Creating and Using Events in the Field Schedule
🧾 Creating and Using Events in the Field Schedule
📘 Article Purpose
This article explains what Events are in the Field Schedule, how they differ from shifts, and how to create and configure them properly.
📌 What Is an Event?
An Event is a scheduled item in the Field Schedule that is not tied to labor tracking.
Unlike a shift, workers do not clock in or out of events.
Events are useful for:
- Scheduling reminders
- Attaching forms for compliance (e.g. “submit annual safety review”)
- Communicating non-billable milestones (e.g. meetings, training, site visits)
🔄 Event vs Shift – Key Differences
| Feature | Shift | Event |
|---|---|---|
| Clock-in/Clock-out? | ✅ Yes | ❌ No |
| Used for labor tracking | ✅ Yes | ❌ No |
| Can attach a form | ✅ Yes | ✅ Yes |
| Can be repeated | ✅ Yes | ✅ Yes |
| Can send reminders | ✅ Yes | ✅ Yes |
| Integrates with Time Tracking | ✅ Yes | ❌ No |
🛠️ How to Create an Event
- Open the Field Schedule.
- Click the + Add button or click-and-drag on the calendar.
- In the “Schedule a Shift” slider, toggle from Shift → Event.
- Fill in the following fields:
✅ Required Fields (Events)
- Title
- Division (if your account has multiple divisions)
- Date or Date + Time
⚠️ Note: The system currently requires a Form to be selected.
This may be adjusted in future versions, but at the time of this documentation, it is mandatory.
🛠️ Optional Event Fields
- Repeats (daily, weekly, monthly, annually, etc.)
- Color (choose from palette or hex code)
- Teams and/or Assigned Users
- Expected User Groups (by role or label)
- Form (user will complete this from the Event)
- Description (appears in mobile app)
✉️ Event Reminders
You can send automated reminders to:
- Internal users
- External email recipients (e.g., clients)
📬 Reminder options are identical to shift reminders (time-based and multi-tiered)
📲 Event Example Scenarios
| Use Case | Field Setup |
|---|---|
| Monthly vehicle inspection form | Repeat Monthly + Attach Form |
| Annual safety policy acknowledgment | Repeat Annually + External Reminder |
| Site walkthrough (no labor) | One-time Event + Description |
| Submit compliance checklist (no clock-in) | Assign form only, no assigned users |
🔐 Editing and Notifications
- Events can be edited later by clicking into them (if you have Manage Schedule permissions).
- Notifications for events depend on system settings under:
- Settings > Notifications > Shift/Event Reminders
- Settings > Preferences > Email & Push Notifications
🎨 Draft vs Published Events
Just like shifts:
- Draft events = Transparent color
- Published events = Solid color