# Calendar Events and Tasks Source: https://docs.astalty.com.au/guide/calendar/using-the-calendar/calendar-events-and-tasks > Create calendar events and tasks by clicking and dragging on the calendar. Astalty Premium - This feature is part of the Astalty Premium plan. See What Premium includes. Create, edit, repeat and delete Calendar events, and link them to tasks. Admins, Managers and Team Members can manage their own events. To manage other users' events, see [Managing Calendar Events on behalf of other Users](#managing-calendar-events-on-behalf-of-other-users). ## Creating a Calendar Event/Task Click the time you want the event to start and drag to where it should finish. In the monthly view, click a day to start a 9am to 10am event. The event form opens with that time, and you can adjust it there. ![The Calendar in weekly view, with a time range on Tuesday selected by clicking at 12pm, marked 1, and dragging down to 2pm, marked 2.](https://docs.astalty.com.au/assets/non-integrated-calendar-click-and-drag-for-an-event-.png) An event must start and finish on the same day. ## Event Creation The event form has these options: | Option | What it does | | ------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **Title** | Required. With a linked task, it is also the task's name. | | **Event Owner** | Only shown if you can manage events on behalf of other users. Chooses whose calendar the event belongs to. | | **Event time** | The start and finish times. | | Repeat | Shows **Does not repeat** until you select **Edit** beside it. See [Repeating Events](#repeating-events). | | **Public** or **Private** | Who can see the event's details. See [Public Vs. Private](#public-vs-private). | | **Add Attendees** | Invite people and add a video meeting. Only shown when your main external calendar supports meetings, including when you create an event for someone else. See [Google](https://docs.astalty.com.au/guide/calendar/using-the-calendar/creating-an-event-using-the-google-calendar-integration) or [Outlook](https://docs.astalty.com.au/guide/calendar/using-the-calendar/creating-an-event-using-the-outlook-calendar-integration). | | **Add Location** | See [Add Location](#add-location). | | **Add Colour Tag** | Colours the event on your calendar. Others see the colour only if they turn on [Show each user's own event colours](https://docs.astalty.com.au/guide/calendar/using-the-calendar/navigating-the-calendar-interface#showing-each-users-own-event-colours). | | **Details** | A description of the event. With a linked task, it becomes the task's first note. | | **Create linked Task** | Creates a task with the event. See [Task Creation](#task-creation). | ![The Calendar with the new event form open beside the week, with numbered markers on 1 Title, 2 the Public and Private options, 3 Add Location, 4 Details and 5 Create linked Task, above the Create button.](https://docs.astalty.com.au/assets/cal1.png) Select **Create** to add the event to the Calendar. If you have a main external calendar, Astalty also sends the event there. See [Seeing Your External Calendar In Astalty](https://docs.astalty.com.au/guide/calendar/calendar-set-up/external-main-linked-calendar-settings). ## Public Vs. Private Events are **Public** unless you choose **Private**. - **Public**: anyone who can see your calendar sees the event's title and details. - **Private**: everyone else who can see your calendar sees only **Busy** at that time, with no details. This includes users who manage events on your behalf. Use it for personal appointments. You always see the full details of your own events. An event with a linked task is always public in Astalty, so colleagues can see what the task is for. If you have no main external calendar, the **Public** and **Private** options are unavailable once you add a linked task. If you do have one, your choice sets only whether the copy in Google or Outlook is marked private. ## Add Location Select **Add Location** and start typing an address, then choose it from the suggestions. The location is saved to the event and included in the copy sent to your main external calendar. ## Repeating Events Select **Edit** beside **Does not repeat** and choose how often the event repeats: daily, weekly or fortnightly on the event's weekday, monthly on the same weekday of the month (for example, the second Tuesday), annually on the event's date, or every weekday (Monday to Friday). These options end the series about a year from today. For any other pattern, choose **Custom...** to set how often it repeats, which days, and when it **Ends**: **On** a date or **After** a number of occurrences. Every repeating event must have an end. - Each occurrence is its own event. When you edit, move or delete one, choose **This event** or **This and following events**. Moving an occurrence to another day is available for **This event** only. - The repeat pattern cannot be changed after the event is created. - With a linked task, each occurrence gets its own task, and **Completed** cannot be ticked when you create the series. ## Task Creation Select **Create linked Task** to create a task with the event. The task belongs to the event owner and appears on their task board. Its name is the event's **Title**, and the event's **Details** become the task's first note. ![The new event form on the Calendar, with the Create linked Task button highlighted below Details.](https://docs.astalty.com.au/assets/link.png) In **Task Details** you can set: - A Participant. Choosing one is what lets you pick a Charge Item, additional charges and an SMS reminder, and shows the Participant's initials on the event. See [Participant Initials on Events](https://docs.astalty.com.au/guide/calendar/using-the-calendar/navigating-the-calendar-interface#participant-initials-on-events). - A Charge Item. Once you've picked