Schoolzine’s Calendar is a great way to keep your community up to date. Simply create your events before linking them to newsletters, communications or embed the calendar on an external site.

If you have any questions or wish to begin the setup for one of our other features, please don't hesitate to contact our Support Team and one of our members can assist you as soon as possible.

Click here to learn more

There are three main ways to access the Calendar:

1. By selecting the Calendar icon located at the top of the page in your Control Centre.
2. Via a Direct URL (web address).
3. From the Top Menu or Side Panel of your newsletter (if these items are active).

You can manage your Calendar and all of its events from within the Control Centre:

1. Log in to Control Centre and select the Settings menu tab.
2. Once expanded, select Calendar Settings.
3. You can add new events, import in bulk via spreadheet, or export your current events as a spreadsheet. 

The Schoolzine System allows you to easily create and share events with your community.

You can share these events through the Schoolzine Calendar, Noticeboard, and DIY Newsletters.

Adding an Event

1. Log in to your Control Centre and select the Events menu tab.
2. Click the + New Event button.
3. Fill in the Event Name.
4. Apply a tag to your event. This will allow your community to easily filter events in the calendar or DIY newsletter. You can select multiple tags for an event.
   Note: If you would like the event to appear in the Noticeboard section of your newsletter, you will need to apply the noticeboard tag.
5. Select the Calendar you wish the event to appear in.
   Note: Unless you have more than one calendar set up, the only option available will be School Calendar.
6. If you wish to link the event to a DIY Newsletter or a Stream select the relevant option from Linked Newsletters or Linked Streams.
7. Select a Start and End date for the event. You can also choose a time for the event or set up a recurring event.
   Note: After the event has expired it will no longer display.
8. Fill in any other required information, including Event Content such as Images or Flyers, Event Location and Contact Person as applicable.
9. Once you have saved the event, you will be able to view it on your calendar or in the Noticeboard section of your newsletter.

List View

A list of all events within the system, ordered by date. From this view you can search for specific events or filter events based on tags, recently edited or calendar (if you have more than one set up).

Field Description

Event Date: The start date of the event.

Event Time: The time of the event.

Event Name: The name of your event.

Updated: The last time the event was modified

Tag: The tag/s applied to your event.
Note: If there is more than 1 tag applied to the event, there will be a more tags option that will allow you to see all of the tags applied to that event.

Calendar: The Calendar/s the event appears on.
Note: Unless you have more than one calendar setup the only option available will be School Calendar.

Source: Will have an icon to indicate if the event has been submitted from the public or external source. 

Bulk Actions

Bulk Actions allows you to quickly apply a specified action to multiple events simultaneously, such as deleting and adding or removing a tag.

1. Log into the Schoolzine Control Centre and select the Events menu tab.
2. Search for the events you would like to apply the action to.
   Note: You can also filter events by tags, recently edited or calendar (if you have more than one setup).
3. If you only need to select certain events, use the tick boxes on the left hand side to choose the events you wish to action. If you want to use all the events listed, leave the tick box blank.
4. Click the Bulk Actions drop down and select the action.
5. Select Go and if any further prompt windows appear, make the necessary changes and then select Update.

Calendar View

Calendar View gives a render of all of your events close to how they will appear for the public. From this view you can see a daily, weekly or monthly view of events, see which tags are currently being used in the calendar, and filter the calendar based on specific tags.

Importing a spreadsheet of events is useful for when you want to add multiple events at the same time. An example of this spreadsheet can be viewed here:

Click here for the Calendar Events Template

Preparing The Spreadsheet

The template file above has been created to assist with ensuring your data is imported correctly. This file contains data validation rules to restrict the input of any invalid formats. The fields in this file are explained below:

1. Event Name - A free text field used for the Name of your event.
2. Event Summary - A free text field for a brief description of your event.
3. All Day - A 'Yes'/'No' field used to indicate if the event requires a Start and End time.
4. Start Time/End Time - Fields used when an event has a specific Start and End time. (Data is in H:MM AM/PM format)
5. Start Date/End Date - Fields used to indicate the Star and End Date of the event. (Data is in DD:MM:YYYY format and restricted to the end of next year)
6. Tags - Uses a tag value to apply a Tag to the event. (Tag value can be found under Settings > Manage Tags)
7. Location - A free text field to include a location for the event.
8. Event Content - A free text field used to include more detailed information about the event.

