Changing the Status of a Calendar Event

Once a calendar event has been drafted and it is ready to move forward, it will move through various statuses depending on what point you are at with it.

This help article will show you how to:

• Submit a calendar event for approval
• Approve a calendar event
• Open a calendar event to caregivers
• Close a calendar event from receiving further responses
• Cancel a calendar event
• Delete a calendar event

SUBMIT YOUR EVENT FOR APPROVAL

When your event is ready to go, it will need to be approved by a nominated staff member (see Giving a Staff Member Permission to Approve Calendar Events)

To move your event to Pending status when it is ready for approval:

1. Locate your event in the events calendar. To make this easier, use the filtering options to show only your events that are Draft as a list view. Click on the event to open the details.

   

2. Click on the three dots menu

   

3. Click Move to Pending Approval

   

4. Confirm you wish to move your event to Pending Approval by clicking YES. This cannot be undone. Click BACK to cancel this action.

   

5. This will notify an approver that there is an event to review.

APPROVING AN EVENT

Any school Hero Administrator can be allowed to approve calendar events. See Giving a Staff Member Permission to Approve Calendar Events

To approve a pending event:

1. As an event approver, you will have received a notification of a new calendar event waiting approval. Click the link in this notification to be take directly to the event in Hero
   
2. Or Locate your event in the events calendar. To make this easier, use the filtering options to show only your events that are Pending Approval as a list view. Click on the event to open the details.
   

3. Review the event details. You may like to click on the three dots menu and Edit this Event to see the full set up.

   

4. When you are ready to approve the event, click on the three dots menu

   

5. Click Approve This Event

   

6. Confirm you wish to approve this event by clicking YES!. This cannot be undone. Click BACK to cancel this action.

   

7. This will move the event to Approved and send the creator of the event a notification to let them know.

OPENING AN EVENT TO CAREGIVERS

Opening an event to caregivers allows them to view the information and respond to the permissions and options associated with the event.

Note: Events cannot be open to caregivers without finance options being finalised by a Hero Administrator. Please see the section STEP 6:  PAYMENTS in the help article Creating a New Calendar Event for guidance on this.  Until finance options are finalised, the open to caregivers button will be greyed out and unavailable.

To open an event to caregivers:

1. Locate your event in the events calendar. To make this easier, use the filtering options to show only your events (if you are the creator of the event) that are Draft or Pending Approval as a list view. Click on the relevant event to open the details.

   

2. Click on the three dots menu

   

3. Click Move to Open to Caregivers

   

4. Confirm you wish to open this event to caregivers by clicking YES!. This cannot be undone. Click BACK to cancel this action.

   

5. This will send a notification to relevant staff members and caregivers that an event is coming up.

CLOSING AN EVENT

After an event is opened to caregivers you have the option to close the event from accepting further responses. A date to close an event automatically may also be set in the permissions settings of the event (see STEP 4:  PERMISSIONS in the help article Creating a New Calendar Event)

To manually close an event from receiving further responses:

1. Locate the event following the same steps as above
2. Click on the three dots menu and select Move to Closed
   

3. Confirm that you would like to close the event by clicking YES!

   

4. This will move the event to Closed status and prevent any further responses from caregivers.

CANCELLING A CALENDAR EVENT

In the event that an event in the calendar is not going to go ahead, you are able to cancel it at any point.

To cancel an event:

1. Locate the event following the same steps as above
2. Click on the three dots menu and select Cancel this event
   

3. Enter a cancellation reason to be viewed by staff and caregivers. To confirm click YES, CANCEL IT!. This cannot be undone.

   

4. This will send notification to the relevant caregivers and staff members.

   

DELETING A CALENDAR EVENT

An event may be deleted to remove it from the calendar entirely.

To delete an event:

1. Locate the event following the same steps as above
2. Click on the three dots menu and select Delete this event
   

3. Use the tick box to decide if you would also like to delete communications (posts about the event) and confirm by clicking DELETE