Set up an exception calendar in New Calendars module

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Misty Flowers

  New Product

This article is for our New Calendars module. This new product is currently in closed beta. Additional information for current clients will be sent as soon as possible. Please see the following for additional updates:

In this Article

Exception calendars are a way to display holidays and other occasions when the school will be closed, as well as to instruct other calendars not to schedule recurring events on those days.

Step 1: Create an exception calendar 

  1. Locate the Calendars section in the left navigation bar in New Calendars module.
  2. Create a new folder or choose an existing folder.
    calendars.png
  3. Hover over the folder in which your new calendar will live until you see the 3-dot More menu.
    hover over the 3-dot menu to create a new calendar.png
  4. Click Add calendar, give it a Calendar name, and choose the Calendar Type Exception.
    add calendar2.png  

    add exception calendar.png  

Step 2: Add events to your exception calendar

Now you need to add events to your exception calendar. They may be holidays or Professional Development days. These are events that will override any other dates on corresponding standard calendars. To learn more about how to create events to an exception calendar, view "Connect and create events" and click on the Exception Events tab. 

Step 3: Add event(s) to a corresponding standard calendar

Now you are ready to add events to a separate standard calendar.

  1. Check the box next to the standard calendar. Click on a date box or click the green Create Event button in the top right corner. 
  2. Name & Dates: Give event a Name, select Start Date & Time and End Date & Time. 
  3. Repeat: In order for exception calendars to work, you must select Repeat and enter a range. Create all-day events for days on which other events should not be scheduled, such as spring break or teacher work days.

    Important Note

    For single event occurrences, select "Repeat every 1 day" and then "Ends After 1 occurrence".

  4. Avoid Dates on: Check the box next to your Exception Calendar so that its events will now take precedence and override these events. 
  5. Calendar: Select the Calendar this event will be placed onto if not already selected. 
  6. Location: Add any helpful information regarding the event such as where it will take place (HS Gym, Cafeteria, etc). 
  7. Share event to: Share this event to other calendars so that it may show up on other calendars, too. 

 Real World Example

One school wants to create a recurring event for After School Tutorials every Tuesday and Thursday. However, any days that are holidays or Teacher Professional Development days, they don't want After School Tutorials to appear on those dates. 

  1. They will first create an exception calendar for those Professional Development days, here it will be called 2024-25 Professional Development Days.
  2. When creating the recurring event for After School Tutorials, once the Repeat / recurring event range is selected, you'll see the option to Avoid dates on. Checking the box next to the calendar(s) under Avoid dates on ensures that the new event will not be scheduled on any of the exception calendar dates. 

edit event to be overridden by exception calendar events.png

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