Events
The Events section manages two types of calendar entries — general events such as concerts and excursions, and band rehearsals. Both appear on a shared calendar that parents can view through the MSM parent portal. Go to Events in the main menu — the page has two tabs: All Events and Rehearsals.
All Events tab — adding and managing events
The All Events tab shows a full calendar of upcoming events and rehearsals. Switch between Month, Week, and Day views using the buttons in the top right of the calendar. Use Today, Back, and Next to navigate between dates.
Adding an event
Click any date or time slot on the calendar to open the Add Event form. Fill in the event details and click Save.
| Field | Notes |
|---|---|
| Event Title | Required — shown on the calendar and in the MSM parent portal |
| Colour | The colour used to display this event on the calendar — choose from Blue, Green, Red, Purple, Pink, Indigo, Yellow, or Grey |
| Hide in parent portal | Tick to make this event visible to admins only — parents will not see it in the portal |
| Groups | Select which student groups this event applies to — click × on a group to remove it |
| All groups | Tick to apply this event to all groups, overriding the Groups selector |
| Description | Optional details shown in the parent portal alongside the event |
| Venue | The location of the event |
| Start Date | The date and start time of the event |
| Duration | Length of the event in minutes |
Linking an event to a roster
If an event is assigned to a single group, a Roster button appears at the bottom right of the event form. Click it to manage the roster linked to this event. When creating a new recurring event for a single group, you can:
- Leave it unlinked — no roster needed
- Create a new roster — automatically creates a roster with a slot for each event date
- Link to an existing roster — attach to a roster already set up for that group
Tip: The Roster button only appears when the event is linked to a single group. For multi-group events or events with All Groups ticked, rostering is not available.
Editing an event
Click any event block on the calendar to open it. Edit the fields and click Save.
Click the ⋯ menu in the top right of the event for additional options:
| Option | What it does |
|---|---|
| Add date | Adds an extra occurrence to this event |
| Copy event | Duplicates this event to a new date |
| Delete event | Deletes all dates for this event |
| Delete this date | Deletes only the specific date you have open, leaving other dates intact |
Rehearsals tab — scheduling and managing rehearsals
The Rehearsals tab is a drag-and-drop timetable for scheduling band rehearsals. All your student groups are listed in the Groups panel on the right — drag a group onto the calendar to create a rehearsal. A hint at the bottom of the panel reminds you to drag a group to create a rehearsal.
Switch between Month, Week, and Day views. Week view shows time slots from early morning and is the most useful for scheduling. Use the filter box at the top of the Groups panel to find a specific group by name.
Scheduling a rehearsal
- Find the group in the Groups panel on the right
- Drag the group name onto the desired day and time slot in the calendar
- The rehearsal is created automatically using the group's default duration and colour
You can also drag an existing rehearsal block to a new time or day to reschedule it, or drag its top or bottom edge to change its duration.
Editing a rehearsal
Click any rehearsal block on the calendar to open its details form. Edit the fields and click Save. To delete a single rehearsal, click Delete and confirm.
| Field | Notes |
|---|---|
| Colour | Override the group's default colour for this specific rehearsal |
| Start / End | Adjust the rehearsal time — both times must fall on the same day |
| Venue | Override the group's default venue for this rehearsal |
| Comment | Notes shown in the parent portal event details |
Rehearsal attendance is taken from the group record, not from the Events calendar. See the Taking Attendance article for details.
Copying rehearsals to other weeks
Use Copy Rehearsals to duplicate a full week of rehearsals across multiple future weeks — the most efficient way to set up a term's schedule at the start of the year.
- Switch to Week view and navigate to the week you want to copy from
- Click Copy Rehearsals in the top right — the Copy Week's Rehearsals panel opens on the right
- Review the Copying from banner at the top to confirm the source week is correct
- Set Copy until to the last week of term — the weeks to copy into are listed below
- Toggle Every other week on if rehearsals run fortnightly
- Click Remove next to any week that falls on a school holiday. Use Add a week + to add back any week if needed.
- Under Select student groups to copy, choose Copy all groups or Select specific groups
- Click Copy Rehearsals
Tip: Set up one complete week of rehearsals first, then use Copy Rehearsals to fill the rest of the term in one action. Remove any holiday weeks from the list before copying.
Clearing a week's rehearsals
Use Clear Rehearsals to remove all rehearsals from a week — for example, at the end of term or when a week needs to be rebuilt from scratch.
- Switch to Week view and navigate to the week you want to clear
- Click Clear Rehearsals in the top right
- Choose Clear all groups or select specific groups
- Click Clear
Note: Clearing a week permanently removes all rehearsals for the selected groups in that week. This cannot be undone.
Quick reference
A handy reminder once you are familiar with the system.
| Task | Where to go |
|---|---|
| Add a general event | Events > All Events tab > click a date on the calendar |
| Edit an event | All Events tab > click the event block |
| Delete one date of an event | Click event > ⋯ menu > Delete this date |
| Delete all dates of an event | Click event > ⋯ menu > Delete event |
| Link an event to a roster | Click event > Roster button (appears for single-group events) |
| Schedule a rehearsal | Events > Rehearsals tab > drag group onto calendar |
| Edit or reschedule a rehearsal | Rehearsals tab > click the rehearsal block |
| Copy rehearsals to future weeks | Rehearsals tab > Week view > Copy Rehearsals button |
| Clear a week's rehearsals | Rehearsals tab > Week view > Clear Rehearsals button |
| Take rehearsal attendance | See the Taking Attendance article |