How-To Guide:

This guide demonstrates how to set up a complete calendar system for an events management company. You'll learn how to create an events calendar that displays company events, allows team members to add new events, and provides quick access to event details.

Use Case Overview

Scenario: Your events company manages multiple types of events (corporate meetings, weddings, conferences, parties) across different venues. You need a centralized calendar where your team can:

• View all upcoming events at a glance
• Add new events quickly
• Filter events by type or status
• Access detailed event information by clicking on any event
• Drag and drop to reschedule events

What You'll Build:
A fully functional calendar that displays your company's events with filtering capabilities, custom forms for adding/editing events, and navigation to detailed event screens.

Prerequisites

Before starting, ensure you have:

• Access to the Calendar Screen feature
• Permission to create and modify tables in your repository
• Basic understanding of your platform's table structure

Part 1: Create Your Events Table

Step 1.1: Design the Table Structure

Create a new table called "Company_Events" with the following columns:

Step 1.2: Add Sample Data

Add some sample events to test your calendar:

Event 1:
- event_id: EVT-001
- event_name: Annual Tech Conference 2024
- event_type: Conference
- event_status: Confirmed
- start_datetime: 2024-12-15 09:00:00
- end_datetime: 2024-12-15 17:00:00
- venue: Downtown Convention Center
- client_name: TechCorp Inc.
- attendees: 500
- event_coordinator: Sarah Johnson
- is_all_day: No

Event 2:
- event_id: EVT-002
- event_name: Johnson-Smith Wedding
- event_type: Wedding
- event_status: Confirmed
- start_datetime: 2024-12-20 15:00:00
- end_datetime: 2024-12-20 23:00:00
- venue: Riverside Garden Estate
- client_name: Emily Johnson & Mark Smith
- attendees: 150
- event_coordinator: Maria Rodriguez
- is_all_day: No

Event 3:
- event_id: EVT-003
- event_name: Q4 Board Meeting
- event_type: Corporate
- event_status: Tentative
- start_datetime: 2024-12-18 10:00:00
- end_datetime: 2024-12-18 12:00:00
- venue: Corporate HQ - Room 301
- client_name: ABC Corporation
- attendees: 25
- event_coordinator: John Davis
- is_all_day: No

Part 2: Set Up the Calendar Screen

Step 2.1: Create a New Calendar Screen

1. Navigate to your application's screen builder
2. Create a new screen and select Calendar as the screen type
3. Name it: "Events Calendar" or "Company Events Dashboard"

Step 2.2: Configure Repository and Table

1. Click Screen Settings in the top-right corner
2. In the Repository & Table for Calendar tab:
   • Repository: Select your repository (e.g., "Events_Repository")
   • Table: Select "Company_Events"
3. Click SAVE
4. Refresh your browser page (important!)
5. Return to Screen Settings to continue

💡

Why Refresh? The system needs to reload and recognize all columns from your selected table before you can map them in the next steps.

Part 3: Configure Calendar Display Settings

Step 3.1: Set Required Calendar Fields

Navigate to the Calendar Settings tab and configure:

Click Preview to see your events appear on the calendar for the first time!

Step 3.2: Configure Optional Settings

Enhance your calendar with these optional features:

Your calendar should now look professional and functional!

Part 4: Create the Add/Edit Event Form

Step 4.1: Design the Form Layout

Navigate to the Add Event Form tab. Create a user-friendly form with this structure:

Section 1: Event Details

• Event Name (Text Input) - Required
• Event Type (Dropdown: Corporate, Wedding, Conference, Party) - Required
• Event Status (Dropdown: Confirmed, Tentative, Cancelled) - Required

Section 2: Date and Time

• Start Date & Time (DateTime Picker) - Required
• End Date & Time (DateTime Picker) - Required
• All Day Event (Checkbox)

Section 3: Location and Client

• Venue (Text Input) - Required
• Client Name (Text Input)
• Expected Attendees (Number Input)

