Calendar
Manage school events, operational milestones, and activity timelines within a centralised, structured planning environment.
Calendar Features
Multiple School Calendars
Schools can structure their calendars into clear areas. For example:
Typical Calendar Types | |
|---|---|
Junior School | Alumni Calendar |
Senior School | Inter/Intra School Sports |
Public-Facing | Musicals & Productions |
Staff Calendar |
Using the Calendar
The calendar interface allows you to view, filter, and manage events efficiently. Use the available tools and buttons to customise how events are displayed.
Move Between Dates
Use the Left (◀) and Right (▶) arrows to move backward or forward through the calendar.
Click Today to instantly return to the current date.
You can also click on a specific date within the calendar grid to view or create events on that day.
Search and Filter Events
Use the Category filter to display events from one or more selected categories.
Use the Tag field to filter by event tags.
Use the Year Level filter to view events related to a specific year level.
Click Search to apply filters and refresh the calendar view.
Click Clear to reset all filters and show all events.
Save Filters
If you frequently view specific types of events, click Save to save your current filter selections for future sessions.
Subscribe to Calendar
Click the Subscribe button to generate a calendar subscription link.
This allows you to sync events with external calendars such as Outlook, Google Calendar, or Apple Calendar.
Change Calendar View
Views | Display |
|---|---|
Month | Displays the entire month’s events in a grid format. |
Week | Displays detailed events for a single week. |
List | Shows all upcoming events in a chronological list view. |
View Event Details
Click on any event title to open its details.
You can then view information such as event time, category, tags, and approval status, or perform actions like Edit or Delete(depending on user permissions).
Using Calendar Filters
Navigate to the Calendar module.
Apply Filters
At the top of the calendar, you can filter events by:
Filters | Display |
|---|---|
Category | e.g., Junior School, Senior School, Staff. |
Tag | e.g., Sports, Exams, Music. |
Year Level | Show events for a specific year group. |
Save Your Filters
After selecting your filters, click Save.
Your calendar will load with these filters applied each time you return.
Clear Filters
Click Clear to remove all filters and return to the full calendar view.
Create New Event
Navigate to the Calendar module.
1
Select a date
Click on the date where you’d like to add the event.
This will open the Create New Event popup.
2
Enter event details
Event Name (required): Enter a title for your event.
Date: Select the event date.
All Day: Tick this box if the event runs all day.
Recurring: Tick this box if the event repeats, then choose:
Repeat By: Daily, Weekly, Monthly, or Yearly
Repeat Every: e.g. every 2 weeks
Repeat Until: Select the end date for the recurrence
Venue/Location: Select where the event will take place.
Year Level: Assign the event to a year level if applicable.
Category (required): Choose the category that best fits the event (e.g. Holiday, Excursion, Meeting).
Tag: Add one or more tags for easier filtering and searching.
Details: Add any additional information or notes about the event.
3
Assign workflow process (required)
Select the appropriate Approval Workflow from the dropdown list.
4
Save the event
Click Submit to create and send the event for approval.
Click Cancel if you don’t wish to save.
View/Share a Calendar
The Public Calendar allows schools to share upcoming events with their wider community. Any event assigned to a Public Category will automatically appear here.
View the Public Calendar
Go to Settings → Public Calendar.
Click Open Public Calendar to preview it.
Share the Public Calendar
Click Copy Link to copy the Public Calendar URL.
Add this link to your school website, parent portal, or communications page so parents and the broader school community can easily view upcoming events.
Subscribe to a Calendar
1
Navigate to Calendar → Subscribe
Click the Subscribe button at the top of the calendar.
The Subscription Link window will open.
2
Set filters
Choose the filters to define which events are included in your subscription:
Category (required): Select the calendar category you want to subscribe to.
Tag (optional): Filter the subscription by tag.
Year Level (optional): Filter the subscription by year level.
3
Generate a link
Click Generate subscription link.
A subscription URL will appear below.
4
Copy a link
Click Copy Link to copy the URL.
Paste this link into your external calendar application to subscribe.
You can then paste this link into your preferred external calendar application such as Outlook, Google Calendar, or Apple Calendar to stay updated automatically.
5
Add to Outlook
Outlook Desktop App:
Open Outlook and switch to the Calendar view.
Select Add Calendar → From Internet.
Paste the copied subscription link.
Click OK, then confirm when prompted.
The subscribed calendar will appear under Other Calendars.
Outlook Web (Office 365):
Go to Outlook.com → Calendar.
Select Add Calendar → Subscribe from Web.
Paste the subscription link in the URL field.
Enter a Name and choose a Colour if desired.
Click Import to add the calendar.
Note
The same process applies when generating a Public Calendar link. However, public links are not saved for future access and must be copied at the time they are generated.
Event Categories / Tags
Event Categories
Categories are top-level organisational labels used to group events in the Calendar. They help schools structure their calendars into clear areas.
Category Examples | |
|---|---|
Junior School | Public Calendar |
Senior School | Senior School |
Each Category Includes | |
|---|---|
Title | The name of the category (e.g., Junior School). |
Colour Code | Used to visually differentiate events in the calendar. |
Type | Choose between Private or Public. |
Public vs Private Event Categories
Type | Display |
|---|---|
Public Categories |
|
Private Categories |
|
Create a New Event Category
1
Go to Settings → Categories
Click Add New.
2
In the Create New Category window
Title: Enter the category name (e.g., Junior School).
Color: Select a colour code to identify the category.
Private: Tick this box if the category should only be visible internally. Leave unticked if it should be Public.
3
Click submit to save
The new category will now appear in the list and can be assigned to events.