Now that your data has been added to the file it must be saved in CSV (Comma delimited)(*.csv) format.

1. Click File towards the top left.
2. Click Save As.
3. Adjust the file format field to CSV (Comma delimited)(*.csv).
4. Click Save.

Importing The Spreadsheet

1. Log in to your Control Centre and select the Events menu tab.
2. Select the Import Events button at the top of the page.
3. Select the Choose File button and navigate to where your file is saved.
4. Click Next.

Map Fields

1. The first row of your .csv file will automatically map to the relevant fields.
2. Tick the Ignore first row? box.
3. Click Next.

Calendar

1. Select which Calendar/s you would like to import the events into.
2. Click Import.
3. A notification will appear to notify you of your imports’ success. We recommend double checking the Calendar to ensure all events are populating correctly.
4. To review your import, click the View button, or the notification.

Export Events

1. Log in to Control Centre and select the Settings menu tab.
2. Once expanded, select Calendar Settings.
3. If you are using more than one Calendar, click the view details button in the View column of the correct Calendar.
4. Select Export Events.
5. A file will download with a list of your events.

Syncing the Calendar

iOS

You are able to sync both the Calendar and single events to your iOS device’s Calendar by selecting the Sync Calendar or Sync Event buttons from the app or mobile version.

Android

You are ONLY able to sync single events to your Android device’s Calendar by selecting the Sync Event button from the app or mobile version of the event page.

Desktop

You can sync the Schoolzine Calendar and single events to an existing Calendar program (Outlook, Google Calendar) by selecting the Sync Calendar icon or Sync Event button.

Printing the Calendar

The online Calendar can be printed when viewing it with a desktop computer.

You can print the Calendar by selecting the printer icon.

Before printing the Calendar, you will have to select the period of dates you wish to print (i.e.; 1st September to 11th September)

Three views are available for printing:

Calendar View will print exactly how the online version is seen.

Click here to download an example of Calendar View

Schedule View will print in a list format.

Click here to download an example of Schedule View

Term View of the Calendar will display with the 'Week' down the left hand side.

Click here to download an example of Term View

The Schoolzine system features a booking system, so that your community can purchase tickets to an event.

Tickets can be easily added to any event. You can have multiple tickets applied to an event and they can be either free or paid.

Adding Tickets to an Event

1. Log in to your Control Centre and select the Events menu tab.
2. Search for the event you would like to add tickets to.
3. Select the Event Name.
4. Click on the Add Tickets button at the top right of the page.
5. Give the ticket a Name eg. Adult Ticket.
6. Select the Total Quantity Available. This is the total number of tickets available for this ticket type.
   Note: If you do not need to limit the amount of tickets available leave the quantity at zero.
7. Select a Max Quantity Per Booking. This is the maximum number of tickets that can be purchased in one order.
   Note: The default quantity is 10.
8. If required, include a ticket Description for the ticket type.
9. If these are paid tickets and you have prior setup the ability for paid bookings in Schoolzine, set the Price, Tax and Total.
10. Once saved, a Book Tickets button will appear on your event.

Ticket Overview

1. Log in to your Control Centre and select the Events menu tab.
2. Search for the event.
3. Select the Event Name.
4. Click on the Tickets tab.
5. You will be presented with an overview of the tickets attached to the event. After selecting a ticket type, you can Edit Ticket details, or Delete Ticket by selecting the corresponding icon from the top menu bar.

Viewing Ticket Bookings

1. Log in to your Control Centre and select the Events menu tab.
2. Search for the event.
3. Select the Event Name.
4. Click on the View Bookings button.
5. You will be presented with an overview of the tickets attached to the event, as well as all tickets purchased. You can see a more detailed breakdown of the ticket purchases by selecting the a purchase from the bottom list. You can also see if someone has made a purchase of a 'paid' ticket but not completed the payment for a ticket under the Unpaid Purchases section.
6. If required, you can export an excel spreadsheet of all tickets purchased.
   Note: Unpaid purchases will not be included in this export.
7. Should you need to delete a ticket record due to a 'double-booking' or an Unpaid Purchase, simply select the Date of Purchase, or the Tickets Sold section of the record you would like to remove and then click Delete Purchase.

