> For the complete documentation index, see [llms.txt](https://help.steeple.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.steeple.com/en/events/application-events.md). # Calendar Application — Calendars and Events {% hint style="success" icon="party-horn" %} **The Events app becomes Calendar!** A new name for new possibilities: **calendars** that everyone creates and shares, a true **calendar view** (week, month, year) and **recurring events.** Nothing is lost: your events, participations, birthdays, and seniority anniversaries are still there. {% endhint %} ### What changes | Before (Events) | Now (Calendar) | | --------------------------------------------------------- | ------------------------------------------------------------------------- | | A single list of events | Some **calendars**, sorted by category, in a sidebar | | Visibility was chosen event by event | Visibility is handled by the**calendar** (access rights and write rights) | | A chronological list | Two display options: **List** or **Calendar** (week, month, year) | | No repetition: recurring events had to be entered again | **Recurrence** : daily, weekly, monthly, yearly… | | A separate "Past Events" page | The past loads into the list, simply by scrolling up | | Birthdays and seniority anniversaries had their own pages | These are two **calendars**, at the top of the sidebar | ### Overview **Calendar** is Steeple's event management application. It lets you organize company events (meetings, ceremonies, seminars, on-call shifts, room bookings, etc.) in shared calendars, collect participations, and display employees' birthdays and seniority anniversaries. The application is accessible from the Steeple main menu. If it does not appear, check its visibility in **Administration** > **Applications**. ### Calendars A calendar groups together events of the same kind and decides **who sees them** and **who can add them**. Some examples: "Loire Room", "Reception desk duty", "Seminars", "CSE meetings", "Vehicles". Each calendar has a color: this color is used for its events in the calendar and in the list. #### Create a calendar From the **Calendars**page, click **New calendar**. Creation is open to all employees. * **Name** (required) * **Color** (optional) — by default, a color is assigned automatically * **Categories** (optional) — to sort calendars in the sidebar; multiple choices possible * **Access rights** (required) — the communities and employees who can see the calendar and its events * **Write rights** (required) — those who can add events to it. The selection uses the default access rights: expand or restrict them afterwards * **Notify members** — events in this calendar trigger a notification when published and a reminder on the day itself, for members with access rights. If disabled, the calendar becomes silent: its events remain visible, but no longer notify anyone. * **Show events in widgets and on the Events page** — determines whether the events in this calendar appear in the lists that group **all** events: the **Events** page (the unfiltered view, both as a list and as a calendar) and the home widgets (**Today's events**, **Upcoming events**). Disable this for a backstage calendar — room bookings, internal schedules — that would clutter these views without being relevant to everyone. Nothing is hidden for all that: its events still display normally as soon as you open the calendar or its category, and in search results. {% hint style="info" %} An employee who is not an administrator can only target **the communities they belong to**. An administrator can target the entire organization. {% endhint %} #### Edit, delete Actions are available from the **Calendars** page ("..." menu on each row). A calendar can be edited or deleted by its **creator**, an **administrator** of the organization, and the**administrator of a community** listed in its access rights. #### The Birthdays and Seniority calendars These two calendars are neither created nor deleted. The **Birthdays** can be hidden for the whole organization from the **Calendars** page ("..." menu → **Hide calendar**, reserved for administrators). The **Seniority** have no switch here: they depend on the **Start date in the company** field in the directory — if disabled, the calendar disappears. ### Finding your way around the application The sidebar (on desktop) gives access to: * **Events** : all the events you can see, across all calendars * **Calendars** : calendar management and its categories * **the calendars shared with you**, sorted by category: clicking one of them shows only its events On a mobile web browser, the sidebar is replaced by two tabs, **Events** and **Calendars**, and you open a calendar from the calendar list. ### List or calendar The selector **List / Calendar**, in the toolbar above the events, switches between the two views. Your choice is saved for your next visits. #### List View * The list opens on **today**, with the past just above it: it loads progressively as you scroll up * **Search** by event title, for both upcoming and past events * **Filters** : by community, by author (**From**), by period (**When**) #### Calendar View * Three scales: **Week**, **Month**, **Year** * The **Today** button and the arrows move the displayed period * Clicking an event opens a preview: dates, location, description, participants, and your participation response ### Create an event The **New event** is available from both the list and the calendar. In the calendar, you can also create directly from the grid itself: * in **Week**view, click an empty time slot — or **drag** to draw the slot, adjusted to the quarter hour; clicking a day's header creates an event for the whole day * in **Month**, clicking an empty cell creates it on that day * in **Year**, the selected day is used as the date for the **New event** In any case, the form opens already filled in with