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How to Schedule & Delete Events

Updated

Table of Contents

  1. Scheduling Events
    1. Accessing the Calendar Views
    2. Creating/Editing Events from the Calendar/Scheduler
    3. Creating/Editing Events from the Agenda 
    4. Details on Creating/Editing Events 
    5. Scheduling Employees
    6. Scheduling Equipment
    7. Scheduling Locations
    8. Moving an Event in the Calendar/Scheduler
    9. Duplicating an Event
  2. Scheduling Multiple Events at Once
    1. Scheduling Multiple Sessions
    2. Scheduling One or More Sessions Each Week
    3. Scheduling Sessions on Different Weeks
    4. Scheduling one Session Each Month on a Specific Date
    5. Schedule one Session on Different Months on a Specific Date
    6. Deleting all the Sessions
    7. Deleting Only The Future Sessions
    8. Can I Edit Multiple Events at Once?
  3. Deleting Events
    1. Deleting an Event
    2. Deleting an Event from the Agenda Table
    3. Deleting Duplicate Events
    4. Canceling an Event
    5. Archiving an Event
    6. Viewing Canceled Events from the Client History
    7. Accessing the Event Canceled Report

How to Access the Calendar Views

To access the calendar views do the following:

  1. Click on the Calendar component
  2. Click on the Calendar tab
  3. Click on the desired calendar view options

What are the different Calendar Views?

The calendar can be broken into 4 different calendar sections: 

How to Create/Edit an Event, Session, or Appointment from the Calendar or Scheduler

To create an event, session, or appointment click on the calendar or scheduler on the desired date and start time. To edit an event, double-click on the desired event, session, or appointment.

 

How to Create/Edit an Event, Session, or Appointment from the Agenda

To create an event, session, or appointment from the agenda click on the New Event button in the bottom right. To edit an event from the agenda click on the edit button in the table for the desired event, session, or appointment.

  • New Event 2.png

 

Details on Creating/Editing Events

Once you have the New Event or Edit Event window open you will want to fill in as much information as possible. Be sure to select a Calendar Type and Sub-Type for the event. These are used for reporting and for calendar filters. Further options are explained below:

  • New Client - Allows you to create a new client on the spot
  • Add Clients - Allows you to add one or more existing clients to the event 
    • New Client & Add Client.png
  • Add Client From Relationship - button beside the client name, allows you to add a client through another client's relationship 
    • Relationship.png
  • Name - This will be displayed in the calendar and agenda
  • Event Color - Helps to quickly and easily view what is coming up on the calendar
  • Start and End Dates - Control the length of the event
  • Marketing Campaign - This helps to track what marketing campaign an event comes from which helps to view the sales that you get from a marketing campaign
  • Resources tab (Requires EmployeeBoost) - Allows you to schedule employees, equipment, and locations to make sure you don't overbook resources
    • To book a resource click on the button below the desired resource table. A window will pop up with the available resources. Click on the checkbox to the left of the resource and then click the save button.
    • If you are scheduling employees you can also drag and drop the employees from the available employees table to the schedule employees table.

How to Schedule Employees

To schedule employees either drag and drop the employee from the "Available Employees" table to the "Scheduled Employees" table or double-click on the desired employee in the "Available Employees" table and it will automatically move the employee from the "Available Employees" table to the "Scheduled Employees" table. 

I don't see an Employee Listed in the Available Employees Table

If the employee is not visible in the "Available Employees" table that means that the employee is either archived or is already booked at that time frame. To avoid double booking employees they are not shown in the table if they are not available. 

How to Schedule Equipment

To schedule equipment or locations either drag and drop the employee from the "Available Equipment" table to the "Scheduled Equipment" table or double click on the desired employee in the "Available Employees" and it will automatically move the equipment from the "Available Equipment" table to the "Scheduled Equipment" table. 

How to Schedule Locations

To schedule equipment or locations either drag and drop the employee from the "Available Locations" table to the "Scheduled Locations" table or double click on the desired employee in the "Available Locations" and it will automatically move the location from the "Available Locations" table to the "Scheduled Locations" table. 

Moving an Event in the Calendar or Scheduler

To quickly move an event, session, or appointment from the calendar or scheduler click on the desired event and drag it to where you want it to be.

