> 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 app — calendars and events {% hint style="success" icon="party-horn" %} **The Events app becomes Calendar!** A new name for new possibilities: some **calendars** that everyone creates and shares, a real **calendar view** (week, month, year) and some **recurring events.** Nothing is lost: your events, responses, birthdays and seniority are still there. {% endhint %} ### What changes | Before (Events) | Now (Calendar) | | ----------------------------------------------------- | ------------------------------------------------------------------------------ | | A single event list | Some **calendars**, organized by category, in a side panel | | Visibility was chosen event by event | Visibility is handled by the **calendar** (access rights and write rights) | | A chronological list | Two display modes to choose from: **List** or **Calendar** (week, month, year) | | No repetition: a recurring event had to be re-entered | **Recurrence** : daily, weekly, monthly, yearly… | | A separate "Past events" page | The past loads into the list simply by scrolling back | | Birthdays and seniority had their own pages | These are two **calendars**, at the top of the side panel | ### Overview **Calendar** is Steeple's event management application. It lets you organize company events (meetings, ceremonies, seminars, office hours, room bookings…) in shared calendars, collect responses, and display employees' birthdays and seniority. The application is accessible from Steeple's main menu. If it does not appear, check its visibility in **Administration** > **Applications**. ### Calendars A calendar groups events of the same type and determines **who can see them** and **who can add events to it**. Some examples: « Salle Loire », « Reception duty », « Seminars », « Works council meetings », « Vehicles ». Each calendar has a color: it is what colors its events in the calendar and in the list. Each community receives, when it is created, a calendar named after it: its members can see it and add events to it. See [What content does a new community receive?](/en/communautes/contenus-par-defaut.md). #### The Calendars page The **Calendars** lists the calendars: first those not filed in any category, then one line per category, which can be collapsed. They can be **searched** by name and **filtered by community** (the funnel in the toolbar): the filter keeps calendars whose access or write rights target one of the selected communities, excluding Birthdays and Seniority. The number of displayed calendars appears on the right. Organization administrators also find there the selector **My calendars / All**, opened on **My calendars**, each tab with its calendar count: **All** lists all the organization's calendars. #### Create a calendar From the **Calendars**, click **New calendar**. The button appears only to people who can create a calendar: by default, members of a community can create one for it, except in the main community and unless your organization has made a different choice for all of its communities. This right is configured by community, in **Manage rights** > **Calendar creation** : see [How do you open content creation to members of a community?](/en/communautes/gerer-droits-communaute.md). * **Name** (required) * **Color** (optional) — otherwise, a color is assigned automatically * **Categories** (optional) — to organize calendars in the side panel; 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 starts from the default access rights: broaden or restrict it afterward * **Notify members** — events in this calendar trigger a notification when published and a reminder on the day, for members with access rights. When disabled, the option makes the calendar silent: its events remain visible, but no longer notify anyone. * **Show events in widgets and the Events page** — determines whether the events in this calendar appear in the lists that group those from your calendars: the page **Events** (the unfiltered view, in list and calendar) and the widget **Events** on the home page. Disable it for a behind-the-scenes calendar — room bookings, internal schedules — that would clutter these views without affecting everyone. Nothing is hidden for all that: its events still appear normally as soon as you open the calendar or its category, in the widget **Bookings** for its category, and in search results. In the creation form, choosing a booking category (rooms, vehicles, equipment) automatically unchecks **Notify members** and **Show events in widgets and the Events page** : a resource calendar does not need to notify or occupy reception. Removing the last booking category checks them again, and both boxes remain editable. This applies only at creation time: changing the categories of an existing calendar never affects these settings. {% hint style="info" %} An employee who is not an organization administrator can target only communities **of which they are a member and where calendar creation is open to them** (or that they administer); an audience made up only of named employees is not allowed. An organization administrator can target the whole organization. {% endhint %} On a shared screen, **New calendar** first asks **Who are you?