Section 4: Internal Details

• Event Coordinator (Dropdown or Text Input)
• Budget (Currency Input)
• Notes (Text Area)

Step 4.2: Set Form Validation

Configure validation rules:

• Event Name: Minimum 5 characters
• Start DateTime: Must be before End DateTime
• Expected Attendees: Minimum 1, Maximum 10,000
• Budget: Minimum $0

Step 4.3: Field Mappings

Ensure each form field maps to the correct table column:

Part 5: Configure Header Actions

Step 5.1: Enable Header

Navigate to the Header Options tab:

1. Enable Show Header Options
2. Click + ADD BUTTON to create action buttons

Step 5.2: Add Useful Action Buttons

Button 1: View All Events (List)

• Button Name: "View All Events"
• Button Type: Forward to Screen
• Destination: Events List Screen (create this separately if needed)
• Icon: List icon

Button 2: Reports Dashboard

• Button Name: "Reports"
• Button Type: Forward to Screen
• Destination: Events Analytics Screen
• Icon: Chart icon

Button 3: Export Calendar

• Button Name: "Export"
• Button Type: Forward to URL
• URL: https://yourcompany.com/export/calendar
• Icon: Download icon

Part 6: Configure Event Click Behavior

Step 6.1: Set Up Event Detail Navigation

Navigate to the Event Link tab and choose: Forward to Screen

Configuration:

1. Destination Screen: Select your "Event Details" screen (you'll create this in Part 7)
2. Primary Key Handling: Select "As a search value"
3. Primary Key Column: event_id

This setup means: When someone clicks an event on the calendar, they'll be taken to a detailed view of that specific event.

Alternative Options:

If you don't have a detail screen yet, you can use:

• Event Edit Form: Opens the edit form immediately
• Forward to URL: https://yourcompany.com/events/@primary_key for external systems

Part 7: Create Supporting Screens (Optional but Recommended)

Event Details Screen

Create a dedicated screen to display full event information:

Include:

• Event name (large, prominent)
• Status badge (colored based on status)
• Date and time range
• Venue with map integration
• Client information
• Coordinator contact details
• Budget and financial tracking
• Guest list or attendee count
• Timeline of event milestones
• Documents and contracts
• Notes section
• Edit and Delete buttons

Events List Screen

Create a filterable table view:

Columns to display:

• Event Name
• Type
• Status
• Start Date
• Venue
• Client
• Coordinator
• Attendees
• Budget

Filters:

• Date range
• Event type
• Status
• Coordinator

Part 8: Test Your Calendar

Test Scenario 1: Add a New Event

1. Click + New Event button
2. Fill in the form:
   • Event Name: "Spring Gala 2025"
   • Event Type: Party
   • Status: Tentative
   • Start: 2025-03-15 19:00
   • End: 2025-03-15 23:00
   • Venue: Grand Ballroom
   • Client: Community Foundation
   • Attendees: 200
3. Save and verify the event appears on the calendar

Test Scenario 2: Reschedule an Event

1. Find an existing event on the calendar
2. Click and drag it to a new date
3. Drop it on the new date
4. Verify the dates updated correctly
5. Check that end time adjusted proportionally

Test Scenario 3: Filter by Event Type

1. Use the filter dropdown (if configured)
2. Select "Wedding" only
3. Verify only wedding events display
4. Switch to "Corporate" and verify filter works
5. Clear filter to show all events

Test Scenario 4: Navigate to Event Details

1. Click on any event
2. Verify you're taken to the Event Details screen
3. Confirm the correct event information loads
4. Test the "Edit" button from the detail screen

Test Scenario 5: Switch Calendar Views

1. Start in Month view
2. Switch to Week view - verify all events display correctly
3. Switch to Day view - verify hourly breakdown
4. Switch to List view - verify chronological listing
5. Return to Month view

Part 9: Advanced Configurations

Color-Code Events by Type

While not all platforms support this natively in calendar settings, you can:

1. Create a status/type color mapping in your table
2. Use conditional formatting if available
3. Or use emoji prefixes in event names:
   • 🏢 Corporate events
   • 💒 Weddings
   • 🎤 Conferences
   • 🎉 Parties

Add Quick Filters for Coordinators

Create additional filter options:

Events Filter Column: event_coordinator
Events Filter Valid Values: Sarah Johnson, Maria Rodriguez, John Davis

This allows team members to view only their assigned events.

