> ## Documentation Index
> Fetch the complete documentation index at: https://docs.pilotflows.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Calendar

> Manage events, schedules, and activities for your organization

# Calendar

The Calendar module helps you coordinate events, flights, training sessions, meetings, and maintenance activities across your organization. Keep everyone informed and avoid scheduling conflicts.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-calendar-view.png" alt="Organization calendar showing various events and activities" />
</Frame>

## Overview

The organization calendar is a central scheduling tool that supports multiple event types, recurring events, and integration with other modules like aircraft booking and training.

## Key Features

<CardGroup cols={2}>
  <Card title="Multiple Event Types" icon="calendar">
    Create different types of events: flights, training, meetings, maintenance, social events, and more. Each type has its own color and icon.
  </Card>

  <Card title="Recurring Events" icon="repeat">
    Set up recurring events like weekly meetings, monthly maintenance checks, or regular training sessions. Customize recurrence patterns.
  </Card>

  <Card title="Multiple Views" icon="layout-grid">
    View your calendar in day, week, month, or agenda format. Switch views to see different time perspectives.
  </Card>

  <Card title="Event Filtering" icon="filter">
    Filter events by type, participant, aircraft, or date range. Show only what's relevant to you.
  </Card>

  <Card title="Participant Management" icon="users">
    Invite members to events, see who's attending, and manage RSVPs. Send notifications to participants.
  </Card>

  <Card title="Aircraft Integration" icon="plane">
    Link events to specific aircraft for booking and availability tracking. See aircraft schedules alongside events.
  </Card>
</CardGroup>

## Event Types

Your organization calendar supports various event types, each with distinct styling:

* **Flight** - Scheduled flights, training flights, check rides
* **Training** - Lessons, ground school, simulator sessions
* **Meeting** - Staff meetings, board meetings, planning sessions
* **Maintenance** - Aircraft maintenance, inspections, repairs
* **Social** - Social events, fundraisers, gatherings
* **Information** - Announcements, notices, general information
* **Fundraiser** - Fundraising events and activities

<Frame caption="Event type selection">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-event-types.png" alt="Dialog showing different event types with color coding" />
</Frame>

## Creating Events

<Steps>
  <Step title="Open Calendar">
    Navigate to **Organization** → **Calendar** from your dashboard sidebar.
  </Step>

  <Step title="Create New Event">
    Click the **+ New Event** button or click on a time slot in the calendar view.

    <Tip>
      You can also drag on the calendar to select a time range, which will pre-fill the start and end times.
    </Tip>
  </Step>

  <Step title="Fill Event Details">
    In the event creation dialog, provide:

    * **Title** - Name of the event
    * **Type** - Select from available event types
    * **Date & Time** - Start and end times
    * **Description** - Additional details about the event
    * **Location** - Where the event takes place (optional)
    * **Participants** - Invite members to the event
    * **Aircraft** - Link to specific aircraft (if applicable)

    <Frame caption="Event creation form">
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-create-event.png" alt="Form for creating a new calendar event" />
    </Frame>
  </Step>

  <Step title="Set Recurrence (Optional)">
    If this is a recurring event:

    1. Enable **Recurring Event**
    2. Choose recurrence pattern:
       * Daily
       * Weekly (select days)
       * Monthly (specific date or day of week)
       * Yearly
    3. Set end date or number of occurrences

    <Note>
      Recurring events can be edited individually or as a series. Changes to one occurrence don't affect others unless you choose to update the series.
    </Note>
  </Step>

  <Step title="Save Event">
    Click **Create Event** to save. Participants will receive notifications if enabled.

    <Check>
      Events appear immediately on the calendar and are visible to all members with calendar access.
    </Check>
  </Step>
</Steps>

## Calendar Views

Switch between different calendar views to see your schedule from various perspectives:

<Tabs>
  <Tab title="Month View">
    See the entire month at a glance. Perfect for:

    * Long-term planning
    * Identifying busy periods
    * Overview of all activities

    <Frame>
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-calendar-month.png" alt="Month view of calendar" />
    </Frame>
  </Tab>

  <Tab title="Week View">
    Detailed weekly schedule showing:

    * All days of the week
    * Time slots with events
    * Better detail than month view

    <Frame>
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-calendar-week.png" alt="Week view of calendar" />
    </Frame>
  </Tab>

  <Tab title="Day View">
    Focus on a single day with:

    * Hour-by-hour breakdown
    * Detailed event information
    * Best for daily planning

    <Frame>
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-calendar-day.png" alt="Day view of calendar" />
    </Frame>
  </Tab>

  <Tab title="Agenda View">
    List view showing:

    * Upcoming events in chronological order
    * Event details and participants
    * Easy to scan and read