one, Astalty shows its [Funding Utilisation](https://docs.astalty.com.au/guide/tasks/creating-tasks#funding-utilisation) underneath. - The task's duration, which starts as the event's length. - A check-in type (phone, SMS, email or face to face). Only available for events dated today or earlier, and only once you have written **Details** to use as the note. - **Billable**, ticked by default, and **Completed**. > **SMS reminders for appointments** > > If your organisation uses SMS, each appointment with a linked Participant has a **Send SMS reminder for this event** toggle so you can text the Participant ahead of time. See [Calendar Appointment Reminders](https://docs.astalty.com.au/guide/settings/sms-reminders#calendar-appointment-reminders) to set them up. ![The event form on the Calendar with Details entered, and the Task Details section highlighted, showing the Participant Elena Marchetti, the SC-L2 Charge Item with its funding utilisation, a Duration of 120 minutes, Billable ticked and Completed unticked.](https://docs.astalty.com.au/assets/non-integrated---creating-a-task-with-an-event-.png) ### Additional Charges When creating a linked Task, you can add extra Charge Items alongside the main session Charge Item. This is useful for capturing supports such as travel or kilometres on the same appointment. Add these under the **Additional charges** section of the Task Details and set the quantity for each charge (for example, the number of kilometres travelled). ![The Task Details panel on a calendar event showing an Additional charges section with the Kilometres - Level 2 Coordination charge item and a quantity of 12 units.](https://docs.astalty.com.au/assets/calendar-task-additional-charges.png) Additional charges are scoped to the selected Participant. If you change the Participant on the Task, any additional charge selections are cleared so you can choose the charges relevant to the newly selected Participant. > **Recurring appointments** > > For recurring appointments, any additional charges you add are automatically copied to every session generated by the recurrence - you only need to set them up once. A linked task shows a calendar icon on the task board, which opens its event. You cannot change a linked task's date or time from the task board. ![The task board with an arrow pointing to the linked Progress report task under Tuesday 27/10/2026, showing its calendar icon and a highlighted tooltip saying the task is linked to a Calendar Event and its date must be changed from the Calendar.](https://docs.astalty.com.au/assets/task-board-for-linked-event.png) To change it, drag the event to a new date or time on the Calendar, or edit the event. The linked task moves with it. ![The Calendar in weekly view showing the Progress report event on Thursday from 12 to 2pm, alongside the other events that week.](https://docs.astalty.com.au/assets/moving-event.png) ![The task board with an arrow pointing to the linked Progress report task, with its calendar icon, listed under Thursday 29/10/2026.](https://docs.astalty.com.au/assets/task-board-after-moving-an-event.png) Renaming the event also renames the linked task, as long as the task's name still matches the event's previous name. If the task was renamed separately - on the task board, for example - it keeps that name, and a later event rename does not override it. Changing only the date or time never renames the task. On a recurring event, this follows whichever edit scope you choose - **This event** or **This and following events** - and each occurrence is checked against its own previous name. Deleting an event keeps its linked task unless you tick **Delete linked Task**. See [Delete Event](#delete-event). ![The Delete Calendar Event dialog asking you to confirm the deletion, with an unticked Delete linked Task checkbox, and Cancel and Delete buttons.](https://docs.astalty.com.au/assets/delete-event-alert-non-integration.png) ### Create New Tasks for Existing Events You can create a linked Task for an existing event that does not have one. Select the event, then select the **Actions** menu and **Create Task**. **Create Task** is unavailable for a **Private** event and for an event that already has a linked task. ![The Calendar with an event selected and its details card open, with an arrow pointing to the Actions menu and Create Task highlighted above Clone Event, Delete Event and Audit Trail.](https://docs.astalty.com.au/assets/calendar-create-task-2.png) From there you can select the Participant, service, check-in type, pretick the billable and completed status, and add in any notes before saving it. The task is assigned to the event owner. ![The Create Task for Calendar Event dialog with the event's Name filled in, a Participant, the Team Member greyed out, a Charge Item with its funding utilisation, a Duration, notes, the face to face check-in type selected, Billable ticked, and the Create and open button.](https://docs.astalty.com.au/assets/calendar-create-task-3.png) Once saved, select the event and then **View Task** to open the linked Task. ![The details card of a selected event labelled Event & Task, with the View Task button highlighted beside the event name.](https://docs.astalty.com.au/assets/calendar-create-task-4.png) If you can manage calendar events on behalf of other users, you can also do this on their events. Show their calendar, select the event, then select **Actions** and **Create Task**. ![The Calendar with another user ticked and highlighted in the Users list, one of their events selected, and arrows leading to the Actions menu with Create Task highlighted.](https://docs.astalty.com.au/assets/calendar-create-task-5.png) **Create Task** also works on events from your external calendar. It creates a separate task with the event's title, date and duration, which is not linked to the