Schoolzine Knowledge Base
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Schoolzine’s Calendar is a great way to keep your community up to date. Simply create your events before linking them to newsletters, communications or embed the calendar on an external site.
If you have any questions or wish to begin the setup for one of our other features, please don't hesitate to contact our Support Team and one of our members can assist you as soon as possible.
There are three main ways to access the Calendar:
You can manage your Calendar and all of its events from within the Control Centre:
The Schoolzine System allows you to easily create and share events with your community.
You can share these events through the Schoolzine Calendar, Noticeboard, and DIY Newsletters.
A list of all events within the system, ordered by date. From this view you can search for specific events or filter events based on tags, recently edited or calendar (if you have more than one set up).
Event Date: The start date of the event.
Event Time: The time of the event.
Event Name: The name of your event.
Updated: The last time the event was modified
Tag: The tag/s applied to your event.
Note: If there is more than 1 tag applied to the event, there will be a more tags option that will allow you to see all of the tags applied to that event.
Calendar: The Calendar/s the event appears on.
Note: Unless you have more than one calendar setup the only option available will be School Calendar.
Source: Will have an icon to indicate if the event has been submitted from the public or external source.
Bulk Actions allows you to quickly apply a specified action to multiple events simultaneously, such as deleting and adding or removing a tag.
Calendar View gives a render of all of your events close to how they will appear for the public. From this view you can see a daily, weekly or monthly view of events, see which tags are currently being used in the calendar, and filter the calendar based on specific tags.
Importing a spreadsheet of events is useful for when you want to add multiple events at the same time. An example of this spreadsheet can be viewed here:
Click here for the Calendar Events Template
The template file above has been created to assist with ensuring your data is imported correctly. This file contains data validation rules to restrict the input of any invalid formats. The fields in this file are explained below:
Now that your data has been added to the file it must be saved in CSV (Comma delimited)(*.csv) format.
You are able to sync both the Calendar and single events to your iOS device’s Calendar by selecting the Sync Calendar or Sync Event buttons from the app or mobile version.
You are ONLY able to sync single events to your Android device’s Calendar by selecting the Sync Event button from the app or mobile version of the event page.
You can sync the Schoolzine Calendar and single events to an existing Calendar program (Outlook, Google Calendar) by selecting the Sync Calendar icon or Sync Event button.
The online Calendar can be printed when viewing it with a desktop computer.
|PLEASE NOTE: If one or more tags is selected prior to printing, your Calendar will only print events with the selected tag/s. If no tags are selected, it will print all events.|
You can print the Calendar by selecting the printer icon.
Before printing the Calendar, you will have to select the period of dates you wish to print (i.e.; 1st September to 11th September)
Three views are available for printing:
Calendar View will print exactly how the online version is seen.
Click here to download an example of Calendar View
Schedule View will print in a list format.
Click here to download an example of Schedule View
Term View of the Calendar will display with the 'Week' down the left hand side.
The Schoolzine system features a booking system, so that your community can purchase tickets to an event.
Tickets can be easily added to any event. You can have multiple tickets applied to an event and they can be either free or paid.
Before tickets can be purchased, you will need to have a PayPal account linked to your Schoolzine account. If your tickets are free, you will not need to setup a payment system.
Click here to view an Example Booking
If you would like to setup paid bookings or would like more information, please contact Schoolzine.
A Staff Calendar is a quick and simple way to allow you to show certain events only to your staff members. It makes use of the Restricted Tags feature to allow you to use only a single Calendar. This allows members of staff to view the Restricted Events, while hiding them on the Calendar's public view.
Restricted Tags can be created via the Manage Tags Menu Item. A link to a full guide for creating Tags can be found below:
To create your Staff Calendar, follow the below instructions:
We recommend applying a password to your Staff Calendar Web Page to add extra security to the Calendar.
Your Upcoming Events content holder pulls its information from the Events added to the Calendar. You can display these events in either a Weekly, Fortnightly, Monthly or Yearly interval.
To change the Event Interval, follow the below steps:
If you are using multiple Calendars (example; School Calendar and Assessment Calendar), they can both be displayed together in an Overlay, visible at the link below. For more information, on how to setup and manage an overlay calendar, contact the Support Team.