    <Frame>
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-calendar-agenda.png" alt="Agenda list view of events" />
    </Frame>
  </Tab>
</Tabs>

## Managing Events

### Editing Events

<Steps>
  <Step title="Open Event">
    Click on any event in the calendar to view its details.
  </Step>

  <Step title="Edit Event">
    Click **Edit** to modify:

    * Event details (title, description, time)
    * Participants (add or remove)
    * Recurrence pattern
    * Linked aircraft or resources
  </Step>

  <Step title="Update Series">
    For recurring events, choose:

    * **This Event Only** - Changes affect only the selected occurrence
    * **All Future Events** - Changes apply to this and all following events
    * **All Events** - Changes apply to the entire series
  </Step>
</Steps>

### Deleting Events

* Click on an event and select **Delete**
* For recurring events, choose to delete one occurrence or the entire series
* Confirm the deletion

<Warning>
  Deleted events cannot be recovered. Consider archiving important events instead of deleting them.
</Warning>

## Filtering and Searching

Use filters to focus on specific events:

### Filter Options

* **Event Type** - Show only specific types (e.g., only flights)
* **Participant** - Events involving specific members
* **Aircraft** - Events linked to specific aircraft
* **Date Range** - Show events within a time period
* **Status** - Upcoming, past, or all events

<Frame caption="Calendar filters">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-calendar-filters.png" alt="Filter options for calendar view" />
</Frame>

### Search

Use the search bar to find events by:

* Title
* Description
* Participant name
* Location

## Event Notifications

Configure how members receive event notifications:

<AccordionGroup>
  <Accordion title="Email Notifications">
    Members can receive email notifications for:

    * New event invitations
    * Event updates or changes
    * Reminders before events
    * Cancellations

    Configure email preferences in personal settings.
  </Accordion>

  <Accordion title="In-App Notifications">
    Dashboard notifications appear for:

    * Upcoming events
    * Event changes
    * New invitations
    * Reminders
  </Accordion>

  <Accordion title="Calendar Subscriptions">
    Subscribe to calendar feeds (iCal format) to view organization events in external calendar applications like Google Calendar, Outlook, or Apple Calendar.
  </Accordion>
</AccordionGroup>

## Integration with Other Modules

The calendar integrates with other organization features:

### Aircraft Booking

* Link events to specific aircraft
* See aircraft availability when scheduling
* Automatic conflict detection
* Maintenance events block aircraft availability

### Training Module

* Training sessions appear on calendar
* Link to student records
* Track lesson progress
* Instructor scheduling

### Member Management

* See member availability
* Invite participants to events
* Track member participation
* RSVP management

## Best Practices

<Steps>
  <Step title="Use Consistent Naming">
    Establish naming conventions for events (e.g., "Flight - \[Aircraft] - \[Pilot]") to make them easy to identify and search.
  </Step>

  <Step title="Set Appropriate Event Types">
    Use the correct event type for each activity. This helps with filtering and provides visual organization.
  </Step>

  <Step title="Add Detailed Descriptions">
    Include relevant information in event descriptions:

    * Purpose or agenda
    * Required materials or preparation
    * Special instructions
    * Contact information
  </Step>

  <Step title="Invite Relevant Participants">
    Only invite members who need to attend. Too many invitations can lead to notification fatigue.
  </Step>

  <Step title="Use Recurring Events Wisely">
    Set up recurring events for regular activities, but review them periodically to ensure they're still accurate.
  </Step>
</Steps>

## Calendar Settings

Configure calendar behavior in **Settings** → **Calendar**:

* **Default View** - Set your preferred default view
* **Week Start Day** - Choose Monday or Sunday
* **Time Zone** - Set organization time zone
* **Working Hours** - Define business hours for better scheduling
* **Event Types** - Customize available event types and colors

<Info>
  Calendar settings affect all members. Only admins can modify these settings.
</Info>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Events not appearing">
    * Check date range and filters
    * Verify you have calendar access permissions
    * Refresh the page
    * Check if events are in the correct organization
  </Accordion>

  <Accordion title="Can't create events">
    * Verify you have "create events" permission
    * Check if calendar module is enabled
    * Ensure you're in the correct organization
    * Contact admin if permissions seem incorrect
  </Accordion>

  <Accordion title="Notifications not received">
    * Check email notification settings
    * Verify email address is correct
    * Check spam/junk folder
    * Review notification preferences in account settings
  </Accordion>
</AccordionGroup>

## Related Documentation

* [Organization Overview](/organization/overview) - Learn about organization features
* [Aircrafts](/organization/aircrafts) - Link events to aircraft
* [Members](/organization/members) - Invite members to events
* [Flight Add-on Calendar](/business/flight-addon/calendar) - Training-specific calendar features