Add or Edit an Event

Build a calendar event with a title, time, type, location, invitees, and repeat schedule.

This screen creates a new event and edits an existing one. The header reads Add when you are creating and Edit when you are changing, and the main button at the bottom reads Add Event or Update Event to match. You fill in the basics, choose who to invite, set where it happens, and decide whether it repeats and who can see it.

Overview

Field / Control	Purpose	Default when creating
Title	The event name. Required.	Empty, or the type's default title once you pick a Type
Description	Details about the event. Also where a meeting link goes.	Empty, or the type's default description
Start	The date and time the event begins	The day you selected on the Calendar, at the current time
End	The date and time it ends	One hour after the start
Type	The event type from your agency's list. Required.	Empty
Users	The people invited	Empty
Location	Where the event takes place	Empty, or the type's default location
Repeat	How often the event repeats	Never
End Repeat	When the repeat stops. Hidden while Repeat is Never.	—
Private switch	Keeps the event private	Off
Share to Public switch	Publishes the event to the public calendar	Off
Add Event / Update Event	Saves	—

Getting Here

1. Open Home, then tap Calendar.
2. Select the day the event should start on.
3. Tap Add (+) and choose Add New Event.

To edit instead, open an event and choose Edit from the options menu on Event Detail. Editing is only offered on events you created.

Filling In the Basics

1. Enter a Title. Saving with it blank shows "Enter Event Title."
2. Add a Description if it helps. If your agency puts meeting links in the description, that is where a joinable link lives.
3. Tap Start to open the date-and-time picker. Choosing a new start date moves the end date to match and pushes the end time one hour past the new start, so the event never ends before it begins.
4. Tap End and set the finish time.
5. Tap Type and choose from your agency's list. Saving with it blank shows "Select Event Type."

note

Picking a Type can fill in several fields at once. Your administrator can give each type a default title, description, location, start and end time, and even a default repeat schedule with an end date. Anything you had already typed in those fields is replaced, so choose the type first and then adjust.

Dates and times are shown in whatever date format your account is set to, which you can change in General App Settings.

Inviting People

1. Tap Users. A picker opens listing everyone in your agency and in each mutual aid agency, grouped by agency.
2. Tap people to select and deselect them. See Invited Users for how the picker behaves.
3. Confirm. The names appear in the Users field as a comma-separated list.

Everyone you add starts out as invited and has not replied yet, so they land in the No Reply count on Event Detail until they answer.

note

When you edit an event, people who have already replied keep their answers. The picker only changes the list of people who have yet to reply, so you are not resetting anyone's RSVP by adding one more person.

Setting a Location

1. Tap Location. Search Event Location opens.
2. Search for a place or move the map to the spot you want.
3. Confirm. The place comes back into the Location field, along with its coordinates, which are what later power the map and directions on Event Detail.

If you picked a Type that has a default location, it is already filled in — you only need this step to override it.

Setting a Repeat Schedule

Tap Repeat to open the list. The options you see depend on the start date you chose, because the monthly-by-weekday choices are worked out from it.

Option	Meaning
Never	A one-off event. End Repeat is hidden.
Every Day	Repeats daily
Every Week	Repeats on the same weekday each week
Every Month	Repeats on the same date each month
Every Year	Repeats on the same date each year
Monthly on the first / second / third / fourth / last weekday	Repeats on that position in the month — for example "Monthly on the second Tuesday"
Monthly on the last weekday	Offered when the start date's weekday happens exactly four times that month, so "last" is unambiguous
Monthly on the second to last / third to last / fourth to last weekday	Counts backwards from the end of the month instead

Once Repeat is anything other than Never, the End Repeat row appears.

1. Tap End Repeat.
2. Choose Never for a repeat with no end, or On Date to open the date picker and choose the last date it should occur.

note

If your agency syncs events to your phone's own calendar, the counting-backwards options cannot be represented there. Choosing one shows "This repeat type doesn't sync with the phone calendar" under the heading Alert. The event is still saved and still repeats correctly inside the app — it just will not appear in your phone's calendar app on those dates.