external event. ## Creating an Event From a Task To put an existing task on the Calendar, open the task and select **Actions** > **Create Calendar Event**. Enter the event details and select **Create**. The task becomes the event's linked task and moves to the event's date and time. Only the task's owner can do this, and only for a task without a linked event. ## Editing an Event Select an event and then **Edit**. You can edit your own events, and other users' events if you manage events on their behalf. Events from your external calendar cannot be edited in Astalty. You can change the title, time, **Public** or **Private**, location, colour tag, details and SMS reminder. If your main external calendar supports meetings, you can also add a video meeting. You cannot change the event owner, the attendees or the repeat pattern after the event is created, and a video meeting cannot be removed once added. You can also drag an event to a new time, or drag its bottom edge to change its length. - If the event has a linked task and its length changes, Astalty asks whether to update the task's duration to match. - An event whose linked task has invoiced charges cannot be edited or moved. - If the event was sent to an external calendar, your changes go to that original copy. Changing the owner's main calendar does not move an existing event. ## Cloning an Event To create a similar event, select an event and then **Actions** > **Clone Event**. A new event form opens with the same title, details, visibility, location, colour tag, attendees, video meeting and linked task details, and the same length. It starts now if today is in view, or otherwise at the original event's time. Adjust the date and time, then select **Create**. The repeat pattern is not copied. You can clone any Astalty event you can see. Cloning someone else's **Private** event copies only what you can see of it. ## Delete Event Select the event, then **Actions** > **Delete Event**, or select **Delete** in the event's edit form. Deleting an event cannot be undone. ![The Calendar with an event that has a linked task selected, its Actions menu open showing Create Task greyed out and Delete Event highlighted.](https://docs.astalty.com.au/assets/calendar-create-task-6.png) Before you confirm with **Delete**: - If the event was sent to an external calendar, **Remove from** and the calendar's name is ticked, so the copy in Google or Outlook is deleted too. Untick it to keep the external copy, including when deleting **This and following events** from a repeating series. If the event is still being sent to the external calendar, wait for that to finish before deleting. - If the event has a linked task, tick **Delete linked Task** to delete the task as well, with its notes, charges and documents. This cannot be undone. A task with invoiced charges cannot be deleted. Leave it unticked to keep the task. - For a repeating event, choose **This event** or **This and following events**. ![The Delete Calendar Event dialog with the Delete linked Task checkbox highlighted and an arrow pointing to the Delete button.](https://docs.astalty.com.au/assets/calendar-create-task-7.png) > **Deleting Recurring Events with Linked Tasks** > > Decide carefully whether to tick **Delete linked Task** when deleting a repeating event. Once the events are deleted, their linked tasks cannot be deleted in bulk. ## Managing Calendar Events on behalf of other Users The **Can manage calendar events on behalf of other users** permission lets an Admin or Manager: - See every user's calendar. - Create events for another user, using the **Event Owner** field. - Edit, move and delete other users' events. - Create linked tasks on other users' events. It is off by default for Admins and Managers. The Account Owner always has it. Team Members and Support Workers cannot be given it. ![The Calendar with the new event form open and the Event Owner dropdown highlighted, set to Helena Grimes, a different user from the signed-in Admin User, whose name is highlighted at the bottom of the left-hand menu.](https://docs.astalty.com.au/assets/manage-other-users-calendar-events-guide.png) When you create an event for someone else, choose them in **Event Owner**. Support Workers cannot own events, and the owner cannot be changed after the event is created. The event is sent to the owner's main external calendar, and a linked task is assigned to the owner. **Add Attendees** and the video meeting option also follow the selected owner's main calendar. If they have no main calendar, or it does not support meetings, those options are unavailable. To turn it on, open the user in [Users](https://app.astalty.com.au/users), go to their **Permissions** tab and tick **Can manage calendar events on behalf of other users**, as described in [Updating Roles and Permissions](https://docs.astalty.com.au/guide/roles-and-permissions). ![The Update User Permissions drawer listing Available Permission Changes, with the Can manage calendar events on behalf of other users checkbox highlighted.](https://docs.astalty.com.au/assets/manage-other-user-events-permissions-guide.png) ### Owner Notifications Creating or moving another user's event notifies them. They get a notification in Astalty with a link to the event; for a move, it also shows the new and previous time, who moved it, and whether the change covers this event or this and all following events. If your business has **Send an email to the assignee** switched on - see [Assignment Notifications](https://docs.astalty.com.au/guide/settings/tasks-notes-settings#assignment-notifications) - they also get an email. Renaming an event, or changing its colour, location or description, does not notify anyone, and moving your own event never does either. A repeating series sends one notification for the whole series, not one per occurrence.