Events Summary
Events are a simple and effective way to block time off on your calendar. Whether you need to schedule a meeting, a vacation, a doctor's appointment, or a day off, Events make it easy to keep track of your and your employees' time.
By following the steps outlined in this article, you can easily schedule and manage Events for you and your employees, making it easier to stay organized and on top of your schedule.
Creating an Event
There are two ways that you can create and schedule an Event in Housecall Pro. We'll go over both methods in this section.
Create an Event by Manually Selecting the Date and Time
The first method we'll go over is how to create an Event by manually selecting the date and time. To do this:
First, click on the 'New' button at the top of your Housecall Pro navigation bar, then select 'Event' from the dropdown menu.
On the 'New event' page, you can schedule your Event by clicking into the gray 'From' and 'To' boxes in the Schedule section and selecting the dates/times from the dropdowns.
You can also click on the pencil icon to choose a date and time directly from your calendar.
Click and drag the Event on your Calendar as needed to adjust the date, time and duration, then click the blue 'Save' button in the top right corner. This will take you back to the 'New Event' page.
You'll need to assign at least one employee to the Event in order to save it.
Please note: The Event will be automatically assigned to the account user who is scheduling the Event. You can change this by removing your name from the Dispatch text box and typing/selecting in another employee's name.
If you'd like, you can also enter a name, note, and location for your Event in the 'Event details' box.
If you want to add more details to your Event, you can do so in the 'Note' field. This is a great place to add any notes or reminders for yourself.
When adding a location, start typing the address or name of the location and select from the drop-down menu (this pulls directly from Google Maps).
Finally, click the blue 'Save Event' button in the top right corner of the screen once you have entered all of the necessary details.
Create an Event from the Schedule Page
The next method for creating an Event is directly from the Schedule page. To use this method, follow the steps below:
First, click on the 'Schedule' tab in your HCP navigation bar.
Next, click on a space on your calendar and select 'Event' from the menu.
When using this method, the date and time will auto-populate with the date and time you've selected on the calendar.
The date and time can be adjusted as needed by clicking on the pencil icon on the 'New Event' page. In this case, select the blue 'Save' button in the top right corner of your screen after adjusting.
You'll need to assign at least one employee to the Event in order to save it.
Please note: The Event will be automatically assigned to the account user who is scheduling the Event. You can change this by removing your name from the Dispatch text box and typing/selecting in another employee's name.
If you'd like, you can also enter a name, note, and location for your Event in the 'Event details' box.
If you want to add more details to your Event, you can do so in the 'Note' field. This is a great place to add any notes or reminders for yourself.
When adding a location, start typing the address or name of the location and select from the drop-down menu (this pulls directly from Google Maps).
Finally, click the blue 'Save Event' button in the top right corner of the screen once you have entered all of the necessary details.
Create a Recurring Event
Setting recurring Events such as weekly meetings, time off, or appointments in your calendar is simple: set it up once and you're good to go! Just follow the steps below.
To create a recurring event:
Click on the 'New' button in your navigation bar and select 'Event' from the dropdown menu.
Input your Event details:
Mandatory Fields
Date/Time
Dispatch/Employee
Optional Fields
Name
Location
Event Notes
Click the pencil icon to open your Schedule.
Once on the Schedule, click the 'Recurrence' button.
On the 'Event Schedule' window, confirm the Start/End dates and times. hen click on the 'Repeats' dropdown and select from the following recurrence options:
Does not repeat
Daily
Every weekday (Monday to Friday)
Weekly
Monthly
Yearly
Custom
For Monthly & Yearly recurrence options, choose a specific date of every month. Be sure to select a date that occurs every month (for example: the 31st is not available in February, April, June, September, or November).
Pro Tip: Quarterly occurrences take place every 3 months. Every other week repeats every 2 weeks.
Please note: for the Weekly, Monthly, and Yearly recurrence options, the day selected will default to whatever day you are creating the job on.
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The Custom recurrence option allows you to select how many times during each day, week, month, or year the Event will recur. You can also select which days of the week you'd like the Event to repeat.
Next, set an End Date by either:
Setting a number of occurrence(s) that will take place, or
Selecting a specific date for the recurrence to stop
Click 'Done' once you've finished, then click 'Save' in the top right corner of your Schedule page. This will take you back to the 'New event' page.
Confirm that all of your information is correct, then click the blue 'Save Event' button in the top right corner of the screen and you're all set!
Viewing and Editing Events
To view your Events, simply navigate to the Schedule page. Events will show up on your calendar in a lighter shade of the employee's designated color who is assigned to the Event.
Please note: If multiple employees are assigned to an Event, the Event color will be displayed based on the order of your employees in the Team Calendar.
If you need to make changes to an Event, you can do so by clicking on the Event in your calendar. This will take you to the Event details page you used to create the Event, allowing you to make any necessary changes.
Delete an Event
If you no longer need an Event, you can easily delete it from your calendar by following the steps below:
First, navigate to your Schedule page and click on the Event you'd like to delete.
Next, click on the 3 vertical dots icon in the top right corner of the Event page, then select 'Delete Event.'
A window will pop up to confirm the deletion. To confirm, click the red 'Delete' button. This will remove the event from your calendar and free up that time for other activities.
Now that you know how to use Events, you can start blocking off time for all your important activities. Happy scheduling!
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