The Activities Calendar View gives you a visual, week-by-week (or day-by-day) picture of all the scheduled activities and sessions offered at your site. Instead of scanning a list, you can see exactly what is happening, and when, laid out across a grid. This makes it easy to validate schedules, spot gaps, and confirm whether attendance has been recorded for each session. It also allows for quick entry into the specific dates participation entry screen.
You must be connected to a specific site to view its Activities Calendar. Use the Switch Access feature to connect to the desired site. To learn more about Switching Access, please see this article.
Accessing the Calendar View
Select the Activities tab from the left-hand navigation menu.
By default, the Calendar View of the site's activities appears. Use the list view icon to switch to the original list of activities.
Use the Week and Day toggle buttons at the top right to choose which period of time you want to see.
- Week displays all scheduled sessions across a seven-day span (Sunday–Saturday)
- Day narrows the view down to a single day’s schedule.
Use the arrow buttons (< and >) next to the date range to move backward or forward to a different week or day.
Use the edit calendar icon to jump to a specific date with a helpful calendar control.
Reading the Calendar
Each scheduled session appears as a colored block placed at its scheduled start and end time on each day it is scheduled. The block displays the Activity name, the Session name, and the Session’s start and end time.
A few other notes about the calendar view:
- The time column on the left runs from early morning to evening, so you can quickly see which sessions overlap or run back-to-back.
- Multiple sessions scheduled at the same time on the same day will appear side by side.
- Only Scheduled Activities (sessions with specific dates and times) appear on the calendar.
Understanding the Colors and Status Icons
Blocks are different colors and have different icons in the upper left corner of each session block. The color and icon indicate what level of attendance has been recorded for that session.
- A green block with a checkmark indicates that a participation status (e.g. Present, Absent) has been recorded for the session for all enrolled participants.
- A yellow block with an i icon indicates that some of the participants enrolled for the session have participation recorded for them.
- A red block and X icon indicates no attendance has yet been recorded for the session.
- A blue block indicates the session is a shared session meaning that participants from multiple sites can attend.
You can scan across a week and immediately see which sessions still need attendance entered, without having to open each activity individually or run a report. A red X on a past date block is an indicator that follow up with the site staff responsible for tracking participation of that activity may be required.
Adding or Editing Participation from the Calendar
The Calendar View also allows attendance to be directly entered into a session without having to navigate back to the Participation section of the system.
Click directly on any session block on the calendar.
A quick-view modal window opens, showing the Activity name, the Session name/group, start and end times and summary of enrollment and participation counts.
The modal also includes a row of quick-action icons for managing the session itself:
- Pencil icon - edit the session’s details.
- Copy icon - duplicate the session.
- Transfer arrows icon - move or transfer the session.
- Trash can icon - delete the session (only allowed if no attendance has been recorded).
The Enter Participation button opens the participation entry screen for that session on that date. This is a much quicker way to navigate to the entry screen than through the Participation section. See this article for more information on recording participation for multiple participants.
Click the X at the top right of the panel to close it and return to the calendar.
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