A Staff Calendar is a quick and simple way to allow you to show certain events only to your staff members. It makes use of the Restricted Tags feature to allow you to use only a single Calendar. This allows members of staff to view the Restricted Events, while hiding them on the Calendar's public view.

Restricted Tags can be created via the Manage Tags Menu Item. A link to a full guide for creating Tags can be found below:

To create your Staff Calendar, follow the below instructions:

1. Log in to your Control Centre and select the Settings tab
2. Once expanded, select Calendar Settings
3. Select your School Calendar
   Note: This will happen automatically if your school is only using one Calendar
4. Select Embed Calendar at the top of the page
5. Under the Embed Calendar Code section, select either the iFrame, or Javascript option
   Note: This option will also allow you to add the calendar to an external website if you already have a page created
   Both options are acceptable so use whichever option is preferred by your website provider
   iFrame is recommended for use within the Schoolzine System
6. Click the Show Restricted check box
   This will allow Events with a Restricted Tag to be visible on the page
7. Copy the code from the above box
8. Navigate to your Staff Calendar Content Holder
   Please see below for more information regarding creating Content Holders
9. Open the Source Code
10. Paste your copied code into the Source Code box

Add Staff Calendar to SZapp Tile

1. Log in to your Control Centre and select the Content tab
2. Once expanded select Manage SZapp
3. Select the Tiles tab
4. Select the New Tile button
5. Complete the required information
6. Select the Add Existing Page button
7. Select the Staff Calendar from the Web Page List

Supporting Guides

1. Log in to your Control Centre and select the Settings tab.
2. Once expanded, select Calendar Settings.
   If you have multiple calendars you will then need to select the calendar you would like to update to have the ‘Term View’ available.
3. Click on Edit Calendar in the top menu ribbon.
4. In the Term Title Section, you can specify the ‘Name’ of your Term, for example ‘Term 2’ or ‘Summer Term’ and specify the Term Start Date and Term End Date.
5. From here you can also adjust the Default View from Month to Week, Day, or Term if required.
6. When viewing the Calendar, use the menu ribbon to toggle to the ‘Term’ view

Your Upcoming Events content holder pulls its information from the Events added to the Calendar. You can display these events in either a Weekly, Fortnightly, Monthly or Yearly interval.

To change the Event Interval, follow the below steps:

1. Log in to your Control Centre and select the Settings tab
2. Once expanded select Calendar Settings
3. Select your School Calendar
   Note: This will happen automatically if your school is only using one Calendar
4. Select Embed Calendar at the top of the page
5. Under Event List select the desired event interval
6. Copy the code from the above box
7. Select the Content tab
8. Once expanded select Content Holders
9. Select Upcoming Events
10. Replace existing code with the new Event Interval code
11. Save your Content Holder

Creating a Calendar

1. Log in to your Control Centre and select the Settings tab.
2. Once expanded, select Calendar Settings and click the Add Calendar button.
3. Enter the Calendar Name.
4. Set the Skin to Newsletter.
5. If applicable, provide a brief description of the Calendar.
6. Set the time zone.
7. If applicable, set the Default Start Date.
   Note: The Start Date is what date the Calendar begins to display events from.
8. Select whether the Calendar is to be for Public of Staff use.
9. You have the option of setting an Event Limit.
10. Click Save.

Calendar Overlays

If you are using multiple Calendars (example; School Calendar and Assessment Calendar), they can both be displayed together in an Overlay, visible at the link below. For more information, on how to setup and manage an overlay calendar, contact the Support Team.

Click here for an example of a Calendar Overlay

Sharing your Calendar

Once your calendar is full of events, you can share it with your community.

1. Select the Embed Calendar button
2. There are 3 options to choose from:

Adding the calendar to an external website – Use this option if you want to add your calendar onto your non Schoolzine website. Simply copy the code and paste it onto the page of your website that you want it to appear.

