to see full details

Event Detail Page

Click on any event to see its full record:

  • Event Information: All event details including schedule

  • Notes: Add internal notes about the event

  • Activity: See the history of updates

  • Attachments: Upload related documents

  • Tasks: Create follow-up tasks related to the event

Editing Events

  1. Click on the event in the calendar

  2. Click the Edit icon

  3. Make your changes

  4. Click Update Event

For recurring events, editing changes all future occurrences.

Deleting Events

  1. Click on the event in the calendar

  2. Click the Delete icon

  3. Confirm the deletion

Note: Deleting a recurring event removes all occurrences.

Organizing Events

Assigning to Staff

Use the Event For field to assign events to specific staff members:

  • Helps staff see events relevant to them

  • Useful for individual schedules (training, reviews, shifts)

  • The assigned staff member can filter to see their events

Using Tags

Tags help categorize and filter events:

  • Create tags like "Meeting", "Training", "Inspection", "Holiday"

  • Apply multiple tags to a single event

  • Filter the calendar by tag to see specific event types

Example tag categories:

  • Meetings: Team meetings, one-on-ones, department meetings

  • Training: New hire orientation, safety training, skills workshops

  • Maintenance: Inspections, scheduled maintenance, vendor visits

  • Special: Holidays, VIP arrivals, group bookings

Best Practices

Event Naming

  • Use clear, descriptive subjects

  • Include the type of event (e.g., "Weekly Team Meeting", "Q1 Review")

  • For recurring events, the pattern is clear from the schedule

Planning Ahead

  • Add known events at the start of each month/quarter

  • Use recurring events for regular meetings and inspections

  • Review the upcoming month regularly with your team

Documentation

  • Add details in the event body for context

  • Attach relevant documents (agendas, checklists)

  • Use notes to record outcomes after the event

Team Communication

  • Tag team members in event notes to notify them

  • Create tasks from events for follow-up actions

  • Use consistent tags for easy filtering

Troubleshooting

Event Not Showing on Calendar

Symptom: Created an event but it doesn't appear

Solutions:

  1. Check the date - navigate to the correct month

  2. Verify the start date was set correctly

  3. Clear any active filters

Recurring Event Issues

Symptom: Recurring event not appearing on expected dates

Solutions:

  1. Check the End Date hasn't passed

  2. Verify the recurrence pattern is correct

  3. Make sure the start date is set properly

Can't Edit an Event

Symptom: Edit button not visible or not working

Solutions:

  1. Check if you have permission to edit events

  2. Refresh the page and try again

  3. Contact your administrator if the issue persists

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