Working With Events

This article is for Administrators or those who have the “Event Administrator” role active in their member profile.

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Events Calendar

About the Events Calendar

The Events Calendar is designed for internal events within your organization. For example, training classes or staff meetings. Any scheduled “standby” or “community event” shifts should be placed on the main schedule.

To locate the Events Calendar, navigate to “Schedule > Events Calendar”. Alternatively, you can click the “Upcoming Events” header on the dashboard after logging in.

Creating an Event

  1. On the Events Calendar, use the “forward arrow” or “backward arrow” on the scheduling toolbar to navigate through the calendar as needed.
  2. Click the date for which you wish to create an event. For example, if you want to create an event for April 9, click the “9” at the top of the day.
  3. Enter the event information:
    • Title – required
    • Event Type – required
    • Description – required
    • Start Time & End Time – required
    • Location – optional
    • Private Event – checking this box will prevent non-eSchedule users from signing-up (see below).
    • Allow Sign-Up – checking this box will allow members to sign-up for the event. If you leave the box unchecked, members will be able to see the event, but not sign-up.
    • Event Contact – required
  4. Click “Update” or “Update and Close”.
  5. The screen will refresh and the event has been created.

Viewing / Editing an Event

  1. Locate the event on the Events Calendar.
  2. Click the event title.
  3. Update the event details as needed.
  4. Note: If an event is updated, an automated e-mail is not sent to all registered attendees.
  5. You will see additional fields below the event detail section:
    • Member Attendees – Internal members within your organization that have signed up for the event. If a member signs up, the box next to their name will be checked. However, any Event Administrator can update event attendees.
    • Non-Member Attendees – Non-internal members who have signed up for the event.
    • Add Non Member – You can manually enter an external individual who will be attending the event.
  6. Click “Update” or “Update and Close”.

Transferring an Event to Another Event Contact

  1. Locate the event on the Events Calendar.
  2. Click the event title.
  3. Update the “Event Contact” field.
  4. Click “Update” or “Update and Close”.
  5. Note: If an event contact is updated, an automated e-mail is not sent.

Deleting an Event

  1. Locate the event on the Events Calendar.
  2. Click the event title.
  3. At the bottom of the screen, click “Delete”.
  4. Click “Ok”.
  5. Note: If an event is delete, an automated e-mail is not sent to all registered attendees.

Print Roster

eSchedule offers the ability to download/print a roster prior to the start of the event. The roster can be used as a sign-in sheet and documentation of who actually attended the events. The roster document shows the following:

  • Event title
  • Event location
  • Event date & time (start and end)
  • Instructor name
  • List of all enrollees – Name, blank spot for a signature, agency, EMT #, clock in & clock out time

To Download/Print a Roster

  1. Locate the event on the Events Calendar.
  2. Click the event title.
  3. At the bottom of the screen, click “Print Roster”.
  4. eSchedule will prompt you to download/save a Word document. Once saved, you can print the roster.

Create Training Records

If your organization has the CME Module activated, you can export class attendees and information directly from the Events Calendar. See this article for more information (coming soon).

Print Certificates

After an event has ended, you can use the “Print Certificates” button to create personalized certificates for each attendee.

  1. Click “Print Certificates”.
  2. Download / save the Word document.
  3. Print the Word document.

Export to Time Clock

After an event is over, you can “export” information from the Events Calendar into the Timekeeping Module (time clock). This is useful in the case where all enrolled members are going to be paid for attending the event. Rather than having each member clock in / out for the event, you can use the “Export to Time Clock” feature to automatically add time to each member’s time card. This saves time and effort on everyone’s part.

Exporting to Time Clock

  1. Locate the event on the Events Calendar.
  2. Click the event title.
  3. At the bottom of the screen, click “Export to Time Clock”.
  4. At this point, the event information has been transferred to the “Multi-Punch” screen.
  5. Edit the multi-punch details as necessary and click “Clock In” at the bottom of the screen.

Notes:

  • All enrolled members for the event will be transferred to the multi-punch screen.
  • Prior to completing the process, verify that all members were actually present for the event and that they should be paid appropriately for the event.

Embedding Events Calendar on Public Website

eSchedule offers the ability for you to embed your events calendar on a public website. This would allow non-members the ability to sign-up for an event. This is useful if you’re hosting a class within your organization and you’d like to allow members from the general public to sign-up.

To setup, navigate to “Administration > Generate Public Calendar Link”. Copy the link provided and paste it into your website’s HTML code. This will make the calendar appear full size in the middle of the current page the link is posted on.

Signing Up for an Event

This article is for all eSchedule users. It applies to any member who will be signing up / enrolling in an event via the Events Calendar feature.

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Signing up for Events

About the Events Calendar

The Events Calendar is designed for internal events within your organization. For example, training classes or staff meetings. Any scheduled “standby” or “community event” shifts should be placed on the main schedule.

To locate the Events Calendar, navigate to “Schedule > Events Calendar”. Alternatively, you can click the “Upcoming Events” header on the dashboard after logging in.

Signing Up for an Event

  1. On the Events calendar, locate the event you wish to sign-up for.
  2. To view details for the event, click the event title.
  3. To sign-up for the event, click the “green circle” icon next to the event title (on the calendar).
  4. The screen will refresh and the icon next to the event title will turn red. You have now successfully signed up for the event.
  5. At this point, the member will receive an e-mail confirmation (assuming “Event Notifications” are activated within the member profile). Additionally, the individual who created the event will also receive an e-mail notification.