** : the calendar is created in the name of the person who logs in. #### Edit, delete The actions are available from the **Calendars** ("…" 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 predefined categories — **Room bookings**, **Vehicle bookings**, **Equipment bookings** and **Schedule** — can be renamed but not deleted. Deleting another category does not delete its calendars, which only lose that organization; it also removes from TV layouts the widgets **Bookings** that were restricted to it (see [Widgets and TV display](#widgets-et-affichage-tv)). #### 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** ("…" menu → **Hide calendar**, reserved for administrators). The **Seniority** have no switch here: they depend on the **Date of joining the company** field in the Directory — when disabled, the calendar disappears. ### Finding your way around the application The side panel (on desktop) gives access to: * **Events** : the events from your calendars, across all calendars * **Calendars** : managing calendars and their categories * **My calendars** : **Birthdays** and **Seniority** (unless your organization has hidden them, see above), then the calendars you belong to, grouped by category. Clicking a calendar shows only its events; clicking a category shows those of the calendars displayed beneath it. Clicking the title **My calendars** collapses or expands the block You are part of a calendar when its access rights or write rights target you, by name or through a community of which you are a member. {% hint style="info" %} An administrator can see all the organization's calendars, but **My calendars**, the **Events** page and the widget **Events** show only those he is part of, so his calendar is not flooded by those of other teams. The others are still within reach: the **Calendars**, tab **All**, lists them all, and opening them shows their events. {% endhint %} On a mobile web browser, the side panel gives way to 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 remembered for your next visits. #### List view * The list opens on **today**, with the past just above it: it loads as you scroll upward * **Search** by event title, on both upcoming and past events, in all the calendars you can see * **Filters** : by community, by author (**From**), by period (**When**) #### Calendar view * Three scales: **Week**, **Month**, **Year** * The button **Today** and the arrows move the displayed period * Clicking an event opens a preview: dates, location, description, participants, and your participation response * An event you can edit **can be moved with the mouse** : in view **Week**, to another day or time (in 15-minute increments, duration preserved); in view **Month**, to another day (hours preserved). **Esc** cancels the move. For an event in a series, the application first asks for the scope, as for an edit ### Create an event The button **New event** is available from both the list and the calendar. In the calendar, you can also create directly from the grid itself: * in view **Week**, click an empty time slot — or **drag** to draw the slot, adjusted to the quarter-hour; clicking a day's header creates an all-day event * in view **Month**, clicking an empty cell creates one on that day * in view **Year**, the selected day serves as the date for the button **New event** In all cases, the form opens already filled in with these dates. On a shared screen that allows it, **New event** first asks **Who are you?** : the event is created in the name of the person logging in. #### 1. Choose the calendar The event is first attached to a **calendar** : it determines who will see the event. Only calendars in which you have write rights are offered. {% hint style="warning" %} The message "No calendar allows you to create an event" means that you are a contributor to no 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** — it follows the start time: moving the start earlier or later shifts the end by the same amount, the duration stays the same. Changing the end never affects the start * **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 respond "I'm attending" * **Make the participant list visible** : everyone can see who is participating * **Create a discussion in Messaging** : a group conversation is automatically created with the participants #### 3. After creation The application suggests **sharing 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 frequency. The suggestions adapt to the start date: * Every day * Every weekday (Mon. to Fri.) * Every week on \[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 frequency is displayed beneath the dates. When editing or deleting an event in a series, the application asks for the scope of the action: **this event only**, **this event and the following ones**, or **all events in the series**. With "All events in the series", the already past events in the series are also affected. If the date or time changes, the other affected events are shifted accordingly. The option **Create a discussion in Messaging** can only be changed event by event, not for the entire series. The frequency and end date of a series cannot be changed after it is created. ### Book a room, vehicle, or equipment Categories **Room bookings**, **Vehicle bookings** and **Equipment bookings** group calendars that each represent a resource: a room, a vehicle, a piece of equipment. Creating an event there means booking that resource for the chosen time slot. Before creating the event, the application checks that the time slot is free in that calendar. If it overlaps an existing booking, even partially, a window **Book an already occupied time slot?