Set Up Recurring Events

If your platform supports it:

1. Add a "recurrence_pattern" column (e.g., "Weekly", "Monthly")
2. Add a "recurrence_end_date" column
3. Configure the form to include these fields
4. Use platform rules to generate recurring event instances

Mobile Optimization

Ensure your calendar works on mobile:

1. Test responsive design on various screen sizes
2. Verify touch interactions (tap, swipe, drag) work
3. Consider reducing default height for mobile view
4. Test form usability on smaller screens

Part 10: Team Training and Best Practices

Training Your Team

Key Points to Cover:

1. How to add a new event (live demonstration)
2. How to edit existing events
3. How to use drag-and-drop for rescheduling
4. How to apply filters to find specific events
5. How to access event details
6. What to do if an event is cancelled (update status, don't delete)

Best Practices for Your Events Company

✓ Always include complete information - Fill all fields when creating events
✓ Update status promptly - Change from Tentative to Confirmed when contracts are signed
✓ Use consistent naming - Format: "[Client Name] - [Event Type]" (e.g., "Johnson Wedding - Reception")
✓ Add coordinator immediately - Assign responsibility from day one
✓ Update notes regularly - Track changes, client requests, and important details
✓ Review calendar daily - Check for upcoming events requiring attention
✓ Archive completed events - Move to a separate "Past Events" table quarterly
✓ Use tentative status - Don't add unconfirmed events as "Confirmed"

Common Mistakes to Avoid

❌ Deleting events instead of marking as "Cancelled"
❌ Forgetting to update end times when rescheduling
❌ Creating duplicate events for the same booking
❌ Not assigning an event coordinator
❌ Using inconsistent venue names (e.g., "Conv Center" vs "Convention Center")
❌ Leaving budget field empty
❌ Not testing changes before rolling out to the team

Troubleshooting

Issue: Events not showing on calendar

Solutions:

• Verify the date format in your table matches YYYY-MM-DD HH:MM:SS
• Check that start_datetime and end_datetime have valid dates
• Ensure you mapped the correct columns in Calendar Settings
• Verify filter values aren't excluding events

Issue: Can't drag and drop events

Solutions:

• Confirm "Enable Event Edition" is turned on
• Check user permissions for table modification
• Verify you're not in List view (drag-drop only works in Month/Week/Day views)
• Refresh the page and try again

Issue: Add Event button not appearing

Solutions:

• Enable "Enable Add Event Button" in Calendar Settings
• Check that "Enable Event Addition" is turned on
• Verify user has insert permissions on the table
• Clear browser cache

Issue: Wrong events showing when clicking

Solutions:

• Verify Event Link settings point to correct screen
• Check that primary key (event_id) is correctly configured
• Ensure the detail screen accepts the search parameter
• Test with a simple event first

Issue: Form not saving new events

Solutions:

• Check all required fields are completed
• Verify field validation rules aren't too restrictive
• Confirm user has write permissions
• Check for unique constraint violations on event_id
• Review browser console for error messages

Next Steps and Enhancements

Phase 2: Add More Features

1. Event Timeline View

   • Create a Gantt-chart style view for setup/breakdown schedules
   • Show tasks before and after each event

2. Resource Management

   • Add tables for equipment, staff, and venues
   • Link to events to track resource allocation

3. Client Portal

   • Create a client-facing calendar with limited events
   • Allow clients to view their event details only

4. Email Notifications

   • Set up automated reminders before events
   • Send notifications when events are rescheduled

