The public website calendar is what unauthenticated visitors see — typically embedded into the school’s main website. Events on the public calendar are visible to anyone, so they go through an extra confirmation step before they’re displayed.
How public visibility works
A single event goes on the public calendar only when both of the following are true:
- The event owner has ticked Show on website on the event form.
- An approver has ticked Confirm display on website when approving the event.
Either party can decline to let it go public — the owner’s tick is a request, the approver’s tick is a sign-off. If only one is set, the event stays on the internal calendar but isn’t on the website.
As an event owner
When you create or edit an event, the Show on website field is on the Status/Owner section of the Details tab. Tick it for any event that’s appropriate for parents, prospective families and the general community to see.
Good candidates:
- Open days, fetes and community events.
- Sports fixtures.
- Term dates, public holidays and other calendar landmarks.
- Concerts, performances and assemblies open to families.
Not appropriate:
- Internal staff meetings.
- Excursions where the venue or timing is sensitive.
- Anything that includes student names or identifying details in the description.
As an approver
When you take the Approve action on a request, the approval form includes a Confirm display on website checkbox. Tick it only after you’ve reviewed the event title, description and any attached information from the public-visitor perspective. If anything would be unsuitable for a public audience, leave it unticked and either edit the event before approving, or send it back to the owner via More info.
See Reviewing and approving event requests.
Bulk-managing what’s on the website
The Website calendar view lists every approved event with its current public/private status. From here you can:
- Toggle events on or off the public website without re-running them through the full approval workflow.
- Quickly audit what’s currently public.
- Catch events that were approved without the website tick and add them.
Where the public calendar lives
The public calendar is exposed in two places:
- The website embed on your school’s main site — usually a calendar widget on a What’s On page.
- The public iCal feed — see Sharing calendars via iCal feeds.
Both pull from the same set of events. Toggling a single event off the website removes it from both.
What the public sees
Public events show:
- Title.
- Start and end date/time.
- Location.
- Description.
They do not show:
- Catering, ICT or maintenance requirements.
- Staff involved.
- Cost or budget details.
- Internal owner comments.
- The approval trail.
If anything in the description shouldn’t be public, edit the event before approving for display.