Click here for an example of a Calendar Overlay
Once your calendar is full of events, you can share it with your community.
Adding the calendar to an external website – Use this option if you want to add your calendar onto your non Schoolzine website. Simply copy the code and paste it onto the page of your website that you want it to appear.
Direct Link – Use this if you want to send the calendar out via an email, app notification or Social Media
Event List – Use this if you want to add a list of events to a content holder or article
A view of all of your events as they appear in your calendar. From this view you can see a daily, weekly or monthly view of events, see which tags are currently being used in the calendar, and filter the calendar based on specific tags.
A list of all events within the system, ordered by date.
You are able to sync your existing SharePoint, Google and Office 365 calendars into the Schoolzine calendar to provide a single point of display for your community and staff.
The Schoolzine system uses tags as a way of displaying and filtering features. Applying specific tags to Content Holders, Media Items, Events, Articles, and Groups will determine where in your account these features display.
There are several default tags that can be used throughout the system. Depending on where these tags are applied, determine where certain features will display.
Newsletter: When applied to a Media Library file, the file will appear in the Forms and Documents side panel item of your newsletter. When applied to a Content Holder, the Content Holder will appear in the side panel of your newsletter.
Page: When applied to a Content Holder, the Content Holder will appear in the Side Panel of other pages, such as Archive, Contact Us and Subscribe pages.
School Event: When applied to an Event, users are able to filter the calendar and look at events only using this tag.
Public Holidays: When applied to an Event, users are able to filter the calendar and look at events only using this tag.
Noticeboard: When applied to an Event or Article, the item will appear in the Noticeboard section of your newsletter.
Subscribe: When applied to a Group, the group will appear on the Subscription Web Form.
App: When applied to a Group, the group will appear under the Manage Groups section of SZapp.
You are able to create your own custom tags for use with events and articles. You can also use custom tags on Media Download items, so that they display in specific Content Holders rather than in the default Forms and Documents.
Event: Allows the tag to be applied to an Event.
Media File: Allows the tag to be applied to a Media Download item.
Newsletter Article: Allows the tag to be applied to an Article.
Using restricted tags is a great way to separate the public and staff only events in your Calendar. Rather than manage two Calendars, using restricted tags allows you to manage who has access to view certain events. Simply apply a restricted tag to all staff events in your Calendar to make them invisible to the rest of the community.
Restricted tags cannot be viewed on the public Calendar and can only be accessed using a specific URL (web address). These pages can also be password protected for further security.
If you are interested in using this feature, please see the following guide:
If you wish to accommodate a request from a community member to include their item in your newsletter, you can do this through the Noticeboard. A Noticeboard item can be displayed for as long as required, removing the need for them to be included in your newsletter content each issue.
Events will only populate at the bottom of your newsletter if you use the Noticeboard tag. By default any event using the Noticeboard tag, will also appear in your Calendar.
Please note: Events and Articles will NOT show in the bottom of the newsletters for clients using the Content Builder eNewsletter currently.
If you do not wish for events using the Noticeboard tag to appear in your Calendar, you are able to remove them so that they only appear in the Noticeboard section at the bottom of your newsletter.
As part of your template the Noticeboard section is named NOTICEBOARD. You are able to populate this section with your own custom title if you wish.
To embed the Schoolzine Calendar on your own web page or portal you will need to copy the Calendar embed code from your Control Centre. Once you have the code, paste it into the HTML of your webpage or portal.
When embedding the Calendar, we provide a few options which change how the Calendar will display.
A Secured Calendar allows you to display events that are not intended to be viewed by your users. For example, you can create a secured Calendar to list staff events and then embed the secured Calendar on your staff portal.
To create a secured Calendar, you can use the Calendar embed code and select Show Restricted from the embed options. You can put the embed code on any of your webpages or staff portals.
Available below is a list of commonly asked questions and their associated answers.
If you can't find what you're looking for, or are interested in learning more about the Schoolzine Calendar for your account, please Contact Support.
If your Event is not saving, make sure that all mandatory fields have been filled in, and with correct values. Common examples of missed fields are:
Please Note: The Control Centre will mark all invalid fields in Red and display a simple tool tip to explain the error.
