Purpose Statement

The Activities Log Calendar Overview provides a comprehensive monthly calendar interface for viewing, filtering, and managing all department activities and events. This view enables users to visualize activities across multiple modules in a traditional calendar format, apply advanced search filters, export calendar data, and participate in events through the integrated signup functionality.

Background Information

The Calendar Overview serves as a visual planning tool that displays activities and events from all First Due modules in a monthly calendar layout. This view is particularly valuable for department planning, shift management, and activity coordination as it provides a clear visual representation of departmental operations over time.

The calendar integrates shift scheduling with color-coded bars, highlights the current day for easy reference, and includes advanced filtering capabilities to help users focus on specific types of activities or date ranges. Additionally, the calendar supports event participation through built-in signup functionality and offers export options for sharing schedules with external systems or personnel.

Required Permissions

Based on the system permissions structure, users need the following permissions to access and utilize the Activities Log Calendar Overview:

Required for Basic Calendar Access:

• Events > General > Events
• Events > General > View Activities

Note: Users will only see activities from modules they have permission to access. Signup functionality is only available for events configured as signup-eligible by event creators.

Video

Step-by-Step Guide

Accessing the Activities Log Calendar View

1. Navigate to the Events and Activities Module
   • From the main navigation menu, select "Events and Activities"
     
   • Select "Activities Log" from the module options
     
     
     
     
     
2. Switch to Calendar View
   • Select the "Calendar" tab to access the monthly calendar interface
     

Using Search and Filter Functions

1. Access Filter Options
   • Locate the search and filter area at the top of the calendar interface
   • Review available filter fields and search options
     
2. Apply Filters
   
   • Use dropdown fields (indicated by dropdown arrows) to filter by specific criteria
     
     

     Note: If the Module field is left empty, results will display activities from ALL modules (same as selecting "All")
3. Perform Keyword Searches
   • Enter keywords in blank search fields to search within specific data points
     
4. Execute Search
   • Click the "Search" button to apply filters and display filtered results in the calendar
5. Reset Search Criteria
   • Click the "Reset" button to clear all search and filter criteria and return to full calendar view
     

Understanding Calendar Visual Elements

1. Identify Current Day
   • The current day is highlighted in yellow for easy identification
2. Review Shift Display
   • Shifts appear as color-coded bars on the calendar
   • Colors are defined according to your department's shift schedule configuration
     
     
     
     
     
3. Navigate Month Views
   • Use calendar navigation controls to move between different months
   • View activities across extended time periods for planning purposes
     

Exporting Calendar Data

1. Access Export Options
   • Locate the export functionality in the calendar interface
     
   • Generate a link that can be shared with others for integration with external calendar applications or calendar sharing with team members
   • Use iCal links to import department calendar into personal calendar applications
     

Participating in Events Through Signup

1. Select an Event
   • Click on any event displayed in the calendar
   • A popup window will appear with event details and available actions
2. Review Available Actions
   • Info icon (i): Navigate directly to the event or activity
   • Trash can icon: Delete the event (based on permissions)
   • X icon: Close the popup window
     
     
     
     
     
3. Sign Up for Events (If Eligible)
   • Look for the "Sign Up" button in the event popup (only appears for signup-eligible events)
   • Click "Sign Up" to request participation
     
   • A confirmation modal will appear
     
   • Confirm your signup request to submit it for approval
     
     
     
     
4. Understand Approval Process
   • The system automatically notifies the event creator of your signup request
   • Event creators can accept or deny requests based on department processes
   • You will receive notification of the approval decision
     

Managing Your Event Participation

1. Cancel Event Signup (If Needed)
   • Select the same event again from the calendar
   • Click "Cancel Signup" in the event popup
   • Optionally enter a reason for cancellation
   • Click "Cancel Signup" to confirm the cancellation
2. Understand Signup Restrictions
   • If your signup request is denied, you cannot resubmit a request for that same event
   • Event creators and admins can view status changes within the event details
     

Best Practices

Do's

• Use the monthly calendar view for long-term planning and scheduling coordination
• Apply filters to focus on specific modules or activity types when the calendar becomes crowded
• Take advantage of export options to share calendars with external stakeholders
• Submit event signups early to ensure consideration before capacity limits are reached
• Use the current day highlighting (yellow) to maintain awareness of today's activities

Don'ts

• Don't forget that leaving the Module filter empty displays ALL activities from all modules
• Don't attempt to sign up multiple times for the same event after being denied
• Don't ignore the color-coded shift bars when planning activities around shift schedules
• Don't cancel event signups at the last minute unless absolutely necessary

Tips & Recommendations

• Combine calendar view with other Activities Log views (List and Daily) for comprehensive activity management
• Use keyword searches in combination with dropdown filters for precise event location
• Set up external calendar integration using iCal links to keep personal calendars synchronized
• Monitor shift color-coding to avoid scheduling conflicts with shift assignments
• Provide clear, professional reasons when canceling event participation
• Use shareable URLs for quick calendar distribution during meetings or briefings

Related Articles

1. Events & Activities: How to Sign Up for Events
2. Events & Activities: Activities Log List Overview
3. Events & Activities: Activities Log Daily Overview