Event Calendar

The Event Calendar allows administrators and event managers to create, manage, and track agency events such as training sessions, meetings, operations, and other scheduled activities.

Accessing the Event Calendar

1. Navigate to Agency Event Calendar from the main navigation
2. You must have Administrator or Event Manager permissions to create and edit events

Calendar Views

The calendar supports three viewing modes:

View	Description
Month	Overview of all events in the current month
Week	Detailed week view with time slots
Day	Single day view with hourly breakdown

Use the view buttons in the top-right corner to switch between views. Navigation arrows let you move forward or backward through time periods.

Timezone Handling

How Timezones Work

RAM uses a user-centric timezone system for event scheduling:

1. User's Personal Timezone - Each user can set their preferred timezone in Account Settings
2. Agency Timezone - Agencies have a default timezone configured in Agency Settings
3. Browser Timezone - Used as a fallback if no other timezone is configured

Timezone Priority (Fallback Order)

When creating or viewing events, the system uses timezones in this order:

Priority	Source	Description
1st	User Timezone	User's personal timezone from Account Settings
2nd	Agency Timezone	Agency's configured timezone
3rd	Browser Timezone	Detected from user's device
4th	UTC	Default fallback

Timezone Recommendation

For the best experience, ensure your personal timezone is set correctly in Account Settings. This ensures events display and schedule correctly regardless of which device you use.

Configuring Your Timezone

For Users (Account Settings):

1. Go to Account Settings
2. Find the Timezone dropdown
3. Select your preferred timezone (e.g., "Eastern Time")
4. Save changes

For Agencies (Agency Settings):

1. Go to Agency Settings
2. Find the Timezone field
3. Select the agency's primary timezone
4. Save changes

Timezone Display

When creating events, the wizard displays your current timezone next to the Schedule section header. This shows you exactly which timezone will be used for the event times you enter.

Event Status

Events have three possible statuses:

Status	Description
Published	Active event visible to assigned members
Cancelled	Event has been cancelled
Completed	Event has ended (automatically set)

Status Behavior

• New events are automatically set to Published when created
• Completed status is automatically assigned when an event's end time passes (checked every 10 minutes)
• Administrators can manually change status between Published and Cancelled
• To re-publish a Completed event, you must first extend the end time beyond the current time

Automatic Completion

The system automatically marks events as Completed when their scheduled end time has passed. This runs every 10 minutes via a background task.

Event Visibility

Events can have two visibility settings:

Visibility	Description
Public	All agency members can see the event
Invite Only	Only invited/assigned members can see the event

Creating an Event (Event Wizard)

RAM uses a 3-step wizard to guide you through creating events:

Step 1: Basic Information

Enter the core event details:

Required Fields:

• Event Title - A clear, descriptive name for the event
• Start Time - When the event begins
• End Time - When the event ends (auto-calculated when you set start time)

Optional Fields:

• Description - Detailed information about the event
• Activity Category - Select from your configured categories

Schedule Features:

Feature	Description
Quick Duration Buttons	Set 1hr, 2hr, 4hr, or 8hr duration with one click
All Day Toggle	Mark as an all-day event
Timezone Display	Shows your current timezone (e.g., "Eastern Time")

Schedule Validation & Warnings

The system validates your event times:

Validation	Behavior
Future Events	Always allowed
Past Events (within 24 hours)	Allowed with warning message
Past Events (over 24 hours)	Blocked - cannot create
End before Start	Blocked - end time must be after start time

Past Event Warning

If you schedule an event with a start time in the past, you'll see a warning:

• "This event starts in the past. Are you sure you want to create it?"
• "This event has already ended. You are logging a past event."

This allows logging events that already occurred (within the last 24 hours) while preventing accidental past scheduling.

Step 2: Location (Optional)

Set where the event takes place. You can skip this step if no location is needed.

Location Options:

Type	Description
No Location	Event has no specific physical location
Physical Location	In-person event at a specific address
Virtual Meeting	Online event with a meeting link

For Physical Locations:

You can set the location by:

1. Search for Address

   • Type an address in the search box
   • Select from suggested results
   • The map automatically centers on the location

2. Use Current Location

   • Click the "My Location" button
   • Allow browser location access
   • Your current GPS position is used

3. Click on Map

   • Click anywhere on the map to drop a pin
   • The address is automatically looked up
   • Adjust by clicking a new location

4. Manual Entry

   • Enter a location name (e.g., "Training Center")
   • Type the full address
   • Coordinates are optional

Map Navigation:

Control	Action
Zoom +/-	Zoom in/out of the map
Click & Drag	Pan around the map
Double-Click	Zoom in on a location
Search Box	Find addresses by typing

Coming Soon: Agency Locations

A future update will allow agencies to save frequently-used locations. You'll be able to select from a dropdown of saved locations, automatically populating the address and map position.

Step 3: Review & Settings

Review your event and configure additional settings:

Event Summary:

• Displays all entered information
• Shows title, description, category
• Shows schedule with times
• Shows location (if set)

Settings:

Setting	Description	Default
Visibility	Public or Invite Only	Public
Invite Users	Select users to invite (Invite Only events)	-
Invite Groups	Select groups to invite (Invite Only events)	-
Max Participants	Limit attendance (optional)	Unlimited
Check-in Method	How members check in: QR Code, Manual, or QR or Manual (both)	QR or Manual
Auto-create Activity Log	Automatically log participation hours	On
Notes	Additional instructions for participants	-

For Invite Only Events:

When visibility is set to Invite Only, additional options appear:

1. Invite Users - Search and select individual users
2. Invite Groups - Select entire groups to invite all members

You can invite members during creation or add them later after the event is created.

info

Selected users and groups will receive email invitations with event details after the event is created.

