In the Day's Tasks for Me group calendar, you can see only your Tasks for the selected day.

Day's Tasks for Me

In the Day's Tasks by Employee group calendar, you can see the Tasks for any employee for the selected day.

If you DO NOT specify which employees you want to see in the Filter on the left, the group calendar will display only those employees that have tasks on that day.

If you DO specify which employees you want to see in the Filter on the left, the group calendar will display only those employees you have selected, whether they have tasks associated with them or not.

Day's Tasks by Employee

In the Day's Events and Tasks in Each Venue group calendar, you can see the Events and Tasks in each venue for the selected day.

If you DO NOT specify which venues you want to see in the Filter on the left, the group calendar will display only those venues that have events or tasks.

If you DO specify which venues you want to see in the Filter on the left, the group calendar will display only those venues you have selected, whether they have events or tasks associated with them or not.

You can also display only tasks for specific employees by selecting specific employees in the Filter on the left.

Day's Events and Tasks in Each Venue

In the Day's Resources in Each Venue group calendar, you can see the resources needed in each venue for the selected day.

If you DO NOT specify which venues you want to see in the Filter on the left, the group calendar will display only those venues that have resources needed on that day.

If you DO specify which venues you want to see in the Filter on the left, the group calendar will display only those venues you have selected, whether they have resources associated with them or not.

Day's Resources in Each Venue

The Day's Events by Volunteer Type group calendar is a special kind of calendar. It displays the events for a day and the volunteers associated with that event, by volunteer type. For more information on volunteer management in Theatre Manager, click here .

This group calendar has 2 parts: the list of volunteers for this day on the left, and the individual columns for each volunteer type on the right.

Day's Events by Volunteer Type

When this window first opens, if there are any volunteers assigned to work on that day, they will be filled into the list of volunteers and a calendar will be created for each volunteer type that has been assigned. On the calendar, overlayed on the time area, the performances on that day are indicated. The time for the performance is indicated by a darker band in the time area. If there are multiple performances in a day, or if the titles of the play are long, there may be some overlap of the text.

If there are no volunteers assigned, the list will be empty and there will be an empty calendar with no volunteer activity type description at the top.

If you DO NOT specify which volunteer activity types you want to see in the Filter on the left, the group calendar will display only those volunteer activity types that have volunteers assigned.

If you DO specify which volunteer activity types you want to see in the Filter on the left, the group calendar will display only those volunteer activity types you have selected, whether they have volunteers assigned to them or not.

This window can be used to schedule volunteers very easily.

To schedule volunteers, click on the Plus button under the list. This brings up a list from which we can select volunteers. Select Volunteer Code # from the filter dropdown and select the type of volunteer you want to schedule.

You can now drag volunteers of that type into the list or the calendar. In order to make volunteer scheduling as easy as possible, the window will help you through the scheduling.

If you drag a volunteer onto the list, it first asks which performance this position is for (if there is more than one).

Next, it checks to see if this volunteer activity type is already one of the calendars in the window. If it is, it adds the volunteer to both the list and to that column. If it is not, it asks if you want to add the new column, or if perhaps you dragged this in inadvertently.

When dragging to the list, the time for the volunteer activity is assigned to be the same as the time spread of the performance

You can also drag the volunteer to a specific column at a specific time. This sets the starting time for the volunteer activity to the time you selected. The ending time is set based on the length of the play or event.

You can change these times later by moving the item on the calendar, or by dragging on its borders to change the length of the activity.

If you should drop a volunteer on a calendar where the activity does not match the type you are dragging, it will ask whether it should put it into the correct column (if one exists) or create a new column (if it does not already exist). If you say No, no record is created.

When you click on any line in the list, the appropriate volunteer activity is also selected in the appropriate calendar. If you click on a volunteer activity in any of the calendar lines, the appropriate volunteer in the list is also selected.

To remove a volunteer, select it in the list and click on the Minus button .

Items can be added to the calendar in a number of ways.

In any calendar except Month view and the Volunteer Scheduling calendar, you can create a new task by dragging across the time period where you want the task. A task detail window will pop up with your date/time filled in. Depending on which calendar you are doing this in, other fields may be filled in as well.

Items from lists can also be dropped on a calendar when appropriate. Dropping a volunteer onto an empty area of the calendar will create a volunteer history record starting with that time. Dropping a volunteer onto a task will associate the volunteer with that task and use the task starting/ending times as a starting point. Dropping a volunteer onto another volunteer record will ask if you want to replace the volunteer or create a duplicate record using this volunteer; if it is a placeholder volunteer, it will be replaced with the volunteer you dropped. Patrons or employees can also be dropped onto tasks to add them as participants.

You can bring up a list of volunteers, employees, or patrons by clicking on the Show button at the top of the calendar.

A task or volunteer activity length can be changed in any view except Month view by moving the cursor to the top or bottom of the task or volunteer activity. The cursor will change to a double-headed arrow and you can drag the starting or ending time to whatever you want.

You can also double-click on the item in the calendar and edit the dates and times (or any other information for the task or volunteer activity) by hand. When you save the task or volunteer activity, the calendar is updated.

A task or volunteer activity can be moved from one day to another or from one time to another by clicking on the task and dragging to the new location on the calendar. Depending on which view the calendar is in, you may get different visual feedback.

Tasks or volunteer activity can also be altered by dragging on the beginning or ending edge of the item in the calendar.

You can also double-click on the item in the calendar and edit the dates and times by hand. When you save the task or volunteer activity the calendar is updated.