Manage Event Categories
In the categories list, you can manage existing categories:
Function | Result |
|---|---|
Edit | Update the category’s title, colour, or privacy setting. |
Archive | Move a category out of active use if it cannot be deleted. Events remain linked, but the category no longer appears in active lists. |
Delete | Permanently remove a category (only available if it is not linked to any events). |
Archived Event Categories
When you toggle Show Archived to ON:
Archived categories appear in the list with their details.
Each archived category includes a Restore button, which allows you to reactivate it and return it to active use.
Event Tags
Tags are a lower-level organisational layer that can be associated with calendar events. They provide a way to group and search events more flexibly.
An event can have one or more tags. Unlike categories, tags do not have colours.
How to Add a New Event Tag
Navigate to Settings → Tag.
Click Add New.
Enter the Tag Title.
Click Submit.
Managing Event Tags
Edit a Tag
Use the pencil edit icon to update the title of an existing tag.
Delete a Tag
Use the bin delete icon to remove a tag.
Tags can only be deleted if they are not currently linked to any events.
Archive a Tag
If a tag is in use and cannot be deleted, use the Archive option instead.
Archived tags are hidden by default but remain linked to past events.
View Archived Tags
Toggle the Show Archived switch to display archived tags in the list.
Venues are used to record the physical locations where events take place, such as classrooms, halls, or sporting facilities.
Event Venues
Create a New Event Venue
1
Go to Settings → Venue.
Click Add New.
In the Create New Venue window, enter the following:
Code – a short, unique identifier (e.g.,
GYM1).Name – the full name of the venue (e.g., Main Gymnasium).
2
Click Submit to save.
The new venue will now appear in the list and can be assigned to events.
Manage Event Venues
In the venues list, you can perform the following actions:
Edit – Update the venue’s code or name.
Archive – If a venue is in use and cannot be deleted, archive it instead. This will hide it from the active list but retain its historical links to events.
Delete – Remove a venue but will only be available if it is not linked to any events.
Archived Event Venues
When you toggle Show Archived to ON:
Archived venues will appear in the list.
Each archived venue has a Restore button to reactivate it and return it to active use.
All calendar events in Paperly must pass through an approval workflow. When creating an event, users must select from the list of available workflows.
Event Admin Permissions
Feature only available to Admin users
Add a New Admin User
1
Go to Settings → Permissions.
Click Add New.
2
Select the staff member from the drop-down list.
Click Submit.
The staff member will now have Admin access.
Remove an Admin User
1
Go to Settings → Permissions.
Locate the staff member in the list.
2
Select the staff member from the drop-down list.
Click the Delete icon in the Actions column.
This will remove their Admin access.
All other staff can only see:
- Calendar - Pending Events
Event Approvals
Create a New Event Approval Workflow
1
Go to Settings → Approval Workflow.
Click Add New.
Enter the following details:
Name – the internal name for the workflow.
Display Name – the name users will see when selecting the workflow.
Description – a short explanation of the workflow’s purpose.
2
Add the first approval step:
Enter a Step Name and Description.
Assign one or more Approvers.
3
To add more steps, click Add Approval Step.
When finished, click Save.
Manage Event Approval Workflows
In the workflow list, you can manage workflows with these actions:
Pencil icon – Edit workflow details or steps.
Bin icon – Delete a workflow, but only if no events are associated with it.
Archive box icon – Archive a workflow if it is in use and cannot be deleted.
Edits to Approval Workflows only apply to new events created after the change. Events already in progress continue under the original version of the workflow.
Archived Event Workflows
Toggle Show Archived to ON to see workflows that have been archived.
Archived workflows can be restored if needed.
Existing Events
Search for an Event
Navigate to the Calendar module.
Set Search Filters
At the top of the calendar, choose any combination of:
Category – e.g., Junior School, Senior School, Staff.
Tag – e.g., Sports, Exams, Music.
Year Level – filter to a specific year group.
Choose the Date Range
Use the ◀ / ▶ arrows to move months or weeks or click Today to jump to the current date.
Tip: Switch to List view to scan results quickly.
Run the Search
Click Search to apply your filters and load matching events.
Refine or Reset
Adjust filters and click Search again to refine results.
Click Clear to remove all filters and return to the full calendar.
Save Your Search (Optional)
Click Save to keep your current filters so they load automatically next time.
Review Pending Event
Navigate to Calendar → Pending Events
This page displays all events currently awaiting approval or action.
Note
Admins can view all pending events. Approvers see only events assigned to them within the approval workflow. Users can view only the events they have created.
Find the Event
You can locate a specific event by using the search bar or scrolling through the list of pending events.
Once located, click the View (eye) icon under the Actions column to open the event.
View Event Details
On the Event Details tab, review key information such as:
Event date and time
Category
Associated approval workflow
To review or take action, switch to the Approvals tab.
Take Action on the Event
Within the Approvals tab, select one of the following actions:
Approve - Progresses the event to the next stage of the workflow.
Request Resubmission - Sends the event back to the creator for revisions.
Reject - Ends the workflow without approval.
Edit an approved event
Feature only available to Admin users
Edit the Event
1
Navigate to the Calendar module.
Click the three dots in the top-right corner of the event window.
From the dropdown menu, select the Edit (pencil) option.
2
Make Required Edits
The Update Event form will appear, allowing you to modify event details such as:
Date and recurrence settings
Venue/Location
Year Level, Category, and Tags
Event details or description
3
After making your updates, click Update to save the changes.
Delete an approved event
Feature only available to Admin users
1
Navigate to the Calendar module.
Select the Event
Click on the event you wish to remove.
The event details window will open.
2
Delete the Event
Click the three dots in the top-right corner of the event window.
From the dropdown menu, select the Delete (trash can) option.
Confirm the deletion when prompted.
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