** lists the bookings concerned, with their times: * **Cancel** brings you back to the form as it was, so you can choose another time slot or another calendar * **Book anyway** creates the event despite the overlap A slot that starts at the exact time another ends (12:00–1:00 p.m. then 1:00–2:00 p.m.) is not an overlap. For a series, all the dates in the series are checked. The check applies only to these three categories, renamed or not: other calendars freely accept simultaneous events. ### Participate * Three possible responses: **Going**, **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 responses already given are not affected * **Delete** : permanent, including associated responses. Confirmation is required {% hint style="info" %} If the date changes, remember to notify the participants: the edit alone does not send a notification. {% endhint %} ### Birthdays and seniority * 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** are based on the date of joining the company entered in the profile, and indicate the number of years ### Notifications * At **publication** of an event and as **a reminder on the day**, for members of the calendar — provided that the option **Notify members** is enabled on this calendar * A **daily summary** of today's events, and those you've answered "I'm attending" to ### Widgets and TV display Events feed two widgets on the home page: **Events** and **Bookings**. The web home page follows Steeple's layout, the same for all organizations. Only TV screens are customizable, in **Administration** > **Widgets**, reserved for administrators. 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 the Events page** is disabled does not appear either in the widget **Events**, or in the general view, except in the widget **Bookings** for its category. #### The Events widget * **Today** : today's events, with birthdays and seniority grouped on a single line. The section disappears when the day is empty * **Upcoming** : the events of the next six days * It displays **7 lines** at most; beyond, **N other events** expands the rest in place, and **Collapse** collapses it * Like the page **Events**, it only shows the events from your calendars * **See all** opens the page **Events** #### The Bookings widget The widget **Bookings** displays today's bookings for a category of calendars, each with its room (or its vehicle, its equipment). Finished bookings disappear as the day goes on. * It displays **3 bookings** by default; beyond that, **N other bookings** expands the full day in place, and **Collapse** collapses it * Clicking a booking opens it over the home page * The button **+** of the header (**Book**) opens the creation form for the calendars in the category. It only appears if you can write to at least one of these calendars; on a shared screen, the application first asks **Who are you?** * **See all** opens the category in the **Calendar**, in view **Week**, to see at a glance when each room is available. Your usual Calendar display is unchanged * Without bookings, the widget displays « No bookings today » The widget is part of the default web and TV layouts, along with the widget **Events**. By default, it applies to the category **Room bookings**, and it is shown only to people who have access to at least one room: elsewhere, it does not appear at all. On a TV layout, in **Administration** > **Widgets**, its **Options** allow you to choose another **Category** (vehicles, equipment, or an organization category) and the **Number** of bookings displayed, from 1 to 10, or **All**. A layout can contain several, one per category. On older TV screens, the widget displays the day's list, without the buttons **Book** and **See all**. #### When a category is deleted Deleting a category removes from TV layouts the widgets **Bookings** that were restricted to it: they would have nothing left to display. If one of them remains, its card shows **Choice unavailable** : you just need to remove it or choose another category for it. ### Who can do what **On a calendar** | Action | Who | | ---------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------- | | View a calendar and its events | The collaborators and Communities of its access rights, its contributors, its creator, the administrators of the communities concerned, the administrators | | Create a calendar | The administrators; for a community, its administrators and, if calendar creation is open to them there, its members (see **Create a calendar**) | | See the tab **All** of the Calendar page | The administrators | | Add an event to a calendar | Its contributors, its creator, the administrators of the Communities concerned, the administrators | | Edit or delete a calendar | Its creator, the administrators of the Communities concerned, the administrators | | Hide or show the Birthdays calendar | The administrators | | Customize widgets on TV screens | The administrators | **On an event** | Action | Member | Event creator | Administrator | | ---------------------------- | ----------------------------- | ----------------- | ----------------- | | View the event | Depends on the calendar | Yes | Yes | | Participate | Yes (if enabled and not past) | Yes | Yes | | View participants | If visibility is enabled | Yes | Yes | | Edit | No | Yes (except past) | Yes (except past) | | Delete | No | Yes | Yes | | View the Statistics of views | No | Yes | Yes | ### What the assistant can do The Steeple assistant can manage events directly: * **List** upcoming and past events, and the **calendars** that you have access to * **View** the details of an event (date, location, description, participants) * **Create**, **edit** or **delete** an event * **Manage participation** : register or unregister, view responses * **Check visibility** of the application and hide or show it To create or share a calendar, it is better to use the page **Calendars** of the application: access and write permissions are configured there with the Communities and collaborators selector.