Navigating the Calendar Interface

Calendar Navigation

Open the Calendar from Calendar in the left-hand menu, or go to the Calendar. The side panel lists the calendars you can show, and the bar at the top moves between dates and changes the view.

User Navigation

The Users section of the side panel lists every user whose calendar you can see, starting with your own. Tick or untick a user to show or hide their events. Which calendars you can see depends on your role:

Anyone who can manage calendar events on behalf of other users can see every user's calendar. See Managing Calendar Events on behalf of other Users. Only active users appear, and Support Workers and Auditors never appear in the list.

To find a user in a long list, select the search icon next to Users and type their name. Search only filters the users already in your list. It cannot show a calendar your role does not allow you to see.

To hide someone's events without removing them, untick the checkbox beside their name.

Hover over a user's name and open their actions menu to:

• Change colour: set the colour of that user's calendar. The colour you choose applies only to what you see.
• View only: show only that user's calendar, and hide every other user and external calendar.

Showing Each User's Own Event Colours

Normally every event on another User's Calendar is drawn in that User's single Calendar colour, so their whole day appears as one block of colour. If you book or manage appointments on someone else's behalf, you can instead see the individual colours they've given their own events.

Tick Show each user's own event colours, underneath the list of Users, to turn this on.

With this turned on:

• Any event that has a Colour Tag - the colour added to an event using the Add Colour Tag option when creating or editing it - is shown in that colour instead of the owner's Calendar colour.
• Events without a Colour Tag keep showing the owner's Calendar colour, so nothing is lost.
• A thin stripe in the owner's Calendar colour runs down the left edge of each colour-tagged event, so you can still tell whose Calendar it belongs to at a glance.
• Another user's Private events always show in the owner's Calendar colour, because their Colour Tag is hidden along with their other details.

The checkbox only appears when you can view more than one User's Calendar. If you can only see your own Calendar, there are no other Users' colours to show.

Participant Initials on Events

An event whose linked Task has a Participant shows that Participant's initials in a small coloured badge beside the event's name, in the daily, weekly and monthly views. Events without one show no badge.

The badge only shows to someone who can already see that Participant. A Private event still shows only Busy to everyone but its owner, and a Team Member with View all Participants turned off (see Roles & Permissions) only sees badges on their own Participants' events. The initials follow Participant Name Display, so they use the Preferred Name when that's set.

Weekly Navigation

Use the left and right arrows at the top of the Calendar to move back or forward one period: a day, a week or a month, depending on the view. Select Today to return to the current date. Weeks start on Monday.

The date next to the arrows shows the period you are viewing, such as Week of and the week's start date in the weekly view.

Monthly Navigation

To jump to any date, select the date next to the arrows to open a date picker. Use its arrows, or select the month or year, to move to another month or year, then select a day. In the weekly view, the Calendar shows the week containing that day.

To see a whole month at once, set View Mode to Monthly in the display settings. See Calendar View Options.

Other Calendars

The Other Calendars section of the side panel adds all-day entries for important Participant dates. Tick any of:

• Participant Birthdays
• Participant Plan Expiry: the end date of a Participant's plan.
• Participant Record Expiry: the expiry date of a Participant record.

These entries show only for Participants where you are the Primary Coordinator, or the Service Coordinator on a current plan service. Archived Participants are left out of birthdays and plan expiry. Your choices are remembered in the browser you set them in.

To open the Participant's profile, select the entry and then View Participant.

Calendar View Options

Select the display settings button (the sliders icon) at the top right of the Calendar to change how it looks. Your choices are remembered in the browser you set them in.