---
title: "Creating and Using Events in the Field Schedule"
url: "https://help.ontraccr.com/en/article/creating-and-using-events-in-the-field-schedule"
language: "en"
last_updated: "2025-06-26T17:20:35.105Z"
---

# 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**

1.  Open the Field Schedule.
2.  Click the **\+ Add** button or click-and-drag on the calendar.
3.  In the **“Schedule a Shift”** slider, toggle from **Shift → Event**.
4.  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)

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## 📲 **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