Important:

  • Events you sign-up for are in no way connected to any scheduled shifts. If you sign-up for an event, any currently scheduled shift for the same date/time will remain.
  • Events will not appear on the “My Schedule” screen.
  • Events will not appear in the “iCal feed“, on your personal calendar software (Outlook, Google Calendar, etc.).
  • If an event is updated or canceled, an automated e-mail is not sent to all registered attendees.

Removing Yourself From an Event

  1. On the Events Calendar, locate the event you wish to remove yourself from.
  2. Click the “red circle” icon next to the event title.
  3. The screen will refresh and the icon next to the event title will turn green. You have now successfully removed yourself from the event.
  4. At this point, the member will receive an e-mail confirmation (assuming “Event Notifications” are activated within the member profile). Additionally, the individual who created the event will also receive an e-mail notification.

User Types / Roles

User Type Options

Administrator

“Super User”. This member has the ability to update the schedule and user profiles. Typically, the only other role this member requires is the Time Clock Administrator (if the Time Clock Module is activated).

Scheduler

This user has the ability to update the schedule, but not modify a user’s profile. Additional roles that are typically granted to this user are: PTO Approval, Shift Bid/Request Approval & Swap/Trade Approval.

Basic

Typical member or employee account. Generally, additional roles are not added to this account.

View Only

This member can only view this schedule. This member cannot clock in, bid on, sign-onto nor trade shifts.

System Account

This is a special user type which is used to close out or block out a shift. For example, on a shift that operates Monday thru Friday, you would block out Saturday and Sunday. This account can also be used to sign-up multiple shifts at the same time.

Scheduling User Roles

Shift Bid/Request Approval

For organizations that have shift bidding active, this role grants the ability for a member to approve/reject shift bids. They will not be able to make updates to the schedule, however.

Swap/Trade Approval

For organizations that have shift swaps active, this role grants the ability for a member to approve/reject shift swaps. They will not be able to make updates to the schedule, however.

View All Bids

Used to give a Basic user “view only” access to all bids including pending, accepted and rejected. Employee can only interact with bids they’ve submitted (e.g. Cancel).

View All Swaps

Used to give a Basic user “view only” access to all swaps/covers including pending, accepted and rejected. Employee can only interact with swaps they’ve submitted (e.g. Cancel).

Department Administrator

Can update shifts and member profiles, only for members within their ‘department’.

Time Clock User Roles

Time Clock Administrator

Ability to update all time cards for all members.

PTO Approval

Approve/reject PTO requests.

Time Clock Supervisor

Allows for time card manipulation within a ‘department’. Can not approve PTO.

Multi-Department Time Clock Supervisor

If activated, you’ll have another field available in the Time Clock Supervisor’s profile called “Other Departments”. The “Departments” field is then re-labeled as “Home Department”. On the Time Card screen, a Time Clock Supervisor can then toggle the departments they have been assigned.

Time Clock Supervisor – PTO Approval

Can approve PTO within a ‘department’.

Career Time Clock Administrator

Can update time cards for career staff.

Volunteer Time Clock Administrator

Can update time cards for volunteer members.

View Time Clock Reports

Read-only access to the following reports:

  • Missed Shift Report
  • On Shift Report
  • Punch Report

Restricted Time Clock Administrator

A restricted Time Clock Administrator can update everyone’s timecard but their own.

Enter Time

Allows access to the Enter Time feature from any location.

Clock In & Out from Anywhere

Allows an employee access to clock in & out from anywhere. The employee’s access will not be restricted by IP address, MAC address, Computer Name or Biometric.

Clock In Without Fingerprint

For organizations using a biometric fingerprint scanner. Allows a member to clock in (from authorized computers) without using the bio scanner.

Lunch Deduction: 30/45/60 mins

Automatically deduct lunchtime from scheduled shift.

Run Accruals

Allows access to run PTO accruals.

Form Designer User Roles

By default, all Administrators have access to create, update, and delete form templates. If you wish to give access to a Basic user, utilize the following roles:

Form Designer – Create Template

Employee can create new form templates.

Form Designer – Delete Template

Employee can delete form templates.

Form Designer – Update Template

Employee can update/edit form templates.

Other User Roles

Event Administrator

Any member can be granted this access in addition to their standard role. If activated, this member will be able to create and edit events within the Events Calendar.

Document Administrator

Any member can be granted this access in addition to their standard role. If activated, this member will be able to do the following within the Document Library:

  • Upload files
  • Create folders
  • Rename/update files & folders
  • Delete files & folders
  • Setup/update security for folders

Vehicle Administrator

For organizations using the Vehicle Maintenance Module. This role grants the ability for a member to administer the Vehicle Maintenance Module (add vehicles, view records, set preventative maintenance alerts, etc.).

VIP Administrator

For organizations using the VIP / Reward Points Module. This role grants the ability for a member to administer the VIP / points program.

Message Membership

Allows a member (who is not an Administrator) access to the “E-Mail Membership” screen.

Administrator Reports Only

View-only of the certain reports.

CME Administrator

For organizations using the CME Module. This role grants the ability for a member to administer the CME module (classes, instructors, etc.).

Training Coordinator

Allows member full access to the “Member Report”, even for those members have opted out of having their information viewable within the member profile.

  • Member Report

Department Training Coordinator

Allows access to the following within a specific ‘Department’:

  • Training Report
  • Recertification Report
  • Certification Expiration Report
  • Certification Matrix