Purpose Statement
This article explains how to navigate and complete the General Event Information when adding an event in the Events & Activities module.
General Event Information defines the core details of an event, including its name, type, date and time, location, attendees, attachments, and applicable checklist items.
Background Information
Events are created from Events & Activities > Daily Operations, which opens the calendar view.
The Add Event option is available from any of the three calendar views. When creating an event, certain information is required, while additional fields and options can be configured based on the needs of the event.
Event templates and quick links configured in Event & Activity Setup may also determine what information, including checklist items, is added to an event.
Required Permissions
Users must have access to the Events & Activities module and the functionality required to create and manage events.
The provided training content does not identify a specific named permission required to add or complete an event. If a user cannot access Add Event or modify event information, an agency administrator should review the user's assigned role and permissions.
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Step-by-Step Guide
1. Navigate to the Calendar
From the module stack, select Events & Activities.
Select Daily Operations.
The system opens the Calendar view.
2. Add an Event
Select Add Event.
The Add Event option is available from any of the three views.
3. Select a Quick Link, if Applicable
At the top of the event, available quick links configured through Event & Activity Setup can be used to help create the event.
Depending on how the event template is configured, selecting a quick link may determine whether checklist items are added to the event.
4. Enter the Required Event Information
Enter an Event Name.
Select an Event Type.
Both the event name and event type are required.
Enter or verify the required:
- Start Date and Time
- End Date and Time
These values can be edited as needed.
5. Configure Event Options
Enable the applicable event options based on the event's requirements.
Available options covered in this workflow include:
- Requires a Status Update: Requires the event to have a completed status at the end of the event.
- Allow Clock In Attendance: Used when applicable to Scheduling and Payroll.
- Make Recurring: Allows the event to recur.
- All Day Event: Configures the event for the entire shift.
6. Select Stations and Shifts
Select the applicable Stations for the event.
Select the applicable Shifts.
7. Enter the Event Location and Notes
Enter an Address when applicable.
Add any relevant information in the event's Notes field.
8. Add Associated Apparatus
Add any Associated Apparatus that should be connected to the event.
9. Enter Event Attendees
Enter the number of attendees for the event using the available age categories:
- Young Children, ages 0–5
- School-Aged
- Adults
- Senior Adults
Use the plus (+) and minus (-) controls or enter the values directly.
As attendees are entered, the system automatically calculates the total number of attendees.
10. Add Attachments
Add any applicable Attachments to the event.
Attachments can be used to include supporting information or files associated with the event.
11. Complete Checklist Items
Review any Checklist items included with the event.
Complete all required checklist items.
If checklist items are required, the event cannot be completed until all applicable checklist items have been answered.
12. Complete the Event
Once all required information and checklist items have been completed, select Complete.
Select Mark as Complete to confirm.
The event is now marked as completed.
Best Practices
- Use a descriptive Event Name so users can quickly identify the event on the calendar.
- Verify the Event Type before proceeding, especially when event templates or checklists are associated with specific types.
- Review the start and end dates and times carefully before completing the event.
- Select the appropriate stations and shifts to accurately associate the event with the applicable personnel.
- Use Notes to document relevant information that is not captured elsewhere in the event.
- Enter attendee counts accurately when tracking participation or community engagement.
- Review all checklist items before attempting to complete the event.
- Add applicable apparatus and attachments to keep supporting event information together.
Troubleshooting & FAQs
Why can't I complete the event?
Review the event for incomplete required information. If the event contains checklist items, all required checklist items must be answered before the event can be completed.
What information is required when creating an event?
The workflow identifies the Event Name, Event Type, Start Date and Time, and End Date and Time as required information.
What does Requires a Status Update do?
When enabled, this option requires a completed status at the end of the event.
What is Allow Clock In Attendance used for?
The training identifies this option for agencies using Scheduling and Payroll.
Can an event cover an entire shift?
Yes. Enable the All Day Event option to configure the event for the entire shift.
Can I create a recurring event?
Yes. Use the Make Recurring option. Refer to the Knowledge Base article covering recurring events for additional information.
How is the total number of attendees calculated?
Enter attendee counts in the applicable age categories using the plus and minus controls or by entering the number directly. The system automatically calculates the total as attendee values are added.
Why did a checklist appear on my event?
Based on the training workflow, event templates configured through Event & Activity Setup can determine whether checklist items are added to an event.