To add an event to the calendar, open Calendar in the left navigation, select Add Event, fill in at least a title and a start and end time, add the people who should attend under Registrants, and select Add Event. The event appears on the account calendar and on the individual calendar of everyone you added, and each of them is notified.
Participants are called Clients, Students, Residents or Explorers depending on your account type; this article says participant.
Who can do this, and where
On the web, any team member whose role has the Calendar module at Supporter or Administrator level can add events. Viewer can open the calendar and events but not create them. Account owners can always add events.
Team members with a Restricted or Designated scope of support can only add the people they are allowed to see as registrants: themselves, team members, and (for Designated) their assigned participants.
In the mobile app, participants and team members can create personal events with a smaller set of options. See "Create and view events in the mobile app".
Steps
Select Calendar in the left navigation, then Add Event in the top right. You can also select an empty slot on the calendar to start an event at that time.
Enter the Title. Optionally add a Description, Category (colour on the calendar), Tags, and a Pathway Step if Pathways is on for your account.
Under Day and Time, pick the Date, then From and To. Turn on All Day for an all-day event.
To repeat the event, turn on Recurring Event, choose Every (Day, Week, Bi-Weekly or Month), set Repeat until, and for weekly or bi-weekly tick the days. See "Create, edit or delete a recurring event".
Under Location, enter a Name and, if you want a map and directions, the Street Address, Room, City, State and Zip.
Under Reminder Settings, select Add Reminder and choose when registrants are reminded (5 minutes to 2 weeks before, or Custom minutes). See "Who gets event reminders, and when?".
Expand Registration Settings if people should be able to sign themselves up:
Allow [Participant] Registration, with an optional Max Registrants and Notify [Participants].
Allow Team Member Registration, with Members Needed, a Cancellation Approver, Notify Team Members and Allow Team Member Overbooking. See "Let team members register for an event".
Expand Attendance Tracking and turn on Allow Check Ins and, if needed, Allow Check Outs. See "Track attendance with check-ins and check-outs".
Expand Data Collection to turn on Request Assessment or Request Form for after the event. See "Request a form or assessment after an event".
Expand Attachments to Attach Routine or Attach Files to Event.
Under Registrants, search for people or a group and add them.
Select Add Event.
The event is saved in your account's time zone.
Who is notified when you save
Every registrant you added, other than yourself, gets a push notification ("You've got a new event!") and an email, as long as the account setting Event Notifications Enabled is on under Account Settings > Notifications and the person has accepted their Equip invitation.
Notify Team Members sends a push notification ("Team member needed for ...") to every team member with a supporter role who is not already on the event.
Notify [Participants] sends a push notification ("... has been added!") to every participant who is not already on the event.
Push notifications only reach people who have the Equip mobile app installed and signed in.
Limits and what the errors mean
"End at must be after start." and "Start at must be before end.": the To time is before the From time.
A location needs at least a Name, unless you enter address fields. Only a full street address (street, city, state and zip) is placed on the map; a name alone is shown as text.
Repeat until is required for a recurring event.
People who are not active in the account cannot be added as registrants and do not appear in the search.
Team members with a Viewer level for Calendar do not see the Add Event button.
The mobile app lets someone create an event but not choose registration, check-in or data collection settings; edit the event on the web to add those.
FAQ
Why does the person I added not see the event?
Check that they were saved under Registrants on the event page. An event only appears on a person's individual calendar and in their mobile app when they are registered for it. If you only turned on Allow Participant Registration, the event is offered in the mobile app under Register but is not on their calendar until they register.
Why did nobody get the new-event notification?
The account setting Event Notifications Enabled under Account Settings > Notifications may be off, or the person has not accepted their Equip invitation yet. The creator of an event is never notified about their own event.
Can I add a whole group at once?
Yes. In the Registrants search, choose a group and everyone in it is added. People added this way are individual registrants; removing someone from the group later does not remove them from the event.
What time zone is the event in?
The account time zone at the time you create it. Calendar feeds and synced calendars convert it for the viewer.
Can I attach a document or file to the event?
Yes. Under Attachments, turn on Attach Files to Event and upload files or pick documents from your library. Registrants can open them from the event in the mobile app.
Can I create an event on someone's profile calendar?
Yes. Open the person's profile, select Calendar, then Add Event. That person is pre-filled as a registrant and cannot be removed from the form.
How do I edit an event after saving it?
Open the event and select Edit Event. Editing the time or location sends registrants a "New event update!" push notification.
Related
Create, edit or delete a recurring event
Let team members register for an event
Track attendance with check-ins and check-outs
Request a form or assessment after an event
Who gets event reminders, and when?
Create and view events in the mobile app