Schedule calendar items

You can schedule calendar items in the Daily, Weekly, or Monthly tabs for any of the following calendar types:

Inspection
Event
Hearing
Agency Holiday
User
Meeting

To schedule a calendar item

From the Administration menu, select Calendars > Calendar.
Select the calendar to view. Either:
- Select a calendar from the calendar list.
  
  or
- From the navigation tree, navigate to an existing calendar and select that calendar.
Select the Daily, Weekly, or Monthly tab.
Select the New button.

Complete the fields that display and select Submit.

Field	Action
Date	Use the Date button to choose a day to schedule the calendar item or type in the calendar item date.
Type	Select a value from this list to classify the type of calendar item you schedule. You may set Inspection, Hearing, Holiday, Block-out, and Weekend as values in this list. You configure the values for this list in the Event type maintenance page. When you set up an event type, you designate the calendar the event type applies to in the Calendar type list.
Calendar item	Enter a distinct name for the calendar item you want to schedule.
Start time	Select the starting time for the calendar item using this list.
End time	Select the calendar item end-time using this list.
All-day event	Mark this check box if you want the calendar item you schedule to occupy the entire calendar day on which it is scheduled. When you mark this check box, the Start time and End time lists are disabled.
Recurrence - none	Mark the radio button if you are scheduling a one-time calendar item.
Recurrence - repeat every day(s)	To repeat a calendar item over a certain number of days, select this option and enter the number of days between each calendar item.
Recurrence - repeat every week(s) on	To repeat a calendar item over a certain number of weeks, select this option, enter the number of weeks between each calendar item, and choose the day of the week when you want the calendar item to occur.
Recurrence - repeat every month(s) on	To repeat a calendar item over a certain number of months, select this option, enter the number of months between each calendar item, and choose the day of the week when you want the calendar item to occur.
Recurrence - repeat every year(s)	To repeat a calendar item over a certain number of years, select this option and enter the number of years between each calendar item.
End recurrence	If you are scheduling a recurring calendar item, indicate when you want to end the recurring calendar item. To continue a calendar item indefinitely, leave this field empty.
Comments	Enter comments related to the calendar item you schedule. Example: If you are scheduling a hearing, you might want to enter a hearing description, such as, “Plan review for proposed subdivision.”
Hearing body	Note: This field appears only when you schedule a calendar item on a hearing calendar. Enter the name of the hearing body that will attend the hearing. Example: You might enter Planning Commission or Land Use Appeals Board. A hearing body is an individual or a group of people responsible for reviewing applications in a public setting, such as planning commission or land use appeals board members. Hearing body members mediate hearings and might be required to reject or accept applications based on the hearing results.
Location	Note: This field appears only when you schedule a calendar item on a hearing calendar. Select the hearing location from this list. The values that populate this list are determined by the standard choice, HEARING LOCATION.
Maximum items	Note: This field appears only when you schedule a calendar item on a hearing calendar. Enter the maximum number of applications that can be reviewed at the hearing.
Maximum agenda items	Note: This field appears only when you schedule a calendar item on a meeting calendar. Enter the maximum number of agenda items that can be reviewed at the meeting.
Meeting body	Note: This field appears only when you schedule a calendar item on a meeting calendar. Select the meeting body from this list. The values that populate this list are determined by the standard choice, MEETING_BODY.
Meeting status	Note: This field appears only when you schedule a calendar item on a meeting calendar. Select the status of the meeting, such as Approved or Pending. The displayed values depend on the status group for the meeting type determined by the standard choice MEETING_TYPE_STATUS_{Group Name}.
Meeting type	Note: This field appears only when you schedule a calendar item on a meeting calendar. Select the type of the meeting from this list. Civic Platform only displays those meeting types for which you have permission.
Organizer	Note: This field appears only when you schedule a calendar item on a meeting calendar. This field is read-only, and displays the current user as the organizer of the meeting calendar item.
Notice date	Note: This field appears only when you schedule a calendar item on a hearing calendar. Enter the date when you want a hearing notice emailed to designated recipients. You determine the hearing notice email recipients in the Send email notification to list.
Reminder	Note: This field appears only when you schedule a calendar item on a meeting calendar. Specifies the number of days, before the meeting, to send out a reminder notification.
Responsible person	Note: This field appears only when you schedule a calendar item on a meeting calendar. Select the responsible person for the meeting. Select Current User to populate this field with the current user’s name.
Send email notification to	Note: This field appears only when you schedule a calendar item on a hearing calendar. When a hearing is scheduled, a hearing notice can be emailed to designated recipients. Select a value from this list to determine the hearing notice email recipients. You can choose from these values: All Licensed Professionals and Contacts Contacts Licensed Professionals Primary Licensed Professional and Contact
Status	Note: This field appears only when you schedule a calendar item on a hearing calendar. Select a value from this list to determine the status of the hearing calendar item, such as Approved or Pending. The values that displays in this list are determined by the status group you set for the hearing calendar item type. You associate a status group with a hearing calendar item type in the Event type maintenance page.
Subject	Note: This field appears only when you schedule a calendar item on a meeting calendar. Enter the subject of the meeting.
# Units allocated per time range	Note: This field appears only when you schedule a calendar item on an inspection calendar. Enter a number to define the maximum number of inspections that users can schedule within the time range defined in the calendar item. Note: The field gets its default value from the daily unit setting (see Assign daily units). If you change the value, the setting in the # units allocated per time range field overrides the daily unit setting. Regardless of whether 8400-Manage Inspection is enabled or disabled, when users schedule an inspection (using or not using the auto-assign functionality), Civic Platform calculates the available units before scheduling, specifically: Calculating the available inspection units against the # units allocated per time range setting; Calculating the available inspector units against the Daily inspection units setting in the inspector user profile.
Units displayed in ACA	Note: This field appears only when you schedule an inspection type calendar item. Identifies the number of time blocks (units) displayed for a daily calendar item in Citizen Access. The default value of the field depends on the setting of the ACA schedule time block of the calendar in which the calendar item is created: If the ACA schedule time block field is not configured, you can enter the number of block units to be included in the calendar item in the Units Displayed in ACA field. If the ACA schedule time block field is configured, the default value of Units Displayed in ACA Available time in the calendar item / ACA Schedule Time Block. For description of the ACA schedule time block field, see Create and edit calendars.
Votes by body members	Note: This field appears only when you schedule a calendar item on a hearing calendar. Mark an option to indicate whether or not the hearing body members who attend the hearing will vote on the applications they review.