Direct Link – Use this if you want to send the calendar out via an email, app notification or Social Media

Event List – Use this if you want to add a list of events to a content holder or article

Calendar View

A view of all of your events as they appear in your calendar. From this view you can see a daily, weekly or monthly view of events, see which tags are currently being used in the calendar, and filter the calendar based on specific tags.

List View

A list of all events within the system, ordered by date.

You are able to sync your existing SharePoint, Google and Office 365 calendars into the Schoolzine calendar to provide a single point of display for your community and staff.

1. Select the Feed tab
2. Click on Add Feed
3. Paste the ICS or iCal link for your calendar into the Feed field
4. Select which tag you want to apply to this calendar
   Note: You can only apply 1 tag to a synced calendar, so all events will use the same tag.
5. Select the Save button
6. Once your calendar has been added, you will need to Sync it for the first time. Use the buttom to either 'Update and add future events only', OR 'Update and add all past and future events.'  
   Note: Once the calendar has been synced for the first time, it will automatically re-sync every few hours. You can also edit or remove a sync at any time using the corresponding buttons. 

The Schoolzine system uses tags as a way of displaying and filtering features. Applying specific tags to Content Holders, Media Items, Events, Articles, and Groups will determine where in your account these features display.

System Tags

There are several default tags that can be used throughout the system. Depending on where these tags are applied, determine where certain features will display.

Newsletter: When applied to a Media Library file, the file will appear in the Forms and Documents side panel item of your newsletter. When applied to a Content Holder, the Content Holder will appear in the side panel of your newsletter.

Page: When applied to a Content Holder, the Content Holder will appear in the Side Panel of other pages, such as Archive, Contact Us and Subscribe pages.

School Event: When applied to an Event, users are able to filter the calendar and look at events only using this tag.

Public Holidays: When applied to an Event, users are able to filter the calendar and look at events only using this tag.

Noticeboard: When applied to an Event or Article, the item will appear in the Noticeboard section of your newsletter.

Subscribe: When applied to a Group, the group will appear on the Subscription Web Form.

App: When applied to a Group, the group will appear under the Manage Groups section of SZapp.

Adding a New Tag

You are able to create your own custom tags for use with events and articles. You can also use custom tags on Media Download items, so that they display in specific Content Holders rather than in the default Forms and Documents.

1. Log in to your Control Centre and select the Settings menu tab.
2. Once expanded, select Manage Tags.
3. Click the Add Tag button.
4. Select a Display Name for your tag.
   Note: The Tag Value will automatically populate based on your Display Name.
5. Choose the Tag Availability. This determines which features within the system the tag will be available for.
6. If you would like to order your tags you can also include a weighting.
   Note: Weighting can be used to re-order the position of your tags within the Calendar. The higher the number, the higher up the list your tag will appear.
7. Choose a Colour for your tag. Click in the Colour field and a colour picker will appear.
   Note: If you do not select a colour, the default colour is light blue.
8. Once saved you will be able to assign this tag.

Tag Availability Field Descriptions

Event: Allows the tag to be applied to an Event.

Media File: Allows the tag to be applied to a Media Download item.

Newsletter Article: Allows the tag to be applied to an Article.

Tag Overview

1. Log in to your Control Centre and select the Settings menu tab.
2. Once expanded, select Manage Tags.
3. You will be presented with an overview of the tags within your system. From here you can search for specific tags, filter tags based on usage and edit or delete a tag, by selecting the corresponding icon from the Actions column.

Restricted Tags

Using restricted tags is a great way to separate the public and staff only events in your Calendar. Rather than manage two Calendars, using restricted tags allows you to manage who has access to view certain events. Simply apply a restricted tag to all staff events in your Calendar to make them invisible to the rest of the community.

Restricted tags cannot be viewed on the public Calendar and can only be accessed using a specific URL (web address). These pages can also be password protected for further security.

If you are interested in using this feature, please see the following guide:
https://www.schoolzineplus.com/newsletter/article/205 

If you wish to accommodate a request from a community member to include their item in your newsletter, you can do this through the Noticeboard. A Noticeboard item can be displayed for as long as required, removing the need for them to be included in your newsletter content each issue.

