Calendar

Brian Evans
Brian Evans
  • Updated

Jump to Section:

Introduction

Calendar Overview

Creating a New Event

Single Work Shift Event

Multiple Work Shift Event

Attendee Events

Fundraising Events

Shifts View

Filters

Event Details

Inviting People to Events

Assigning People to Activities

Managing Invitees/Assignees

 

Introduction

The Calendar widget allows you to create Events within the program. The calendar view provides features for creating and managing events and work shifts, allowing you to efficiently plan, organize, and track your organization's activities. The Calendar widget functions similarly to other popular calendar applications such as Microsoft Outlook or Google Calendar. What makes the PDI calendar invaluable is its deep integration with your People Database and activity workflow. In Progress

In the calendar view, you can easily create events by specifying the event details, such as the title, date, time, location, and additional information. Within each event, you can set up work shifts to define specific time slots that volunteers can sign up for.

You can navigate through different months and years within the calendar view, allowing you to plan and track events in advance or review past activities.

The default view is set to show the current calendar week, but you can change the view by selecting the Shift options and choosing the desired month, day, and year.

 

Accessing the Calendar

The Calendar is displayed by default on your Dashboard. You can also access the Calendar by hovering over the People section in the navigation menu and clicking Events and Calendar.

 

Calendar Overview

The Calendar View is the default view of this page. This view allows you to create and view your upcoming events. Clicking on any upcoming Event will display a pop-up menu that gives you basic information about the event. This pop-up also allows you to invite people to the event and assign people to the activity.

Main Calendar.png

  1. Calendar: The Calendar section shows a calendar-style view of your events. You can choose to view your calendar by day, week, or month. Use the triangles in the upper left corner of the calendar to navigate back or forward by a day, a week, or a month (depending on the type of view you've selected).
  2. Shifts: The Shifts tab provides a comprehensive list of all the entries in your account, which you can filter by Date Range, Calendar, and Event.
  3. Select Calendar to View: The Select Calendar to View drop-down menu allows you to choose which of your calendars you want to view.

To access Event Details, locate the desired event on the calendar view. Clicking on the event will open a pop-up window that displays comprehensive information about that specific event. This includes the event title, description, date, time, shift contact, canvassing assignments, and RSVPs. You can copy and print flyers for the event with QR codes for volunteers to register as well as an Event Page URL you can use to embed in any email or website that will take people to a page with all the event information. You can also click Edit Event to edit the event, either the entire series or that specific occurrence.

 

Creating a New Event

To create a new event, double-click on the Calendar. You will be asked what kind of event you wish to create:

What Type of Event.png
  1. Single Work Shift Event: This creates an event with a single time block, but it can be recurring.
  2. Multiple Work Shift Event: This creates an event with multiple time blocks.
  3. Attendee Events: This creates an event that isn't about work shifts such as for town halls and rallies.
  4. Fundraising Events: Creates events that require tickets to attend.

The type of event chosen determines the form that appears next.