Private and Share to Public

These two switches control who can see the event.

Switch	What it does	Default
Private	Keeps the event private rather than visible across the agency	Off
Share to Public	Publishes the event to the public calendar outside your agency	Off

Turning Share to Public on asks you to confirm, under the heading Share to Public Calendar: "This will be shared to the public calendar, are you sure you want to share this?"

Choice	What happens
Yes	The switch stays on and the event will be published when you save
No	The switch goes back off

Turning the switch back off takes effect immediately with no confirmation.

caution

Share to Public puts the event's title, description, time and location outside your agency. Do not use it for anything operational — incident staging locations, gate codes in a description, or a training that identifies a private address.

Saving

1. Tap Add Event or Update Event.
2. If the Title is blank you get "Enter Event Title." If the Type is blank you get "Select Event Type." Nothing is saved until both are filled.
3. On success you return to the Calendar with the event in place.

If you leave the screen with unsaved edits, the app asks "Do you want to save changes?" under the heading Event Updated:

Choice	What happens
Save	Saves and leaves
Cancel	Leaves without saving, and clears the location you had picked

tip

Events you create save to your device first and appear on the Calendar straight away, whether or not you have a signal. They are sent to the server as soon as the connection returns.

Working Offline

Action	Offline behavior
Creating or editing an event	Saved on your device, shown on the Calendar right away, and marked to be sent when you reconnect
Picking a location	The map search needs a connection to look up places
Picking invitees	Works from the roster stored on your device
Syncing to your phone's calendar	Works offline, since it writes to the device

How This Connects

• Where the data goes. Saving writes the event to your device and, once you have a connection, to your agency's calendar on the server. Teammates you invited see it the next time their Calendar refreshes, and they are notified.
• Event types. The Type list and all of the defaults it fills in are configured by your administrator, alongside the type colors used for the dots on the Calendar grid.
• Directory. The people offered under Users are your agency roster and mutual aid rosters from the Directory, which is why the picker groups them by agency.
• Conferences. Put a meeting link in the Description and the event becomes joinable from Event Detail, through the same meeting service as Conferences. The join window opens ten minutes before the start time.
• Notifications. Invitees are notified when you save, and again when you change the event. What arrives on their device is governed by Notification Settings.
• Map. Location uses the same place search and coordinates as the rest of the Map screens, and those coordinates are what turn-by-turn directions use later.
• Your phone's calendar. When your agency turns on phone-calendar syncing, saving here also writes the event into your device's own calendar, apart from the counting-backwards repeat types noted above.
• Offline and reconnect. Creates and edits made offline are queued and pushed in order when the connection comes back.

Troubleshooting

If this happens	What to do
Saving shows "Enter Event Title."	The Title field is empty. Type a title and save again.
Saving shows "Select Event Type."	No Type is chosen. Tap Type and pick one from your agency's list.
Picking a type wiped what you typed	That is how type defaults work. Choose the Type first, then edit the title, description and location.
The End Repeat row is missing	Repeat is set to Never. Choose a repeat first.
You see "This repeat type doesn't sync with the phone calendar"	You chose a counting-backwards monthly option. The event works in the app but will not show in your phone's calendar. Pick a plain monthly option if phone syncing matters.
The end time keeps jumping forward	Changing the Start moves the End to one hour later. Set the start first, then the end.
Invitees you added are shown as not having replied	That is correct. Everyone starts in No Reply until they answer on Event Detail.
The Location field stays empty	The map search needs a connection. Try again once you are online, or type the location into the Description for now.
You cannot find Edit on an existing event	Only the person who created an event can edit it, and External Event entries can never be edited.
The event is on your Calendar but teammates do not see it	It was saved offline. Reconnect once so it reaches the server.
Dates look wrong	Your account's date format is set in General App Settings.

Related Pages

• Calendar
• Invited Users
• Search Event Location
• Event Detail

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