Events will only populate at the bottom of your newsletter if you use the Noticeboard tag. By default any event using the Noticeboard tag, will also appear in your Calendar.

Please note: Events and Articles will NOT show in the bottom of the newsletters for clients using the Content Builder eNewsletter currently.

Removing Noticeboard Events from the Calendar

If you do not wish for events using the Noticeboard tag to appear in your Calendar, you are able to remove them so that they only appear in the Noticeboard section at the bottom of your newsletter.

1. Log in to your Control Centre and select the Settings menu tab.
2. Once expanded, select Account Settings.
3. Select the Newsletter tab.
4. Scroll down to the Noticeboard section and select the Hide Noticeboard Tag tick box.
5. Once saved your Noticeboard events will no longer display in your Calendar.

Changing the Noticeboard Title

As part of your template the Noticeboard section is named NOTICEBOARD. You are able to populate this section with your own custom title if you wish.

1. Log in to your Control Centre and select the Settings menu tab.
2. Once expanded, select Account Settings.
3. Select the Newsletter tab.
4. Under the Noticeboard section, change the Noticeboard Title as required.
   
5. Once saved you will be able to go to your newsleter and view the updated title.

To embed the Schoolzine Calendar on your own web page or portal you will need to copy the Calendar embed code from your Control Centre. Once you have the code, paste it into the HTML of your webpage or portal.

1. Log in to your Control Centre and select the Settings menu tab.
2. Once expanded, select Calendar Settings.
   Note: If you have more than one Calendar, select which Calendar you would like to embed by clicking the View details button in the Actions column.
3. Click on Embed Calendar.
4. Copy embed code from the text box and paste it into the HTML of your web page or portal. If you would like to have a link to the Schoolzine Calendar for your website or portal you can copy the Direct Link.

Calendar Embed Options

When embedding the Calendar, we provide a few options which change how the Calendar will display.

• Embed Code.
  The first box displays script, which is used for embedding. It will display Javascript by default. This is the recommended language. The script can be adjusted to an iFrame by selecting the iFrame option.
• Show Restricted.
  Selecting Show Restricted will display any events that have restricted tags. By default, events with restricted tags do not display on the Calendar.
• Direct Link.
  This is a direct link to the Calendar page.
• Event List.
  This option is used to customise the way the Upcoming Events Content Holder displays in the Side Panel. By default, it will display the events for the current month.

Secured Calendars

A Secured Calendar allows you to display events that are not intended to be viewed by your users. For example, you can create a secured Calendar to list staff events and then embed the secured Calendar on your staff portal.

To create a secured Calendar, you can use the Calendar embed code and select Show Restricted from the embed options. You can put the embed code on any of your webpages or staff portals.

Available below is a list of commonly asked questions and their associated answers.

If you can't find what you're looking for, or are interested in learning more about the Schoolzine Calendar for your account, please Contact Support.

I am unable to save my Event?

If your Event is not saving, make sure that all mandatory fields have been filled in, and with correct values. Common examples of missed fields are:

• Event Name
• Linked Calendar
• End Date of Event marked before the Start Date

Please Note: The Control Centre will mark all invalid fields in Red and display a simple tool tip to explain the error.

What is the difference between Event Summary and Event Content?

The Event Summary will display when a viewer selects your event on the Calendar. Due to the limited space available, the information included here should be a brief overview.

The Event Content will display on the Event Web Page itself, accessed from the Event’s direct URL. This is where your complete Event Information should be entered.

What if I only include the Event Summary OR the Event Content?

Not to worry, the Control Centre will automatically include the information in BOTH the Event Summary and the Event Content display areas if the information has only been included into one of the fields.

Can I import multiple events at the same time?

Multiple Events can be added using the Calendar Import Process. Create an Excel Spreadsheet with your event information and use the Import option on your Event Page to add these into the system. You can download our Event Import Template below:

Click here to download the Calendar Import Template

Please note: The format being used in your Excel Spreadsheet must match the template file EXACTLY. For example, if the time is input with lowercase pm instead of an uppercase PM, then the Event will be listed as an error and will not be included into the Control Centre.

