The Engage calendar feature helps you to keep your organisation running efficiently and keeps your employees focused on priorities.
You can create entries for key organisation wide events, activities and reminders which will be visible to all employees from the Engage homepage or via a calendar dash tile.
How do I set up the calendar for my organisation?
First check you have the correct permissions
Only users with the correct permissions will be able to manage the calendar and create entries. There are two different permissions, the first is the Manage Calendar permission for setting up the calendar. This involves entering a title, setting how many days in the future the calendar can be viewed and creating labels.
The second permission is the Calendar Entry Editor permission which allows users with this permission to create, edit and see all calendar entries.
You can contact a member of the Ocasta team to help you to set up a new role or assign these permissions to any existing roles.
How do I create the calendar?
Login to the front end of Engage on the web and go to the Manage page.
Find the calendar section and select Calendar Config.
Calendar Name - Enter a name for your calendar, this will be visible to all users.
Days to Display - You can set how many days in the future your users will be able to view on the calendar. By default it is set to 42 days.
How do I add calendar labels ?
Login to the front end of Engage on the web and go to the Manage page.
Find the Calendar section and select Create Label.
Set Label Name - Enter a name for your label.
Hex Colour - Enter a hex colour you’d like for your label.
Labels will be displayed as a coloured line to the left of the calendar entry.
If you select a calendar entry you’ll be able to see the title of the label.
You'll also be able to filter entries by calendar label when viewing the full calendar view. Select the coloured circles to filter or select the dropdown to see the labels listed.
How can I view a list of all my calendar labels?
Login to the front end of Engage on the web and go to the Manage page.
Find the Calendar section and select Calendar Config.
Here you’ll see a list of all your existing calendar labels
Select a calendar label from the list to edit the name and colour, or you can delete the label by selecting Delete in the top right hand corner of the pop up.
You can add new calendar labels from this view by selecting the Add Calendar Label button in the top right corner of the table.
How do I create a calendar entry?
Login to the front end of Engage on the web and go to the Manage page.
Find the Calendar section and select Create Entry.
Title - Enter a title for your calendar entry. (Limit of 128 characters)
Summary - Enter a short summary of the entry. (Limit of 128 characters) This will display underneath the title.
Label - Select a label from the dropdown.
Description - Enter more information about what the entry is about. This will be shown when the user selects the calendar entry to view more detail. You can add links to Engage articles or external links to other websites.
Start date & time - Select the date and start time for your entry. Start dates can be in the past. For the start time either enter AM, PM or select a specific time.
End date & time - Select the date and end time for your entry. For the end time either enter AM, PM or select a specific time.
Multi-day events will show in the front end as shown in the image below.
Repeat - After you have entered the end date & time a dropdown option will display underneath and you can select if you would like the calendar entry to repeat. By default it is set to Never. You can choose between Daily, Weekdays or Weekly. Please note that if you update the calendar entry and have set it to repeat it will update for all future calendar events.
Publish on - Select what date you’d like the entry to be visible to your users.
Display priority - Select a priority for your entry. High priority entries will be displayed at the top of the list for the day/s it has been assigned.
Save your entry once you have finished and it will be visible to your end users from the selected published date. Remember once published it will only display if the date falls within the number of days the calendar has been set to display.
Where can I view a list of all calendar entries created?
Login to the front end of Engage on the web and go to the Manage page.
Find the Calendar section and select All Entries.
You should see a list of all calendar entries and associated information.
To edit a calendar entry just select it, then edit any details you wish in the pop up.
To delete the entry select Delete in the top right hand corner of the pop up.
You can also create calendar entries from the list view by selecting the Add Entry button in the top right corner of the table.
How can I access the calendar on Engage?
Calendar section on Engage home page
If you’d like the calendar to be at the forefront to catch your employees attention, you can choose to display the calendar in a component on the Engage home page.
The activities for the current day will be displayed with the most important at the top of the list. To view the full calendar just click on the arrow button in the top right of the section.
How do I add the calendar component to the home screen?
A member of the Ocasta team can set up the calendar on the home page for you, just contact support@ocasta.com.
Calendar dash tile
Alternatively you can create a calendar dash tile on the Home page which links to the full calendar. You can have both the home screen component and the dash tile if you wish.
How do I create the calendar dash tile?
Login to the Admin dashboard. If you are already logged in to Engage just select your profile picture in the top right corner and select Admin.
Go to Options > Dash on the left hand side menu bar.
Scroll to the bottom of the list and select the Add Tile.
You should see Calendar in the list of options. Select it.
Enter a title for the dash tile, such as Calendar.
Icon - upload an icon or image (we have some stock icons which you can use or you can make your own)
Background colour - this is the colour that will highlight the tile when you hover over it.
Accent colour - this option will adjust the colour of the icon for the tile.
Platform - select which platforms you would like these tiles to show on, either Web, Android or iOS
Tap 'Update' when you are finished 👍
How can I view more detail for a calendar entry?
Select a calendar entry from either the calendar component on the home page or the full calendar and a pop up will display showing further details including a description and any links which could be internal such as an Engage article with further information, or an external link.