Single Work Shift Event

Create Single Shift Event.png
  1. Shift Name: Enter the name of the Shift Event in this field. The Shift Event name should be descriptive and relevant to the activity or occasion. This field is required, and you must provide a name for the Shift Event to proceed.
  2. Shift Description: A more detailed description of the Shift Event.
  3. Shift Recurrence: Set the recurrence schedule for the Shift Event:
    • One Time: Use this if the Shift Event is a one-time occurrence.
    • Daily: Use this if the Shift Event will occur at the same time on multiple days in a row.
    • Weekly: Use this if the Shift Event will occur at the same time on the same day each week.
  4. Start Date: Set the start date for the Shift Event. A calendar picker will appear to help select the date.
  5. Recurrence Ends: If the Shift Event is recurring, set the end date for the Shift Event. A calendar picker will appear to help select the date.
  6. Start Time: Set the time the Shift Event starts. The clock icon will bring up a time picker to help select the time.
  7. End Time: Set the time the Shift Event ends. The clock icon will bring up a time picker to help select the time.
  8. Shift Work Type: Select the type of work for the Shift Event:
    • Door to Door Canvassing
    • Phone Canvassing
    • Texting
    • Voter Registration Project
    • Relation Campaigning Project (Campaign to Your Friends)
    • Fundraiser
    • Other
  9. Shift Location: Select the location of the event. Select Create Location to add a new location.
    • If you are adding a new location, a pop-up will appear asking for the Location Name and Location Address.
  10. Make this Shift Event Virtual: Check this box if the event is not taking place at a particular location but will be held online. The Event Location drop-down will shift to Select Virtual Location.  Select Create Virtual Location to add a new virtual location.
    • If you are adding a new virtual location, a pop-up will appear asking for the Link Name, Link Description, and Virtual Location Link.
  11. Select a Calendar: Choose whether to add this event to the Office, Events, or Candidate calendar. Select Create Calendar to add a new calendar.
    • If you are adding a new calendar, a pop-up will appear asking for the Calendar Name and Calendar Color.
  12. Shift Manager (Optional): Enter the person who will be managing the event within the PDI app.
  13. Goal Count (Optional): Enter the minimum number of people the Shift Event is trying to have register.
  14. Primary Contact for Shift (Optional): The name for the person who is the primary contact for those registering for the event.
  15. Phone (Optional): Enter the phone number of the Primary Contact.
  16. Email (Optional): Enter the email address of the Primary Contact.
  17. Add/Upload Image: Include an image for the Shift Event. It will appear in the Content Block for the Event.
    • When you click on Upload, a pop-up will appear for the Image File Manager. It will allow you to upload an image to your account as well as choose an image you have previously uploaded.
  18. Make this Shift Event Public: Check this box when the Shift Event is ready to be released.
  19. Send confirmation and reminder notifications for this event? (via email or text): Check this box to have the system send email and text reminders to show who have registered.
  20. Only show location after sign up?: Check this box to only show the location of the event after people have registered for it.

Once all the details have been added, click on Save Event. If you have chosen to send confirmation and reminder notifications, a pop-up will appear asking to confirm. The Shift(s) will then be added to the Calendar.

Multiple Work Shift Event

Multiple Shift.png
  1. Event Name: Enter the name of the Shift Event in this field. The Shift Event name should be descriptive and relevant to the activity or occasion. This field is required, and you must provide a name for the Shift Event to proceed.
  2. Event Description: A more detailed description of the Shift Event.
  3. Event Location: Select the location of the event. Select Create Location to add a new location.
    • If you are adding a new location, a pop-up will appear asking for the Location Name and Location Address.
  4. Make this Shift Event Virtual: Check this box if the event is not taking place at a particular location but will be held online. The Event Location drop-down will shift to Select Virtual Location.  Select Create Virtual Location to add a new virtual location.
    • If you are adding a new virtual location, a pop-up will appear asking for the Link Name, Link Description, and Virtual Location Link.
  5. Select a Calendar: Choose whether to add this event to the Office, Events, or Candidate calendar. Select Create Calendar to add a new calendar.
    • If you are adding a new calendar, a pop-up will appear asking for the Calendar Name and Calendar Color.
  6. Primary Contact for Shift (Optional): The name for the person who is the primary contact for those registering for the event.
  7. Phone (Optional): Enter the phone number of the Primary Contact.
  8. Email (Optional): Enter the email address of the Primary Contact.
  9. Add/Upload Image: Include an image for the Shift Event. It will appear in the Content Block for the Event.
    • When you click on Upload, a pop-up will appear for the Image File Manager. It will allow you to upload an image to your account as well as choose an image you have previously uploaded.
  10. Make this Shift Event Public: Check this box when the Shift Event is ready to be released.
  11. Send confirmation and reminder notifications for this event? (via email or text): Check this box to have the system send email and text reminders to show who have registered.
  12. Only show location after sign up?: Check this box to only show the location of the event after people have registered for it.

