The Site Calendar shows open dates to prevent incorrect participation or service data entry; dates not marked as “open” will not allow participation recording.
For programs supporting students experiencing homelessness, all dates/days should be selected as "open" as a student could have a service recorded for them on any day of the year.
You can add or edit a Site Calendar at either the Site or District/Institution level. At the District/Institution level, you can set up calendars for multiple sites simultaneously, saving time. However, any edits made to these calendars must be applied individually to each site, as there is no mass calendar editor. Therefore, site-level staff often create calendars tailored to their specific schedules.
For administrators with access to multiple sites, the screen will appear in one of two ways depending on whether one or more Site Calendars exist.
1. If no Site Calendars for any sites have been established for this Reporting Term, the screen will look like this:
2. The screen will look like the following image if at least one site has a calendar. The sites listed in the drop-down have had a Site Calendar created for them, which can be edited by selecting the desired site in the drop-down list.
Note: if all sites have established a Site Calendar, the Add Calendar+ button will not be present.
For users with access to only one site, your screen will appear like this:
Adding a New Site Calendar
At the upper right of the screen, click Add Calendar +
There are two steps in the process of adding a Site Calendar.
Select the days/dates the site will be open.
If you are an administrator with access to multiple sites, apply the selected days/dates to the appropriate sites.
If you are an administrator with oversight over multiple sites, first consider if some of your sites have the same operations calendar. Are they open and closed on the all or most of the same dates, have the same holiday breaks, etc.? It is more efficient for you to carefully set up a Site Calendar that applies to as many sites as possible and then apply that Site Calendar to those sites. You will be able to make adjustments to the Site Calendar for individual sites if necessary.
Note you can set up a Site Calendar and apply it to a group of sites (e.g year-round programs) and then create a different Site Calendar and apply it to a different group of sites (summer program sites).
1. Select Dates
The Select Datesdrop-down menu allows you to use the checkboxes to select the days of the week throughout the Reporting Term when the site will typically be open or closed. Checking a box for a day will mark each day (e.g., Monday) as open, and thus, services can be recorded for that date.
If your programs are typically not open on weekends, do not check the All Saturdays or All Sundays option.
As you select days of the week, the corresponding dates on the calendar below will show in blue indicating the site is open.
After finishing selecting which days of the week the site is generally open, you can fine-tune the calendar by editing the open/closed status of individual dates. For example, you can indicate individual dates as closed for a Monday holiday, winter break dates, etc. by un-highlighting them.
Move between months by using the right and left arrows at the top of the calendar.
To edit individual dates on the calendar, click a date to select or deselect it. A date highlighted in blue indicates an "open" date. An un-highlighted date indicates the site is closed on that date.
When you are certain the calendar is accurate, click Next Step.
2. Select Sites (applies to Admins Only)
A list of all the sites that have not yet established a Site Calendar will appear. Check the box next to the site name for each site you wish to apply this Site Calendar.
When you finish selecting sites, click Save and this newly created Site Calendar will be applied to those sites. Be certain the dates are accurate as editing a site calendar must be done site-by-site.
Editing a Site Calendar
For admins with access to more than one site, select the site from the dropdown menu for which you want to update its Site Calendar.
If connected to a single site, the dropdown list of sites will not be present - only the site calendar for the site you are connected to will appear.
Note that calendars can only be edited for one site at a time. For this reason, be very careful when setting up a calendar that is applies to multiple site; an error in dates will require editing each site calendar individually.
You can edit the Site Calendar in two ways.
To make a large change, you can add or remove all dates that are a certain day of the week (i.e. Monday) by using the Scheduled Datesdrop-down menu. For example, if an after-school site changes its schedule and no longer offers services on Fridays, you can first check the All Fridays box and then uncheck it. You will notice the blue highlights for all Fridays will disappear on the calendar at the bottom. Likewise, if this site will now offer services on Saturdays, check the All Saturdays checkbox and all Saturdays within the Reporting term on the calendar at the bottom will be highlighted blue, indicating the site is open and services can be recorded.
You can fine-tune the calendar's individual dates. For example, you can remove individual dates for a Monday holiday, winter break dates, etc. by clicking a blue date to un-highlight it marking it closed.
Move between months by using the right and left arrows at the top of the calendar.
To edit individual dates, on the calendar, click a date to select and make it blue/open or deselect it to unhighlight it, indicating it is closed for that date.
Note that any date highlighted in orange is a locked date. This indicates that participation has already been recorded for this date, and the date’s open/closed status cannot be adjusted.
Underneath the calendar is a summary of the locked and editable dates as well as the start and end dates for the Reporting Term for reference.
When the edited Site Calendar is accurate, click Save Site Calendar.