How to Duplicate a Session

  1. Edit the session
  2. Click on the Actions menu option
  3. Click on the Duplicate Event menu item 
    • duplicate_session.png

How to Schedule Multiple Sessions

  1. Create a new event
  2. Select the start and end date and time for when the first appointment will occur
  3. Click the Schedule Multiple Sessions tab.
    • Note: This tab is not available when editing a session, event, or appointment. It is only available for new sessions, events, or appointments.
  4. Click the checkbox called Schedule Multiple Sessions
  5. Select when you want the multiple events to end.

How to Schedule One or More Sessions Each Week

  1. While creating a new event, click the Schedule Multiple Sessions tab
  2. Click the checkbox called Schedule Multiple Sessions
  3. Select the Schedule Weekly Sessions button
  4. Select the session days under the Select Session Days header
  5. Verify the schedule looks correct under the Preview Scheduled Sessions header

How to Schedule Sessions on Different Weeks

  1. While creating a new event, click the Schedule Multiple Sessions tab
  2. Click the checkbox called Schedule Multiple Sessions
  3. Select the Schedule Sessions Every X Weeks input box
  4. Enter the desired weeks:
    • If you enter the number 2 for "schedule sessions every 2 weeks", that means a session will be scheduled every other week.
    • If you enter the number 3 for "schedule sessions every 3 weeks", that means a session will be scheduled every third week
    • This pattern continues with any given number
  5. Select the session days under the Select Session Days header
  6. Verify the schedule looks correct under the Preview Scheduled Sessions header

How to Schedule one Session Each Month on a Specific Date

  1. Select the Schedule Monthly Session button
    • A session will be scheduled on this date every month. For example, if the initial session is scheduled on January 5th then a new session will be created each month on the 5th.
  2. Verify the schedule looks correct under the Preview Scheduled Sessions header

How to Schedule one Session on Different Months on a Specific Date

  1. Select the Schedule Sessions Every X Months input box
    1. A session will be scheduled on this date every month. For example, if the initial session is scheduled on January 5th then a new session will be created each month on the 5th.
  2. Enter the desired months
    • If you enter the number 2 for schedule sessions every 2 months that means that a session will be scheduled every other month
    • If you enter the number 3 for schedule sessions every 3 months that means a session will be scheduled every 3 months
    • This pattern continues with any given number
  3. Verify the schedule looks correct under the Preview Scheduled Sessions header

How to Delete All the Sessions

  1. Edit one of the events
  2. Click the Actions menu bar
  3. Click the Delete All Associated Events menu item

How to Delete Only The Future Sessions

  1. Edit the event right before all of the future events that you want deleted.
  2. Click the More Actions menu bar
  3. Click the Delete Only Future Associated Events menu item

Can I Edit Multiple Events at Once?

No, StudioCloud does not support editing multiple events all at once. You can either edit them all individually or delete them and recreate them.

How to Delete an Event

To delete an event from the edit event window do the following:

  1. Edit the Event, Session, or Appointment

  2. Click the Actions menu option

  3. Click the Delete Event menu option

    • Delete.png

How to Delete an Event From The Agenda Table

To delete an event from the agenda table click the delete icon beside the desired event in the table

How to Delete Duplicate Sessions

  1. Click on the Calendar component
  2. Click on the Calendar Tab
  3. Click on the Agenda menu button bar
  4. Select the desired timeframe
  5. Click on the Group Operations menu bar
  6. Click on the More Select Options menu option
  7. Click on the Select Duplicate Events menu item 
    • select_duplicate_events.png
  8. Click on the Group Operations menu bar
  9. Click on the Actions menu option
  10. Click on the Delete Selected Events menu item 
    1. delete_selected_events.png

 

How to Cancel an Event

To mark an event as canceled from the edit event window do the following:

  1. Edit the Event, Session, or Appointment

  2. Click the Actions menu option

  3. Click the Cancel Event menu option

    • Cancel Event.png

  4. Note: To un-cancel the event go back to Actions and select the UnCancel Event option

How to View Canceled Events From the Client History

To view the canceled events, sessions, and appointments from the client history do the steps below.

  1. Edit the Client
  2. Click on the History tab
  3. Click the Filter Options menu under the Events section
  4. Select the Show Cancelled menu option
    • Show Cancel.png

How to Access the Event Canceled Report

The event canceled report does a breakdown of all of the canceled sessions within a specific time frame.

  1. Click on the Calendar component
  2. Click on the Reports tab
  3. Click the Canceled Event Report button 
    • cancelled_event_report.png