Once all the details have been added, click on Add a Shift in order to add a Shift Event. A pop-up will appear:

Add Shift.png 

  1. Shift Name: Enter the name of the Shift Event in this field. The Shift Event name should be descriptive and relevant to the activity or occasion. This field is required, and you must provide a name for the Shift Event to proceed.
  2. Shift Description: A more detailed description of the Shift Event.
  3. Shift Recurrence: Set the recurrence schedule for the Shift Event:
    • One Time: Use this if the Shift Event is a one-time occurrence.
    • Daily: Use this if the Shift Event will occur at the same time on multiple days in a row.
    • Weekly: Use this if the Shift Event will occur at the same time on the same day each week.
  4. Start Date: Set the start date for the Shift Event. A calendar picker will appear to help select the date.
  5. End Date: If the Shift Event is recurring, set the end date for the Shift Event. A calendar picker will appear to help select the date.
  6. Start Time: Set the time the Shift Event starts. The clock icon will bring up a time picker to help select the time.
  7. End Time: Set the time the Shift Event ends. The clock icon will bring up a time picker to help select the time.
  8. Shift Work Type: Select the type of work for the Shift Event:
    • Door to Door Canvassing
    • Phone Canvassing
    • Texting
    • Voter Registration Project
    • Relation Campaigning Project (Campaign to Your Friends)
    • Fundraiser
    • Other
  9. Shift Manager (Optional): Enter the person who will be managing the event within the PDI app.
  10. Goal Count (Optional): Enter the minimum number of people the Shift Event is trying to have register.

Once all the details have been added, click on Add Shift. The Shift will be added to the list of Shifts on the right side of the Event.

Once all Shifts have been added, click on Save Event. If you have chosen to send confirmation and reminder notifications, a pop-up will appear asking to confirm. The Shift(s) will then be added to the Calendar.

Attendee Events

Attendee Event.png
  1. Event Name: Enter the name of the Shift Event in this field. The Shift Event name should be descriptive and relevant to the activity or occasion. This field is required, and you must provide a name for the Shift Event to proceed.
  2. Event Description: A more detailed description of the Shift Event.
  3. Event Recurrence: Set the recurrence schedule for the Shift Event:
    • One Time: Use this if the Shift Event is a one-time occurrence.
    • Daily: Use this if the Shift Event will occur at the same time on multiple days in a row.
    • Weekly: Use this if the Shift Event will occur at the same time on the same day each week.
  4. Start Date: Set the start date for the Shift Event. A calendar picker will appear to help select the date.
  5. Recurrence Ends: If the Shift Event is recurring, set the end date for the Shift Event. A calendar picker will appear to help select the date.
  6. Start Time: Set the time the Shift Event starts. The clock icon will bring up a time picker to help select the time.
  7. End Time: Set the time the Shift Event ends. The clock icon will bring up a time picker to help select the time.
  8. Event Location: Select the location of the event. Select Create Location to add a new location.
    • If you are adding a new location, a pop-up will appear asking for the Location Name and Location Address.
  9. Make this Shift Event Virtual: Check this box if the event is not taking place at a particular location but will be held online. The Event Location drop-down will shift to Select Virtual Location.  Select Create Virtual Location to add a new virtual location.
    • If you are adding a new virtual location, a pop-up will appear asking for the Link Name, Link Description, and Virtual Location Link.
  10. Select a Calendar: Choose whether to add this event to the Office, Events, or Candidate calendar. Select Create Calendar to add a new calendar.
    • If you are adding a new calendar, a pop-up will appear asking for the Calendar Name and Calendar Color.
  11. Primary Contact for Shift (Optional): The name for the person who is the primary contact for those registering for the event.
  12. Phone (Optional): Enter the phone number of the Primary Contact.
  13. Email (Optional): Enter the email address of the Primary Contact.
  14. Add/Upload Image: Include an image for the Attendee Event. It will appear in the Content Block for the Event.
    • When you click on Upload, a pop-up will appear for the Image File Manager. It will allow you to upload an image to your account as well as choose an image you have previously uploaded.
  15. Make this Shift Event Public: Check this box when the Shift Event is ready to be released.
  16. Send confirmation and reminder notifications for this event? (via email or text): Check this box to have the system send email and text reminders to show who have registered.
  17. Only show location after sign up?: Check this box to only show the location of the event after people have registered for it.

