Group events are VISIBLE in Portal calendars based on the Classification and Visibility Settings on the General tab, the Classifications assigned on the Classifications tab, and Group Members if this option is used to add attendees/invitees. 




Classifications
Event Classifications are based on the Grade Level, Campus, and Student Group configurations. You can select single or multiple grades for an event.

The General tab of a group event record allows you to only select one Grade Level, Campus, and the Primary Group (any type) however, you can select additional Grade Levels, Campuses, and Student Groups on the Classifications tab. The Groups tab allows you to select additional groups of any type.

The Classifications tab allows you to select the grade levels, campuses, and student groups for which the event will be visible. If you want to make an event visible to Grades 8 and 9, you would select the grades on this tab. Campus and Student Group classification types will only be available if these record types are configured.

Groups
The Groups tab allows you to further specify which groups should be included as part of the event, and, if the Group Members visibility flag is enabled, anyone in the selected groups will see the event on their calendars regardless of the other visibility settings.




Note with Example:

When both classifications and visibilities are enabled, individuals will only see events if they meet both criteria. 


For example, the event above is limited to Upper School and Grade 11 which will limit visibility as follows:

  • Students in Grade 11
  • Parents of Students in Grade 11
  • Faculty and Staff with a School Level of Upper School and/or teachers of Grade 11 classes/students


If the Group Members visibility flag was enabled then only individuals who are part of the Primary Group or one of the individual Groups from the Groups tab would be able to see the event.


If someone is listed on the Attendance tab they will also see the event regardless of the visibility, group, and classification settings.




Definitions


Visibility

Visibility determines which system calendars the event will be displayed on. By default public, parents, students, and staff/faculty are selected to display events. Adjust visibility settings by checking/unchecking the box next to each calendar. If a box is not selected, the event will not be visible on the calendar. Calendar visibility options include:

  • Public: determines whether the event will be displayed on the public school calendar (if using Veracross API).
  • Parents: determines whether the event will be displayed on the parent calendar in the Portals.
  • Students: determines whether the event will be displayed on the student calendar in the Portals.
  • Staff/Faculty: determines whether the event will be displayed on the staff/faculty calendar in the Portals.
  • Alumni: determines whether the event will be displayed on the alumni calendar in the Portals.
  • Group Members: determines whether the event will be displayed on the personal calendars of group members associated with the event.


Classification

The Classification tab determines who can see the event on their calendars. All Classification settings previously entered on the General tab are added automatically to the Classification tab. Use the grade level, campus, and student group classifications to select who will be involved in the event:

  • Grade Level: select which grade level the event will involve by double-clicking on the grade desired or selecting the forward arrow. It should appear in the “Classification selected for” table.
  • Campus: select which campus the event will involve by double-clicking on the campus desired or selecting the forward arrow. It should appear in the “Classification selected for” table.
  • Student Group: select which student group the event will involve by double-clicking on the group desired or selecting the forward arrow. It should appear in the “Classification selected for” table.


Groups

The Groups tab can be used to select more than one group for the event outside the primary group specified on the General tab. Event attendance records will then be created for all members of the groups in the Event Attendance tab. Group membership within a group event is a “snapshot in time.” It will only add the group members to the event at the time the event was created. The group will not automatically update if a new member is added after the event is created. This must be updated manually.