The Event Summary will display when a viewer selects your event on the Calendar. Due to the limited space available, the information included here should be a brief overview.
The Event Content will display on the Event Web Page itself, accessed from the Event’s direct URL. This is where your complete Event Information should be entered.
Not to worry, the Control Centre will automatically include the information in BOTH the Event Summary and the Event Content display areas if the information has only been included into one of the fields.
Multiple Events can be added using the Calendar Import Process. Create an Excel Spreadsheet with your event information and use the Import option on your Event Page to add these into the system. You can download our Event Import Template below:
Click here to download the Calendar Import Template
Please note: The format being used in your Excel Spreadsheet must match the template file EXACTLY. For example, if the time is input with lowercase pm instead of an uppercase PM, then the Event will be listed as an error and will not be included into the Control Centre.
Events can be filtered by using the Tags feature. Create and apply all relevant Tags for your Calendar, and viewers will be able to select the Tags they wish to filter by when viewing your Events.
Viewers also have the option to Sync the Calendar Events to a personal calendar using the Cloud Sync Icon.
Viewers also have the option to Print the Calendar Events, using the Pint icon.
The default colour of your text is WHITE and it is recommended to be left as default. However this can be adjusted by the Text Color field within your Calendar Settings.
Please Note: This will change ALL Tags text colours. It is recommended to adjust the Tag Color instead of the Text Color field if you are having trouble reading your Tags. Please see the below example
Yes, there is a way to sync your events into the Calendar. This is done by creating a Feed Sync from your existing calendar to the Schoolzine Calendar.
Please note: that this is a One-Way Sync. Meaning that if you make changes in your Control Centre, it will not be updated on the calendar the sync is originating from and will be overwritten when the next automatic sync occurs.
Further information on how to set up a Calendar Sync can be found at the below guide:
Click here to view the Syncing External Calendars Guide
No. Each sync can only have a single Tag applied to the Events.
If you are wanting to use the Tags feature more comprehensively, then we would recommend inputting the Events directly into the Control Centre.
No you do not need to create a new Calendar to accomplish this.
The Schoolzine Calendar has the ability to have a Restricted View of the Calendar to display both Restricted Events, and Public Events. This will also keep a Public View to only show your Public Events.
To create a Restricted Tag simply select the Restricted check box when creating your Tag.
To create a Restricted View of your Calendar you will first need to create a Web Page to link your Calendar to. Then grab the Restricted Embed Code from your Calendar Setting page in the Control Centre
To see the full guide, please click the link below:
Click here to view the Creating a Staff Calendar Guide
This will adjust the color your Calendar Name displays as on the Calendar Overlay page.
This error displays when the event being created has had its dates input incorrectly. There is an example included below for how to input your information for a Recurring Event.
When creating a Recurring Event, your first section should be the Date range and Start/End time for the event. Outlined in Blue
The Second section should be used to outline how often this event would recur. Outlined in Red
Please see below two examples of an event that repeats daily from 9:00am -11:00am for a period of 1 Week. The First has the incorrect Date Range, while the Second has the Correct Date Range:
Recurring Event with Incorrect Details
Recurring Event with Correct Details
Supporting Files can be included under the Event Content section when creating your Event. Simply use the Chose File option to select either an Image or a PDF to upload. These will be visible on both the Event Summary and the Event Page.
Bookings for events can be managed by creating Tickets for your event. These can be created using the Add Tickets button when viewing your event within the Control Centre.
For more information on creating Tickets, please refer to the full guide below:
Click here to view the Ticketed Events Guide
Paid Ticketed Events require a PayPal Merchant Account to be linked with the Control Centre. If this has not been completed, then no Paid Tickets can be processed through your Control Centre. Free Ticketed Events will not require this set up.
If you require further assistance with linking your PayPal Merchant Account to your Control Centre, feel free to contact our Support Team.
This occurs when a calendar has been given a Default Start Date, or dates added to the Term Start/End Date. Simply edit you Calendar settings and either update these settings to the new dates or leave as blank to have the Calendar always updates to the current date.