Once all the details have been added, click on Save Event. If you have chosen to send confirmation and reminder notifications, a pop-up will appear asking to confirm. The Shift(s) will then be added to the Calendar.

Fundraising Events

Fundraising Event.png
  1. Event Name: Enter the name of the Shift Event in this field. The Shift Event name should be descriptive and relevant to the activity or occasion. This field is required, and you must provide a name for the Shift Event to proceed.
  2. Event Description: A more detailed description of the Shift Event.
  3. Event Recurrence: Set the recurrence schedule for the Shift Event:
    • One Time: Use this if the Shift Event is a one-time occurrence.
    • Daily: Use this if the Shift Event will occur at the same time on multiple days in a row.
    • Weekly: Use this if the Shift Event will occur at the same time on the same day each week.
  4. Start Date: Set the start date for the Shift Event. A calendar picker will appear to help select the date.
  5. Recurrence Ends: If the Shift Event is recurring, set the end date for the Shift Event. A calendar picker will appear to help select the date.
  6. Start Time: Set the time the Shift Event starts. The clock icon will bring up a time picker to help select the time.
  7. End Time: Set the time the Shift Event ends. The clock icon will bring up a time picker to help select the time.
  8. Event Location: Select the location of the event. Select Create Location to add a new location.
    • If you are adding a new location, a pop-up will appear asking for the Location Name and Location Address.
  9. Make this Shift Event Virtual: Check this box if the event is not taking place at a particular location but will be held online. The Event Location drop-down will shift to Select Virtual Location.  Select Create Virtual Location to add a new virtual location.
    • If you are adding a new virtual location, a pop-up will appear asking for the Link Name, Link Description, and Virtual Location Link.
  10. Select a Calendar: Choose whether to add this event to the Office, Events, or Candidate calendar. Select Create Calendar to add a new calendar.
    • If you are adding a new calendar, a pop-up will appear asking for the Calendar Name and Calendar Color.
  11. Primary Contact for Shift (Optional): The name for the person who is the primary contact for those registering for the event.
  12. Phone (Optional): Enter the phone number of the Primary Contact.
  13. Email (Optional): Enter the email address of the Primary Contact.
  14. Add/Upload Image: Include an image for the Attendee Event. It will appear in the Content Block for the Event.
    • When you click on Upload, a pop-up will appear for the Image File Manager. It will allow you to upload an image to your account as well as choose an image you have previously uploaded.
  15. Make this Shift Event Public: Check this box when the Shift Event is ready to be released.
  16. Send confirmation and reminder notifications for this event? (via email or text): Check this box to have the system send email and text reminders to show who have registered.
  17. Only show location after sign up?: Check this box to only show the location of the event after people have registered for it.
  18. Ticket Name: Enter the name of the ticket. This will distinguish different levels of ticket.
  19. Ticket Description: Enter the description of the ticket.
  20. Color: Assign a color to the ticket.
  21. Ticket Price: Set the price of the ticket.
  22. Total Available: Set the number of tickets for this ticket level.
  23. Max Per Order: Set the maximum number of tickets that can be ordered by one person for this level of ticket.
  24. Start Date: Set the date the ticket will go on sale.
  25. Start Time: Set the time the ticket will go on sale.
  26. End Date: Set the date the ticket will off sale.
  27. End Time: Set the time the ticket will go off sale.
  28. Ticket as Dues: Check if the cost of the ticket will be included as dues for the organization.
  29. Can be combined with other tickets: Check if this ticket can be combined with other tickets.
  30. Require Attendee Name: Check if the person must include their name to order a ticket.
  31. Create Webform For This Event: Check if you are going to be using the Webforms to manage the purchase of tickets. Please note that you must check this box before creating the tickets.

After a ticket has been created, it can be edited by clicking on the pencil icon. A form will appear to change the details of the ticket.