How can I filter my Events?

Events can be filtered by using the Tags feature. Create and apply all relevant Tags for your Calendar, and viewers will be able to select the Tags they wish to filter by when viewing your Events.

What if my readers want to access our Events outside of the Schoolzine Calendar?

Viewers also have the option to Sync the Calendar Events to a personal calendar using the Cloud Sync Icon.

Viewers also have the option to Print the Calendar Events, using the Pint icon.

I have picked my Tag Colors, but my Calendar Text is very hard to read. How do I change the Text Color on my events?

The default colour of your text is WHITE and it is recommended to be left as default. However this can be adjusted by the Text Color field within your Calendar Settings.

Please Note: This will change ALL Tags text colours. It is recommended to adjust the Tag Color instead of the Text Color field if you are having trouble reading your Tags. Please see the below example

We are currently using a Google Calendar; Can I sync my events to Schoolzine?

Yes, there is a way to sync your events into the Calendar. This is done by creating a Feed Sync from your existing calendar to the Schoolzine Calendar.

Please note: that this is a One-Way Sync. Meaning that if you make changes in your Control Centre, it will not be updated on the calendar the sync is originating from and will be overwritten when the next automatic sync occurs.

Further information on how to set up a Calendar Sync can be found at the below guide:

Click here to view the Syncing External Calendars Guide

Can I apply multiple Tags when syncing from an external calendar?

No. Each sync can only have a single Tag applied to the Events.

If you are wanting to use the Tags feature more comprehensively, then we would recommend inputting the Events directly into the Control Centre. 

Do I need to create a new Calendar to display my Staff Events?

No you do not need to create a new Calendar to accomplish this.

The Schoolzine Calendar has the ability to have a Restricted View of the Calendar to display both Restricted Events, and Public Events. This will also keep a Public View to only show your Public Events.

How do I create a Restricted Tag?

To create a Restricted Tag simply select the Restricted check box when creating your Tag.

How do I create a Restricted View of my Calendar?

To create a Restricted View of your Calendar you will first need to create a Web Page to link your Calendar to. Then grab the Restricted Embed Code from your Calendar Setting page in the Control Centre

To see the full guide, please click the link below:

Click here to view the Creating a Staff Calendar Guide

What does the Calendar Default Color setting adjust?

This will adjust the color your Calendar Name displays as on the Calendar Overlay page.

My Recurring Event will not save? Error: This recurrence rule generates events that overlap.

This error displays when the event being created has had its dates input incorrectly. There is an example included below for how to input your information for a Recurring Event.

When creating a Recurring Event, your first section should be the Date range and Start/End time for the event. Outlined in Blue

The Second section should be used to outline how often this event would recur. Outlined in Red

Please see below two examples of an event that repeats daily from 9:00am -11:00am for a period of 1 Week. The First has the incorrect Date Range, while the Second has the Correct Date Range:

How do I include a supporting Flyer or Image for my Event?

Supporting Files can be included under the Event Content section when creating your Event. Simply use the Chose File option to select either an Image or a PDF to upload. These will be visible on both the Event Summary and the Event Page.

My Event only has a certain number of available seats. How can I control the number of bookings?

Bookings for events can be managed by creating Tickets for your event. These can be created using the Add Tickets button when viewing your event within the Control Centre.

For more information on creating Tickets, please refer to the full guide below:

Click here to view the Ticketed Events Guide

I have created my Paid Ticketed Event, but no one can book?

Paid Ticketed Events require a PayPal Merchant Account to be linked with the Control Centre. If this has not been completed, then no Paid Tickets can be processed through your Control Centre. Free Ticketed Events will not require this set up.

If you require further assistance with linking your PayPal Merchant Account to your Control Centre, feel free to contact our Support Team.

My Calendar defaults to a date that is not current?

This occurs when a calendar has been given a Default Start Date, or dates added to the Term Start/End Date. Simply edit you Calendar settings and either update these settings to the new dates or leave as blank to have the Calendar always updates to the current date.