5. Financial Tracking

   • Link to invoice and payment tables
   • Show budget vs. actual costs

6. Vendor Integration

   • Add vendor tables (caterers, photographers, etc.)
   • Link vendors to specific events

Metrics to Track

Monitor these KPIs using your calendar data:

• Events booked per month
• Average event value
• Events by type (which are most common)
• Coordinator workload (events per person)
• Venue utilization
• Conversion rate (Tentative → Confirmed)
• Cancellation rate

Conclusion

You now have a fully functional calendar system for your events company! Your team can:

✅ View all company events in multiple formats
✅ Quickly add new events with comprehensive details
✅ Reschedule events with drag-and-drop
✅ Filter events by type, status, or coordinator
✅ Access detailed event information with one click
✅ Track event budgets and attendees

Summary Checklist

• Company_Events table created with all necessary columns
• Sample data added for testing
• Calendar screen created and configured
• Repository and table selected (and page refreshed!)
• Required calendar fields mapped correctly
• Optional features enabled (filters, drag-drop, etc.)
• Add/Edit event form designed and validated
• Header action buttons added
• Event click behavior configured
• Event details screen created
• All test scenarios completed successfully
• Team trained on calendar usage
• Best practices documented and shared

Need Help? Refer back to the Step-by-Step Guide: Calendar Screen for detailed information on any configuration step.

Appendix: Sample Event Data for Testing

Use this data to fully populate your test calendar:

event_id,event_name,event_type,event_status,start_datetime,end_datetime,venue,client_name,attendees,event_coordinator,is_all_day,budget
EVT-001,Annual Tech Conference 2024,Conference,Confirmed,2024-12-15 09:00:00,2024-12-15 17:00:00,Downtown Convention Center,TechCorp Inc.,500,Sarah Johnson,No,75000
EVT-002,Johnson-Smith Wedding,Wedding,Confirmed,2024-12-20 15:00:00,2024-12-20 23:00:00,Riverside Garden Estate,Emily Johnson & Mark Smith,150,Maria Rodriguez,No,45000
EVT-003,Q4 Board Meeting,Corporate,Tentative,2024-12-18 10:00:00,2024-12-18 12:00:00,Corporate HQ - Room 301,ABC Corporation,25,John Davis,No,2500
EVT-004,Holiday Charity Gala,Party,Confirmed,2024-12-22 18:00:00,2024-12-22 23:00:00,Grand Ballroom,Community Foundation,300,Sarah Johnson,No,60000
EVT-005,Product Launch Event,Corporate,Confirmed,2025-01-10 14:00:00,2025-01-10 18:00:00,Tech Hub Auditorium,InnovateTech Solutions,200,Maria Rodriguez,No,35000
EVT-006,Davis-Lee Wedding Reception,Wedding,Tentative,2025-01-25 17:00:00,2025-01-25 22:00:00,Lakeside Manor,Susan Davis & Alex Lee,120,John Davis,No,38000
EVT-007,Regional Sales Conference,Conference,Confirmed,2025-02-05 08:00:00,2025-02-07 17:00:00,Seaside Resort & Spa,GlobalCorp,350,Sarah Johnson,No,95000
EVT-008,Team Building Retreat,Corporate,Confirmed,2025-02-15 09:00:00,2025-02-15 16:00:00,Mountain Lodge,XYZ Company,80,Maria Rodriguez,No,15000
EVT-009,Spring Networking Mixer,Party,Tentative,2025-03-08 18:00:00,2025-03-08 21:00:00,Rooftop Terrace,Business Associates Network,100,John Davis,No,12000
EVT-010,Annual Shareholders Meeting,Corporate,Confirmed,2025-03-20 10:00:00,2025-03-20 15:00:00,Corporate HQ - Main Hall,PublicCorp Inc.,400,Sarah Johnson,No,50000

Copy this data and import it into your Company_Events table for a realistic test environment.