You cannot change performances within the calendar. This must be done within the Events Setup window (Setup >> Events) of Theatre Manager, where other controls are in place.

A task or volunteer activity can also be moved to the All Day portion of the window at the top. This will set the starting time to midnight on that date and the ending time to 11:59 PM.

The calendar will not allow you to drag a task or volunteer activity when it is not appropriate. This may be due to permissions, whether you are the owner (or designated editor) for the task, whether the task is in a project and has dependencies, or due to a number of other factors.

Any of the standard calendar views can be printed: Daily, Weekly, 2 Weekly, 4 Weekly, and Monthly.

When you print, you have a few options to format the calendar.

You can selecting the starting and ending time to show on the calendar. If nothing is showing before noon, for example, there is probably no need to display the calendar before noon.

Show Holidays displays holidays on the calendar. Show Weekends shows Saturday and Sunday in a darker colour. Show Time shows the starting/ending time on the various calendar items. Font Size gives you an opportunity to increase or decrease the size of the font that is used in the report.

The Views tab is used to select options for the visual display of the various items on the list.

As you make changes to on the Views tab, the mini-calendar on the window changes so you can see what the effects of the changes will be.

Parts of the Views Tab

Starting Day	The dropdown list lets you select the starting day for the week. Sunday is the default.
Initial Calendar View	Determines the initial view of the calendar. You can select between typical calendar views and group views that may show more than one calendar column at a time.
Check Boxes	Hide times - determines if the times will show on the individual calendar items.
	Hide completed tasks - hides any tasks whose Status is "Done" or "Cancelled".
	Hide ToDo's column - hides the Today's Tasks and ToDo's column on the right of the calendar.
	Hide holidays - Hides holidays.
	Hide month calendar - hides the month calendar in the bottom left of the calendar.

If you have selected an appropriate group calendar, Days to Show will display, enabling you to show more than one day at a time for each calendar column, as you can see in this example:

The Tasks tab is used to select whether tasks display for the filter and which ones.

If Show Tasks is selected, tasks will be displayed on the calendar. By default, All Participants, All Owners, and All Types are shown.

If you turn off All Participants, you will be able to select individual task participants (employees only) to show. You also have the special options of "No one", meaning tasks that have no one assigned to them, and "Me", which will show the tasks of whomever you are logged in as.

If you turn off All Owners, (as in the above image) you will be able to select only tasks owned by particular employees. You also have the special options of "No one", meaning tasks that are owned by no one, and "Me", which will show the tasks of owned by whomever you are logged in as.

If you turn off All Tasks, you will be able to select only tasks of certain types that you wish to see.

You use the Performances/Theatres tab to select the venues to display for the filter.

If Show Performances is selected, performances will be displayed on the calendar. By default, All Theatres are shown.

If you turn off All Theatres, you will be able to select individual theatres or venues to display.

The Volunteer Activities tab is used to select whether volunteer activities display for the filter and which ones.

If Show Volunteer activities is selected, volunteer activities will be displayed on the calendar. By default, All Activity Types are shown.

If you turn off All Activity Types, you will be able to select individual activity types to display.

The Projects tab is used to select whether projects display differently for the filter and which ones.

If Show Projects is selected, project tasks will be displayed on the calendar using their default project colour instead of the task colour. By default, All Projects are shown.

Turning off All Projects, you can select individual projects, so that only their tasks are displayed.

You can also determine the level of detail to show for projects, such as whether the project record or the group records display. The default is for only the tasks that are part of the project to show.

The Events / Plays tab is an additional filter that can be applied on top of the others. It is used to select whether only tasks, performances, volunteer activities, or projects attached to particular plays/events will be seen in the calendar.

If Show only these Plays is selected, then the additional filtering is applied. By default, All Plays are shown.

If you turn off All Plays, you will be able to select individual plays/events so that only calendar items attached to those plays/events are displayed.

The Patron Dates tab is used to select whether birthdays, anniversaries and spouse birthdays display on the calendar.

If Show Patron dates is selected, you can choose whether to show birthdays, anniversaries and/or spouse birthdays on the calendar.

The Query tab is unavailable at this time.

You use the Publish tab to upload a shared calendar file to the internet.

To publish a calendar, you perform the following steps:

1. In the Calendar to Publish entry box, enter the web location of the calendar.

   The format will resemble:

           www.example.com/calendars/public/MyEventsCalendar.ics

   This does not have to be any special calendar location, it just needs to be a location where a file can be FTP'd to.

2. Enter the Username for the ftp account.
3. Enter the Password for the ftp account.
4. Click the Publish Now

   You will be asked to enter a starting and ending date. All items on the calendar that match the filter criteria and between the starting and ending dates will be packaged up into an industry-standard iCalendar file (.ICS extension) and FTP'd to the location on the web.

   If the starting date is omitted, all calendar items into infinity past will be included. If the ending date is omitted, all calendar items into infinity future will be included.

The resulting calendar can be subscribed to from iCal or Outlook by entering the file location in these programs. Or you can supply a link to the calendar in the form:
        webcal://www.example.com/calendars.public/MyEventsCalendar.ics

Clicking on the link will open their calendar program and ask if they want to subscribe to the calendar.

This feature can be used to publish a calendar of all performances for the season to your website. Patrons can subscribe to the feed and when you re-publish in the future with new performances, their calendar will be updated with the new performances as well.

It can also be used to publish work schedules for people. If they are subscribed they will also get all the changes in their personal calendars.