Event Invitations

Sending Invitations

Invitations are sent automatically when:

• An event is created with Invite Only visibility and users/groups selected
• Users are added to an existing event via Manage Assignments

Invitation Emails

Invited users receive an email containing:

• Event title and description
• Date, time, and timezone
• Location (with map link if available)
• Accept/Decline buttons
• Link to view full event details

Accepting or Declining

From Email:

1. Click Accept or Decline in the invitation email
2. You'll be redirected to the app to confirm your response

From the App:

1. View your pending invitations in My Events or Dashboard
2. Click on the event to view details
3. Click Accept or Decline

Invitation Status

Status	Description
Pending	Invitation sent, awaiting response
Accepted	User confirmed attendance
Declined	User declined the invitation
Checked In	User arrived and checked in
Completed	Event finished, user participated

Notifications and Alerts

Email Notifications

Users receive emails for:

Event	Notification
New Invitation	When invited to an event
Event Updated	When event details change
Event Cancelled	When an event is cancelled
Reminder	Before the event starts (if configured)

In-App Notifications

The notification bell shows:

• New event invitations
• Event updates for accepted events
• Reminders for upcoming events

Configuring Notifications

Users can manage notification preferences in Account Settings:

• Enable/disable email notifications
• Enable/disable push notifications (if available)

Managing Events

Editing an Event

1. Click on an event to view details
2. Click the Edit button
3. Modify the desired fields
4. Save changes

Changes are reflected immediately and notifications may be sent to participants.

Cancelling an Event

1. Open the event details
2. Change status to Cancelled
3. Confirm the cancellation

All assigned/invited users will be notified of the cancellation.

Deleting an Event

1. Open the event details
2. Click Delete
3. Confirm deletion

caution

Deleting an event permanently removes it and all associated assignments. This cannot be undone.

Managing Assignments

1. Click on an event to view details
2. Select Manage Assignments
3. Add or remove members as needed
4. New additions receive invitation emails

Activity Categories

Activity categories help organize events by type. Only active categories appear in the filter and selection dropdowns.

Configure categories in Agency Settings > Activity Categories.

Common category examples:

• Training
• Meeting
• Operation
• Drill
• Community Event
• Certification Course

Categories can have custom colors for easy visual identification on the calendar.

Filtering Events

Use the filter bar above the calendar to narrow down events:

• Category Filter - Click category chips to show only events of that type
• Status Filter - Filter by Published, Cancelled, or Completed

The calendar view displays events color-coded by their activity category.

Calendar Event Display

Events on the calendar show:

• Start and End Time - Displayed at the top of each event
• Event Title - The name of the event
• Category Color - Color-coded background based on category

Drag and Drop

Administrators can drag events to reschedule them:

• Move events - Drag to a new date/time
• Resize events - Drag the edge to change duration

caution

Drag and drop changes are saved immediately. Use caution when repositioning events.

List View

Switch to List View for a tabular display of events with:

• Event title and description
• Category
• Date and time
• Location
• Status
• Assignment count
• Quick actions (Edit, Invite, Manage, Delete)

The list view includes additional filtering options and a search function.

Check-in System

Each activity has a Check-in Method that controls how people can check in:

Method	How members check in
QR Code	Members scan the event's QR code with their phone. Only scanning checks them in.
Manual	Members tap a Check Me In button in the app. No QR.
QR or Manual (default)	Either way works — scan the QR or tap Check Me In.

For participants (checking yourself in/out)

On a Manual or QR or Manual activity, open the activity and use the Check Me In button at the top; once you're on scene it becomes Check Me Out. On a QR Code activity, scan the posted QR code instead. Buttons disappear once the activity is completed.

For administrators (checking others in/out)

Use the Activity Sign-In Sheet — open it from the person-badge icon in the activity's header. From there you can check members in per-person, check people out (individually, in bulk, or force a check-out), and run a live accountability (PAR) view. This requires the Activities — Manage Check-In and Check-Out permission (Agency Admin, Training Manager, and Operations Manager have it by default).

Full details

See Activity Sign-In Sheet & Check-In Management for the complete check-in/check-out workflow, the Manual Check-In tool, back-dating, and the conflict and completion safeguards.

Activity Log Integration

When Auto-create Activity Log is enabled:

1. An activity log entry is automatically created when a user checks in
2. Duration is calculated when they check out (or event ends)
3. Hours are logged under the event's activity category

This streamlines hour tracking for training and operational events.

Required vs Optional Information

Required for Event Creation

Field	Reason
Event Title	Identifies the event
Start Time	Determines when event begins
End Time	Determines when event ends

Optional but Recommended

Field	Benefit
Description	Helps participants understand the event
Activity Category	Enables filtering and reporting
Location	Helps participants find the venue

Completely Optional

Field	Use Case
Max Participants	Only if limiting attendance
Notes	Additional instructions
Meeting Link	For virtual events only

Related Pages

• Agency Activities - Agency-wide activity tracking, validation, and edit audit trails
• Agency Settings - Configure activity categories and agency timezone
• Groups and Permissions - Event Manager permissions
• My Activities - User guide for personal activity tracking and hour logging
• Event Calendar (User Guide) - User guide for viewing events, signing up, and checking in
• Account Settings - Configure your personal timezone