A one-off event is a single occurrence on a specific date and time. This is the most common workflow when a staff member wants to put something on the school calendar.
Starting the form
From a calendar, choose New event. The form is broken into tabs. Most of what you need is in the first tab.
Details tab
This is the only tab you have to touch for a simple event.
Overview
- Title — the public name of the event.
- All day — tick this if the event runs the whole day or spans multiple days with no specific time.
- Start and End — date and time. Dates use the Australian format (DD/MM/YYYY).
Details
- Event Type — chooses the approval chain that applies. Available types are configured by your school. See Configuring event types and approval chains.
- Primary Location — type a venue name or pick from the dropdown of known locations. Known locations carry default ICT and maintenance options. See Configuring event locations and email routing.
- Event Category — a separate categorisation layer (e.g. Sports, Academic) used for filtering on the calendar.
- Campus — required at multi-campus schools.
- Description — appears on the event detail page and in notifications.
- Year Groups — tick the year groups the event applies to.
Status / Owner
- Event owner — defaults to you. The owner gets approval notifications and can edit the event.
- Event co-owner — optional second owner with the same permissions.
- Head/Leader/Dean/Director for Approval — required when the event type has the HOD approval gate turned on. This person is the first approver in the chain.
- Publish To — which audiences will see the event after approval: Staff, Students, Parents. If the event type is marked staff-only, publishing is fixed to staff and these options are hidden.
Requirements, Attachments and Costs tab
Fill this in only when relevant. Free text fields are fine for simple cases; structured catering, ICT and maintenance are added separately after the event is created — see Adding catering, ICT and maintenance requirements.
- Faculty, Web link, Whole school — general details. Tick Whole school for assemblies or liturgies where attendance is mandatory.
- Costs — cost, cost per student, cost centre and expenditure code.
- Requirements — short free-text notes for catering, ICT, maintenance, event support and admin.
- Attachments — up to three files. The labels are configured by your school.
- Owner comments — internal notes visible to approvers.
Other tabs
Some tabs only appear if your school has them enabled:
- Permission Note Info — content used when generating parent permission slips.
- Success Criteria — three free-text fields for post-event reflection.
- People, Classes and Groups — staff involved, students involved, classes involved and access groups.
- Additional Information — any custom fields your school has defined.
The Recurrence tab is covered separately in Creating recurring events. Leave Is this a repeating event? unticked for a one-off.
Saving
Save the event as a Draft first. Drafts are visible only to you and don’t send any notifications.
When you’re ready, submit it for approval — see Submitting an event for approval.
Notes
- If your school has an event requests cutoff date set, you can’t create events beyond that date. Speak to your portal admin if the date needs to be extended.
- Changing the start date on an event that is already approved will send it back to Draft and re-trigger the approval workflow.