Edit Ticket.png
  1. Ticket Name: Enter the name of the ticket. This will distinguish different levels of ticket.
  2. Ticket Price: Set the price of the ticket.
  3. Limit: Set the number of tickets for this ticket level.
  4. Start Date: Set the date the ticket will go on sale.
  5. End Date: Set the date the ticket will off sale.
  6. Color: Assign a color to the ticket.
  7. Description: Enter the description of the ticket.
  8. Max: Set the maximum number of tickets that can be ordered by one person for this level of ticket.
  9. Start Time: Set the time the ticket will go on sale.
  10. End Time: Set the time the ticket will go off sale.
  11. Sort Order: Set the order this ticket will appear in the Webform.
  12. Ticket as Dues: Check if the cost of the ticket will be included as dues for the organization.
  13. Can be combined with other tickets: Check if this ticket can be combined with other tickets.
  14. Require Attendee Name: Check if the person must include their name to order a ticket.

After making changes to the ticket, click on the green checkmark to save them.

To delete a ticket, click the red deletion button.

Once all the details have been added, click on Save Event. If you have chosen to send confirmation and reminder notifications, a pop-up will appear asking to confirm. The Shift(s) will then be added to the Calendar.

Shifts View

The Shifts View displays a list of all the events that match your criteria. By default, it shows all scheduled shifts from the current date to one year in the future.

Calendar - Shifts View.png
  1. Shift Name: Click to bring up the details of the Shift.
  2. Shift Link: Click to copy the link for the shift to the clipboard.
  3. Download Flyer: Click to download a copy of the Shift flyer.
  4. Three dots: Click to bring up the option to Delete the shift.

Select the checkbox for an event and then click on Select Assignment Zones to assign specific Assignment Zones to those events.

Use the Search box to enter a search term to find Shifts that match.

Filters

There are multiple filters that are available that can help refine the list of Shifts:

Date Range

Calendar - Filter Date Range.png
  1. Start Date: Set the starting date for the filter.
  2. End Date: Set the ending date for the filter.
  3. Apply: Click to run the filter. The list of Shifts will update but the Filter drop-down will remain open to allow you to select other filters.
  4. Close: Close the Date Range filter.

Calendar

Calendar - Filter Calendar.png
  1. Search: Enter a search term to find Calendars that match.
  2. Checkboxes: Check which Calendars to filter the results.  The list of Shifts will update but the Filter drop-down will remain open to allow you to select other filters.  The very first checkbox is a Select All option.
  3. Exclude: Check to exclude the chosen Calendars from the results.
  4. Close: Close the Calendar filter.

Event

Calendar - Filter Event.png
  1. Search: Enter a search term to find Events that match.
  2. Checkboxes: Check which Events to filter the results.  The list of Shifts will update but the Filter drop-down will remain open to allow you to select other filters.  The very first checkbox is a Select All option.
  3. Exclude: Check to exclude the chosen Events from the results.
  4. Close: Close the Event filter.

Remove All Filters

Clicking on Remove All Filters will reset the filters.  The list of Shifts will update but the Filter drop-down will remain open to allow you to select other filters.

Event Details

The Event Details pop-up is accessed by clicking on an Event in the Calendar View or Shifts View. This pop-up displays details about the events, links for the Event that can be emailed or embedded in websites as well as to fliers for the Event, controls to allow you to assign which particular Outreach project this Event is connected to (as appropriate), and edit the Event. This page also features a section allowing you to manage any Invitees to the Event or Volunteers scheduled to work (as appropriate).