these dates. #### 1. Choose the calendar The event is first linked to a **calendar** calendar: it determines who will see the event. Only calendars where you have write rights are offered. {% hint style="warning" %} The message "No calendar allows you to create an event" means that you are not a contributor to any calendar. Create one, or ask the creator of an existing calendar to add you to its write rights. {% endhint %} #### 2. Fill in the form * **Event name** (required) * **Description** (optional) * **Start date and time** (required) * **End date and time** * **All day** and **Over several days** * **Recurrence** (optional) — see below * **Location** (optional) — room, address… * **Photo** (optional) — an image to illustrate the event. Ideal format: **landscape 21:9** (for example 1920 × 823 px), in JPEG or WebP, up to 15 MB. Three options complete the form: * **Enable participation** : members can reply "I'm attending" * **Make the participant list visible** : everyone can see who is participating * **Create a chat in Messaging** : a group conversation is automatically created with the participants #### 3. After creation The application offers to **share the event on the news feed** to give it more visibility. This is optional and the action **Share** remains available later in the "..." menu of each event. ### Repeat an event (recurrence) In the form, open **Recurrence** and choose a rhythm. The suggestions adapt to the start date: * Every day * Every weekday (Mon. to Fri.) * Every week on the \[day] * Every month on the first / second / third / fourth / last \[day] * Every year on \[date] An **end date** is required, no later than **2 years** after the first event. The series is then created occurrence by occurrence, and the chosen rhythm is shown under the dates. When deleting an event from a series, the application asks how far the action should apply: **delete this event only**, **this event and the following ones**, or **all events in the series**. ### Participate * Three possible responses: **Attending**, **Maybe**, **Not attending** * The response can be given from the list, from the calendar preview, or from the event page, and can be changed as long as the event has not passed * Once the event is over, responses are locked and remain viewable * If participant visibility is enabled, everyone can see who answered what; otherwise, only the creator and administrators can access it ### View, share, edit * **Event details** : for the creator and administrators, shows the number of **views** * **Share** : publish the event on the news feed, or copy its link. The link requires a Steeple login: it does not work for someone outside the organization * **Edit** : reserved for the event creator and administrators. A past event can no longer be edited, and existing participations are not affected * **Delete** : permanent, along with the associated participations. A confirmation is required {% hint style="info" %} If the date changes, remember to notify participants: changing it alone does not send a notification. {% endhint %} ### Birthdays and seniority anniversaries * The **birthdays** are displayed for employees who have entered their date of birth in their profile. People born on February 29 see their birthday displayed on March 1 in non-leap years * The **seniority anniversaries** rely on the start date in the company entered in the profile, and indicate the number of years ### Notifications * At the **publication** of an event and as a **reminder on the day itself**, for calendar members — provided that the **Notify members** option is enabled on this calendar * A **daily summary** of today's events, and of those you answered "I'm attending" to ### Widgets and TV display Events feed the home page widgets: **Today's events**, **Upcoming events**, **Birthdays**, **Seniority anniversaries**. They also appear on Steeple TV screens: the list of upcoming events, and the details of an event with the option to participate. A calendar whose option **Show events in widgets and on the Events page** is disabled does not appear in either the widgets or the general view. ### Who can do what **On a calendar** | Action | Who | | ----------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------- | | See a calendar and its events | The employees and communities in its access rights, its contributors, its creator, the administrators of the relevant communities, the administrators | | Create a calendar | Any employee — a non-administrator can only target the communities they belong to | | Add an event to a calendar | Its contributors, its creator, the administrators of the relevant communities, the administrators | | Edit or delete a calendar | Its creator, the administrators of the relevant communities, the administrators | | Hide or show the Birthdays calendar | Administrators | **On an event** | Action | Member | Event creator | Administrator | | ------------------- | ----------------------------- | ----------------- | ----------------- | | See the event | Depending on the calendar | Yes | Yes | | Participate | Yes (if enabled and not past) | Yes | Yes | | See participants | If visibility is enabled | Yes | Yes | | Edit | No | Yes (except past) | Yes (except past) | | Delete | No | Yes | Yes | | See view statistics | No | Yes | Yes | ### What the assistant can do The Steeple assistant can directly manage events: * **List** upcoming and past events, and the **calendars** you have access to * **View** an event's details (date, location, description, participants) * **Create**, **edit** or **delete** an event * **Manage participations** : register or unregister, view responses * **Check the visibility** of the application and hide or show it To create or share a calendar, it's better to go through the **Calendars** page of the application: access and write rights are set there with the communities and employees selector.