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Scheduling Activities

The Activities page is where your agency schedules trainings, meetings, and other activities, and where members see what is coming. It has three tabs: Calendar, Activity List, and Service Log. This guide covers the first two, plus how to mirror the schedule to Google Calendar. Attendance is in Activity Sign-In Sheet, and the Service Log is in Agency Service Log.

Table of Contents​

Opening Activities​

Select Activities in the left menu. The page opens for every member. Members with View activities (the default) see the whole schedule. Without it, a member sees only the activities they are invited to or assigned to, and can still sign up, respond, and check in. Creating, editing, and deleting need more. See Who can do what.

Calendar​

The Calendar tab shows activities by Month, Week, or Day. Use the buttons on its bar to switch views and the arrows to move through time. Activities are colored by category.

Calendar tab showing the month view

Select an activity to open its details: when and where, how people check in, who is attending, and the actions you're allowed to take. People who can edit activities can drag one to a new time or drag its edge to change its length. A drag saves right away, so use care.

Activity List​

The Activity List tab shows the same activities in time order.

TileShows
UpcomingNot started yet, soonest first
In progressHappening now
Past 12 monthsEnded in the last year, latest first
CancelledCalled off, kept so invited members can see what happened

Use Filters for status, category, visibility, and a date range (a date range replaces the Upcoming and Past views while it is set). Sort orders by soonest, latest, or title. The columns button chooses which columns show.

Hover a row for quick actions: Manage attendance, Edit activity, and Delete activity. The ⋮ menu adds Activity details and, for upcoming activities, Cancel activity.

Creating an activity​

Select Create activity. It opens a three-step page. You can use your browser's back button to leave it.

Step 1: Info​

FieldNotes
Activity titleRequired
Activity categoryRequired. Comes from your categories
Training detailsTraining type, instructor, objectives, and course number appear for training categories
Start time and End timeBoth required. End must be after start. Times use 24-hour format
DescriptionOptional

Your timezone is shown above the times, so you know which one you're entering.

Past activities. You can record an activity that already happened. RAM warns you, and the last step becomes Attendance, where you pick who was there.

  • Within the agency's entry window (30 days by default), anyone who can create activities can do it.
  • Beyond the window, an Agency Admin can still do it by giving a Reason for late entry, which is kept in the audit history.
  • The window is the Log a missed activity setting under Agency → Agency Settings → Activities → Rules.

Step 2: Location​

ChoiceUse it for
PhysicalAn address. Search for it, select the map to drop a pin, or use your current location. Add a Location Name and Nearest Address
SavedA place your agency saved under Agency → Agency Settings → Activities → Saved Locations
NoneNo specific place
VirtualAn online meeting. Add the Meeting Link and Meeting Notes

Step 3: Invites (or Attendance)​

SettingNotes
VisibilityInvite Only, or Team Event, which every member can see and sign up for. (The Activity List filter calls these Invitation only and Public. Neither is the same as public attendees, who are non-members)
I am attending this activityAdds you to the roster when you create it
Individuals and Invite groupsWho is invited. Shown for Invite Only activities
Check-in MethodQR or Manual, QR Code, or Manual. See Check-in methods
Max ParticipantsOptional. Blank means unlimited
Allow public attendees to check inFor QR activities, lets people who aren't RAM members sign in
NotesInstructions for participants

Check-in methods​

Method (on the form)Shown to members asMembers check in by
QR or Manual (default)QR code or by handScanning the QR code, or tapping Check me in
QR CodeQR codeScanning only
ManualBy handTapping Check me in only

Members check in from the activity's details window. People with Manage activity check-in and check-out check others in and out from the sign-in sheet. Everything about running attendance is in Activity Sign-In Sheet.

When someone checks in, an entry is created in their Service Log and hours are worked out when they check out. See Agency Service Log.

Inviting members and groups​

On an Invite Only activity, invited members see it, and members who aren't invited don't. Invite individuals, or whole groups.

Groups are the agency's shared member groups. The same groups are used for activity invitations, Rapid Alerts, and group chat. You build and keep them up to date in one place. See Roles & Permissions for how groups work.

Invitations go out when you create the activity, and to anyone you add later. Members get an email and an in-app notification, and can answer Going, Maybe, or Not going from the activity's details window. On a Team Event, every member sees it, and "going" counts who said so.

Members are also notified when an activity they are on is updated or canceled. Past activities send no invitations.

Changing, canceling, and deleting​

Edit​

Open the activity and select Edit activity. If attendance is already recorded, changing the date or time does not change anyone's check-in times. See Activity Sign-In Sheet.

Cancel​

Only upcoming activities can be canceled. Use Cancel activity from the ⋮ menu. It moves to Cancelled, and people on it are notified.

Deleting an activity​

Use Delete activity from the row, the ⋮ menu, or the activity's details.

  • If nobody has checked in, the activity is deleted for good, along with its invitations and assignments.
  • If people have checked in, the button reads Remove activity and a Reason is required. Attendance comes out of member totals, and the activity and its records stay in the audit history.
  • If attendance produced Service Log entries, you choose between Keep service-log records (recommended, they stay in members' histories, no longer linked to the activity) and Delete the activity and its service-log records (they come out of member totals for good).

Activity status​

StatusMeaning
UpcomingHasn't started
In progressStarted, not ended
CompletedThe end time has passed and everyone is checked out
CancelledCalled off

The calendar's status chips group these as Published (Upcoming and In progress together), Completed, and Cancelled. An activity is marked Completed automatically after its end time, but only once everyone has checked out. To bring a completed activity back, extend its end time into the future.

Time zones​

Times are shown in your own timezone, set under My Acct. Settings. Where you have not set one, they follow your browser's. The agency's timezone (set in the Agency Profile) decides when scheduled emails and expiration checks run, not how times are shown.

Google Calendar sync​

An Agency Admin can mirror the schedule to one Google calendar, so members who live in their calendar see activities there too. It's one way: RAM writes to Google and reads nothing back, so change activities in RAM.

Who can see it

Everyone with access to the Google calendar you pick can see the activities on it, including Invite Only ones.

Setup, what is copied, and what to do when the badge says Needs reconnect are in Google Calendar Integration.

Who can do what​

See Roles & Permissions.

ToYou need
Open the Activities page, sign up, respond, and check yourself inEvery member
See every activity on the scheduleView activities (without it, a member sees only the activities they are invited to or assigned to)
Open the create and edit formCreate activities or Edit activities
Edit or cancel any activityEdit activities
Delete any activityDelete activities
Open the sign-in sheet and check other people in and outManage activity check-in and check-out (not Edit activities)
Show the check-in QR codeGenerate activity QR codes
Change Google Calendar, categories, and activity RulesAgency Admin

Someone with only Create activities can create activities and edit, cancel, or delete the ones they created. Holders of Create activities or Edit activities see every activity, even without View activities.