The Calendar page consists of a calendar which displays a monthly view of any events or holidays that are booked into the system. The user can also create, edit or delete events using this calendar view.

  1. The terms that have been set up for the current year are displayed in this legend showing the term name and term colour. For more information on setting up terms, please refer to the System Settings -> Terms/Funding documentation on the Support Portal.
  2. The calendar automatically opens on the current month. The user can change to the previous or following month by clicking these arrow buttons.
  3. This tick box enables the user to view staff absences. These will be displayed in red if they are awaiting approval. Once an absence has been approved, a holiday will be marked as blue, a late start will be marked as green and an early finish will be marked as purple. It will also show the name of the staff member and the type of absence.
  4. The user can also change the month they are looking at by clicking on the 'Show Calendar' button. This will open a calendar from which the user can select the required date.
  5. The calendar is coloured depending on the term the user is viewing, as seen in the Terms legend. Nursery holidays are displayed in light green along with the name of the holiday.


Creating an Event

The user can create an event, such as a holiday, by clicking on the required date in the calendar. If the holiday spreads over more than one day, the user can click on the first date and then drag their cursor to the final date. This will open a ‘Create – Event’ form in which the user can enter details about the event.

  1. The name of the event can be entered in this field.
  2. A description of the event can be entered in this field.
  3. The start date of the event can be entered here. By default, this will be the date the user clicked on to create the event. The user can change the date by clicking on the field and selecting the required date from the calendar that appears.
  4. The finish date of the event can be entered here. If the user only clicked on one date to create the event, this field will be set to the same as the start date. If the user dragged their cursor to create a multi-day event, this value will be set to the date the user dragged their cursor to. The user can manually change the date by clicking on the field and clicking the required date from the calendar that appears. A holiday cannot be booked such that it spans a weekend, i.e. a holiday can’t be booked from Thursday to Tuesday. Instead, the user must book the holiday from Thursday to Friday and then Monday to Tuesday. Similarly, a holiday cannot be booked such that it spans two years. For example, if the user would like to book a holiday from 29th December to 3rd January, they must book the holiday from 29th to 31st December and then 1st to 3rd January.
  5. This tick box allows the user to mark this event as a holiday. If the user ticks this box, the ‘percentage of rates to be charged’ fields and the two tick boxes below will appear.
  6. The percentage of the session rate to be charged to the parent can be entered here. For example, a value of 50.00 would mean the parent is charged 50% of the usual session rate during that holiday. A value of 0.00 would mean there is no charge for the session. This is marked on the invoice with the reduced rate:
  7. The percentage of the products/services rate to be charged to the parent can be entered here. For example, a value of 40.00 would mean the parent is charged 40% of the usual product/service charge during that holiday. A value of 0.00 would mean there is no charge for the product/service. This is marked on the invoice with the reduced rate:
  8. These tick boxes are used to indicate whether funding is applicable for this holiday and whether this is a staff holiday. The staff holiday box will automatically be ticked, meaning the hours will be deducted from the staff members’ holiday entitlement. This can be unticked so that the holiday is not deducted from their entitlement.
  9. Once the user has entered all the necessary information, they can click the ‘Save’ button to add the holiday to the calendar.


Editing an Event

The user can also edit an existing holiday by double clicking on the holiday to open an ‘Edit – Event’ form.

  1. The user can edit the name of the holiday in this field.
  2. The user can edit the holiday description in this field.
  3. The user can edit the holiday start date by clicking on this field and selecting the required date from the calendar that appears.
  4. The user can edit the holiday finish date by clicking on this field and selecting the required date from the calendar that appears.
  5. The user can tick or untick this tick box to indicate whether this event should be marked as a holiday.
  6. The user can edit the percentage session rate to be charged in this field.
  7. The user can edit the percentage product/service rate to be charged in this field.
  8. The user can use these tick boxes to indicate if funding is applicable or if the event is a staff holiday. If the event is marked as a staff holiday the hours will be deducted from the staff members’ entitlement.
  9. The user can click the ‘Update’ icon to save the changes they have made to the event details. Alternatively, the user can click the ‘Delete’ icon to remove the event from the calendar.