Calendar - Event Details.png
  1. Event Details: Details about the Event appear here.
  2. Project Assignment: Door-to-Door and Phone Canvassing Events will have this drop-down to connect this Event to that particular Project. Be sure to use this if your Door-to-Door Canvassing Event is using an Assignment Zone.
  3. Turf Information: After selecting a Project Assignment, Door-to-Door Canvassing Events will have this button to download a spreadsheet detailing the turfs in the Assignment Zone.
  4. Links and Flyers: Click to copy a link or download a flyer to send to people to sign up for the Event through the Mobile App.
  5. Edit Event: Click to edit the Event. You will be given the option to edit the series or the individual occurrence.
  6. Copy Event Page Embed URL: Click to copy a link to a web page with details about the Event.
  7. Individuals: People who have been invited to the Event (Fundraising) or are scheduled to work (Door-to-Door, Phone, and Registration Events) will be listed here, if any. If nobody has been invited or assigned, a button appears to invite/assign them.

Inviting People to Events

For Fundraising Events, you can invite people to attend. Open the details of the Event by clicking on the Event in the Calendar. Then, click on Invite Individuals. You'll be taken to a screen to search for the people to invite.

Invite People to Event.png
  1. Select Source: Set which group to search from:
    • Contact Universe: Search through a People Universe. A new drop-down will appear listing any People Universes you have created. Click Search to load the people in that Universe.
    • People List: Search through a list of people that had been assigned to another Event. A new drop-down will appear with other Events that had people assigned to them. Click Search to load the people that are assigned to that Event.
    • Individual Lookup: Search for a specific person within your Contacts. Enter the First Name and/or Last Name of the person (can be a partial name) and click Search.
  2. Checkbox: Click the checkbox to select a person.
  3. Name: Click a person's name to move them over to Selected People.
  4. Arrow: Click an arrow button to move a person's whose checkbox is selected either into (right arrow) or out of (left arrow) Selected People.
  5. Invite & Notify: Assign the selected people to the Shift and send a notification to them.
  6. Invite: Assign the selected people to the Shift without sending a notification to them.

Assigning People to Activities

For Door-to-Door, Phone Bank, and Registration Events, you can assign volunteers to work Shifts. Open the details of the Event by clicking on the Event in the Calendar. Then, click on Assign Individuals. You'll be taken to a screen to search for the people to assign.

Assign People to Activities.png
  1. Select Source: Set which group to search from:
    • Contact Universe: Search through a People Universe. A new drop-down will appear listing any People Universes you have created. Click Search to load the people in that Universe.
    • People List: Search through a list of people that had been assigned to another Event. A new drop-down will appear with other Events that had people assigned to them. Click Search to load the people that are assigned to that Event.
    • Individual Lookup: Search for a specific person within your Contacts. Enter the First Name and/or Last Name of the person (can be a partial name) and click Search.
  2. Checkbox: Click the checkbox to select a person.
  3. Name: Click a person's name to move them over to Selected People.
  4. Arrow: Click an arrow button to move a person's whose checkbox is selected either into (right arrow) or out of (left arrow) Selected People.
  5. Select one or more activities: Select the specific Shifts for the people to be assigned to.
    • If you originally chose Add to Shift Occurrence, then only that Shift will be listed.
    • If you originally chose Add to Shift Series, then all future Shifts will be listed.
  6. Assign & Notify: Assign the selected people to the Shift and send a notification to them.
  7. Assign: Assign the selected people to the Shift without sending a notification to them.

Managing Invitees/Assignees

After a person has been invited (Fundraising) or assigned (Door-to-Door, Phone, Registration) to Events, you can manage them. If you click on an event, any invited or assigned people will be listed on the right.

Individuals Assigned.png

At the top of the list, the number of people who have signed up and confirmed is listed along with a progress bar to indicate how many people are confirmed. Beneath it are the counts for those who are marked as Confirmed, Maybe, or No. You can manage these settings for your Volunteers by going to the Volunteer Management section.

Check the box of a person you wish to manage and then click on the three-dots menu. Note that the very first checkbox will select all individuals in the list.

  1. Send message: Send a message to the individuals checked.
  2. Confirm invitee(s) / participant(s): Mark the individuals checked as having confirmed that they are attending.
  3. Delete from this event / shift: Delete the person from the Event or Shift.

To invite/assign more people to the Event/Shift, click on the person icon. You will be taken to the Invite People to Events or Assign People to Activities page as appropriate.

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