Events

Events are the things in the diary that are not jobs: meetings, site visits, calls and anything else. This page covers adding, changing, copying and deleting events, every field, and who sees an event.

What it is for

Use an event to put a person in a place at a time when it is not job work. For example a meeting with a client, a visit to measure a site, or a phone call.

An event:

• is for one person, and can have other attendees
• has a start, and can have an end
• can be linked to a client, a site and a job
• shows on the Calendar, on the dashboard card This week, and in the crew app for the people involved

Jobs are not events. A job gets onto the Calendar through its working days.

Who can use it

Events is near the top of the menu, under Calendar.

An admin can do everything an owner can.

Add an event

1. Open Events.
2. Click New event.
3. Choose the Type and type a Title.
4. Check For. It starts on your own name. An owner or admin can pick someone else.
5. Owner or admin: add Attendees if anyone else is expected.
6. Set Starts at. Set Ends at if you know it.
7. Fill in anything else that helps: All day, Location, Notes, Client, Site, Job.
8. Click Create. Use Create & create another to save it and start the next one, or Cancel to leave without saving.

After Create you go back to the Events list. The event is on the Calendar at once.

Change an event

1. Open Events.
2. Click the row, or in the row's ⋮ menu choose Edit. You can also click the event on the Calendar.
3. Change what you need and click Save changes.

You go back to the Events list.

To change only the day or the time, you can also drag the event on the Calendar, see Move an event.

Duplicate an event

Use this for a meeting that repeats.

1. Open Events.
2. In the row's ⋮ menu choose Duplicate.
3. Confirm Duplicate this event?.
4. You see "Event duplicated" and the copy opens. It is called "Copy of" and the old title, and it has the same dates as the original. Set the new dates and change the title.
5. Click Save changes.

The copy keeps the type, location, notes, who it is for, the attendees and the client, site and job links.

If a supervisor duplicates someone else's event, the copy becomes the supervisor's own event. The attendees are still copied.

Delete an event

1. Open the event (⋮, then Edit).
2. Click Delete at the top and confirm.

To delete several at once, tick them on the list and use Delete selected.

A deleted event leaves the Calendar, the dashboard and the crew app. It is not gone for good: it can be restored.

Restore an event

1. On the Events list, open the filters and set Deleted records to Only deleted records or With deleted records.
2. Open the deleted event and click Restore. Or tick several and use Restore deleted.

Delete for good

1. Find the deleted event with the Deleted records filter and open it.
2. Click Force delete and confirm.

This cannot be undone.

The list

The list shows every event of the company. The search box above the list finds events by their title and by the person they are for (the For column). Words can be in any order and small typing mistakes are forgiven, and the search works together with the filters. Events are not found by the search at the top of the screen.

Columns

Filters

There is one filter, Deleted records:

• Without deleted records: the normal view.
• With deleted records: deleted events are listed too.
• Only deleted records: only the deleted ones.

The list changes as soon as you pick an option.

Row actions

Each row has a ⋮ menu with:

• Edit: open the event. Clicking the row does the same.
• Duplicate: make a copy, see Duplicate an event.

Bulk actions

Tick one or more rows, then:

• Delete selected: deletes the ticked events. They can be restored.
• Restore deleted: restores the ticked events. Use it while the filter shows deleted events.

Table or cards

On a computer the list is a table. On a phone it shows one card per event with the title, the type, When, For and Attendees. The button above the list switches between the two.

Fields

Type

Required. One of Meeting, Site visit, Call, Other. A new event starts on Meeting. The type sets the colour of the event on the Calendar. The list of types is fixed.

Title

Required. A short name for the event. It is what people read on the Calendar and in the crew app.

For

Required. The person whose event this is. They see it in their week.

• The list holds every active person of the company, whatever their role. Archived people are not listed.
• A new event starts on your own name.
• Only an owner or admin can choose someone else. For them the field says "Whose event this is; they see it in their week." For everyone else the field is locked and says "Events you create are your own." On a new event it is locked on their own name. On an existing event it is locked on the person the event already belongs to.
• This rule is also kept on the server. If someone who is not an owner or admin saves an event, the person it is for stays as it was.

Attendees

Optional. Anyone else who is expected. They see the event in their week too.

• Shown to owners and admins only.
• You can pick several people. The list holds every active person of the company, whatever their role.
• Do not add the For person again here.

Starts at and Ends at

Starts at is required. Ends at is optional.

• Both are a date with a time, in your company's date format.
• The time is kept exactly as you type it. It is not shifted for time zones.
• The end is not checked against the start. Make sure the end is later than the start.
• An event that runs over several days shows on each of those days.

All day

A switch, off for a new event. Turn it on for an event with no set hours. The Calendar then shows it without a time, and the crew app shows "All day".

Location and Notes

Both optional. Location is one line, for the address or the room. Notes is free text.

Both show when you hold the mouse over the event on the Calendar, and both show to the people involved in the crew app. Do not put anything here that the person it is for should not read.

Client, Site and Job

All three are optional. They link the event to your records.

• Client: search and pick a client. Archived clients appear only when you search for them, marked "(Archived)".
• Site: locked until a client is chosen. It then lists that client's sites.
• Job: lists your jobs as "site: job title". When a client or site is chosen, only their jobs are listed. You can pick a job without picking a client.

Changing the client clears the site and the job. Changing the site clears the job.

Who sees an event

• Owner, admin, supervisor: every event of the company, on the Events list, the Calendar and the dashboard card This week.
• Crew: in the crew app, the list This week shows the events of today and the next 6 days that are for them or that they attend. They see the time, the title, the type, the location and the notes. They cannot open or change the event.

In the crew app the time reads "All day", a time range, the start time alone when the event has no end, "From" and a time on the first day of a longer event, "Until" and a time on its last day, or "All day" on the days in between.

With the AI assistant

When the AI assistant is switched on for your company, an owner, admin or supervisor can ask it to add, change or delete an event. Every change waits for you to approve it on a card first.

The assistant can set the title, type, who it is for, start, end, all day, location, notes, client, site and job. It cannot set attendees: add those on the event form. The same rule applies as on the form: only an owner or admin can make an event for someone else.

What happens after

• The event appears on the Calendar and on the dashboard card This week at once.
• The person it is for and the attendees see it in the crew app, if they use the crew app.
• No email and no notification is sent. Nobody is told that an event was added, changed, moved or deleted. Tell the people yourself.
• The dashboard card Busy days ahead counts the person an event is for as booked on each day of the event. Attendees are not counted.
• Events are included in the company export under Settings > Export, deleted ones too.
• Every time an event is added, changed or deleted, FSMCore records who did it and when. There is no screen for this record on the event itself.

Common mistakes

• I cannot change who the event is for. Only an owner or admin can. Ask one of them to set it.
• I do not see the Attendees field. It is shown to owners and admins only.
• The Site field is greyed out. Choose a Client first.
• The site and job disappeared. You changed the client or the site. Pick them again.
• The person did not know about the event. Events send no email and no notification. They only show in that person's week.
• The event ends before it starts. The form does not check this. Open the event and correct Ends at.
• My copy is on the wrong day. A duplicate keeps the dates of the original. Open the copy and set the new dates.
• I deleted the wrong event. Set the Deleted records filter to Only deleted records, open the event and click Restore.