Create and Manage an Event Calendar

An event calendar is a tool designed to manage specific, time-limited services or activities that are only available during certain periods.

Unlike facility calendars, which are for ongoing, general-use amenities like cinemas or pools where people book specific times, event calendars cater to specialized events such as fire door servicing or maintenance activities. These events are scheduled for a limited duration, and residents must book their slots within the specified timeframe to receive the service.

This calendar requires slots to be created for the calendar to appear on a posting, so please follow the guide thoroughly.

Setting Up Event Calendars at the Building Level

First, check you do not have a template calendar to use in Setup > Event Calendars. If so, skip to the bottom of this section.

Setting up an event calendar involves several steps and considerations to ensure it meets the needs of both the building management and its residents. Here’s a detailed guide:

1. Creating the Calendar:

   • Within a building, navigate to Setup > Resource Calendars.
   • Select "Add Event Calendar."
2. Configuring Calendar Settings:
   

   Name	Name of the calendar, displayed to user on calendar view and also on Add Booking dialog.
   Short code	This value is used to identify the calendar in widgets.
   Time Zone ID	Will almost always be set to London (UTC). No need to change.
   Blackout Duration Minutes	This is the preparation time before a booking. If the facility needs an hour to set up, a value of 60 would stop residents booking the facility for use in an hour's time.  The number of minutes from the current time that are not available for bookings (e.g. a value of 60 means that the earliest booking that can be taken is in an hours time). Bookings can not be taken in the past. Therefore first possible booking time is always Now + Blackout Duration Minutes.
   Bookable From	The first time that bookings are allowed from. i.e if set to 07:00 then bookings can me made from 7AM onwards
   Bookable To	The last time at which that bookings are allowed. i.e if set to 20:00 then bookings can made up to 8PM (this time can be affected by slot times see below).
   Allow Weekends	Tick box if bookings are allowed at weekends. (currently there are not options for different times at different days of the week)
   Restrict Time slots	Will turn the time selection, into a dropdown starting from the start time, and using the duration interval minutes.
   Max Bookable Minutes	Tick box if bookings are allowed at weekends. (currently there are not options for different times at different days of the week)
   Min Bookable Minutes	Will turn the time selection, into a dropdown starting from the start time, and using the duration interval minutes.
   Duration Interval Minutes	Tick box if bookings are allowed at weekends. (currently there are not options for different times at different days of the week)
   Slot Minutes	Will turn the time selection, into a dropdown starting from the start time, and using the duration interval minutes.
   Resource pool size	Tick box if bookings are allowed at weekends. (currently there are not options for different times at different days of the week)
   Concurrent Resources	Will turn the time selection, into a dropdown starting from the start time, and using the duration interval minutes.
   Door Code	Tick box if bookings are allowed at weekends. (currently there are not options for different times at different days of the week)
   Reminder Interval Hours	Will turn the time selection, into a dropdown starting from the start time, and using the duration interval minutes.
   Resource Option Label	Tick box if bookings are allowed at weekends. (currently there are not options for different times at different days of the week)
   Options Form	Will turn the time selection, into a dropdown starting from the start time, and using the duration interval minutes.
   Only Log	Tick box if bookings are allowed at weekends. (currently there are not options for different times at different days of the week)
   Confirmation Required	Will turn the time selection, into a dropdown starting from the start time, and using the duration interval minutes.
   Confirmation Message Template	Tick box if bookings are allowed at weekends. (currently there are not options for different times at different days of the week)
   Rejection Message Template	Will turn the time selection, into a dropdown starting from the start time, and using the duration interval minutes.
   Handling Group	Tick box if bookings are allowed at weekends. (currently there are not options for different times at different days of the week)
   Maximum bookings in one period	Will turn the time selection, into a dropdown starting from the start time, and using the duration interval minutes.
   Maximum bookings period in days	Tick box if bookings are allowed at weekends. (currently there are not options for different times at different days of the week)
   Maximum days in advance	Will turn the time selection, into a dropdown starting from the start time, and using the duration interval minutes.

3. Slots
   • You can now define slots for available bookings under Select Action
   • This allows you to choose when and how many residents can book available times.

4. Embedding the Calendar in a Posting:

   • Once the calendar is set up, it can be embedded within a posting for residents to view. 
   • Within the posting, use the code <dwe-miniCalendar-widget shortCode="XXXXX"/> replacing the XXX with the shortcode you chose above.
   • Ensure the posting's visibility includes the correct audience, and the expiry suits your needs.

5. Resident Bookings:

   • Residents can log in to the portal, view the event calendar, and book their preferred time slots. The system provides real-time updates to prevent double bookings.

6. Concierge Bookings:

   • The concierge team can also make bookings on behalf of residents. This is particularly useful for residents who may not have easy access to the online system or require assistance with the booking process.

7. Template Calendar for Duplication:

   • In some circumstances, we may provide you with a template version of your calendar at the MA level. This template can be easily copied and pasted into different buildings as necessary, streamlining the process for similar events across multiple locations.
   • Before creating a new calendar for each building, check that an appropriate calendar does not exist in Setup > Event Calendars that you wish to copy.
   • If applicable, click Copy under Select Action. Enter the details required and an event calendar will be created in the building chosen with prefilled settings, simply requiring embedding into a posting.

Managing Event Calendars

Once bookings are made, confirmations and cancellations will notify the resident as instructed in the setup process. We will also send a confirmation text message/push notification 24 hours in advance of the booking.

Finally, when it's time to hand over to the contractor or you need an overview of bookings made, you can download a report here

This report will show the bookings and resident information as requested, organised by slot. It will also show residents who have not made a booking, so that you're able to chase where required.