The Calendar is where events, scheduled routines and tasks are planned. There is one account calendar under Calendar in the left navigation, and every person has an individual calendar on their profile that shows only the events they are registered for. Which events a team member sees on the account calendar depends on two things on their role: the Calendar permission level and the Scope of support.
Participants are called Clients, Students, Residents or Explorers depending on your account type; this article says participant.
What is on the calendar
Events: meetings, sessions, appointments and program activities, with optional registration, check-ins, reminders and data collection.
Routines: scheduled task lists shown as calendar items.
Tasks: your own dated tasks, shown as chips on the account calendar (not on family accounts).
Availability: optional blocks showing when team members with office hours are free.
Events appear on a person's individual calendar and in their mobile app only when they are registered for them.
Who sees which events
Calendar permission level (set per role under Account Settings > Permissions):
None: the Calendar is not in the navigation and events cannot be opened.
Viewer: can open the calendar and events.
Supporter: can also create and edit events and manage registrants and attendance.
Administrator: can also delete events.
Scope of support on the role decides which events are listed:
Full - All account records: every event in the account.
Designated - Assigned participants: events they are registered for, events they created, events of their assigned participants, and events open to team member registration that still need team members.
Restricted - Only own records: events they are registered for and events open to participant registration.
Account owners and general administrators always see and can do everything on the calendar.
Participants (mobile app) see the events they are registered for on their Schedule, plus every event with Allow [Participant] Registration on under Register.
Views and filters
Calendar view with Day, Week and Month; List view; and the Resource timeline (one lane per person) for Day, Week and Month. The buttons are at the top of the calendar.
Filter narrows by participants, team members, groups, categories, pathways and pathway steps (when Pathways is on), Team Members Needed, Show Completed Tasks, and Show Availability. Filters can be saved.
The search box matches event titles and tags.
A profile calendar has the same views plus Collaboration View, which adds blocks for events the person has in other Equip accounts they belong to.
Limits and gotchas
Sharing a calendar with someone means giving their role the right Calendar level and scope of support; there is no per-calendar share setting. To let a non-administrator see every event, set their role's scope of support to Full.
A team member with a Restricted scope sees events they are registered for on the calendar but currently cannot open one they did not create. Ask us if this affects you.
Team members with a Designated scope who created an event can delete it even if their Calendar level does not include delete.
Events from another Equip account show only as the other account's name in Collaboration View, never their details.
FAQ
Why can a team member not see the calendar at all?
Their role's Calendar module is set to None. Change it under Account Settings > Permissions on the role.
Why does a supporter see only some events?
Their role has a Designated or Restricted scope of support, so the calendar lists only events they are on, created, or that involve their assigned participants. Set the role's scope of support to Full to show every event.
How do I share the calendar with someone who is not an administrator?
Give their role a Calendar level of Viewer or higher and a scope of support that covers the events they need. There is no separate share link for the web calendar; for an external calendar app, use a calendar subscription.
Can I remove someone from future events in a recurring series?
Yes. Open one occurrence, select Edit Event, remove the person from Registrants, turn on Update Future Events, and select Update Event. This occurrence and all future ones are updated; past ones are not changed.
How do participants see the calendar?
In the mobile app under Schedule, which shows the events and routines they are registered for. They cannot see other people's events, but they can find open events under Register.
Where is the Export button?
On the account calendar, under the three-dot menu next to Add Event: Export Events downloads the events in view as a spreadsheet. See "Export or print the calendar".
Related
Add an event to the calendar
Show team availability on the calendar
Export or print the calendar
How do participants and team members register for events?
Set what each role can see and do