Schedule

Overview

Running a Seaty event involves more than selling tickets. There are rehearsals to organise, meetings to plan, and people to coordinate behind the scenes. Schedule Management helps you plan and track all the activities that happen around your event, not the audience on the night.

This system is designed for internal activities: rehearsals, meetings, auditions, fundraisers, social events, and deadlines. These are for the people delivering the event, not the customers buying tickets.

Who uses this: Event administrators with Event Schedule permission.

At its simplest, the schedule answers one question: Where do I need to be, and when?

Key capabilities:

How It Works

1. Plan activities around the event

You start by creating schedule items for your event. These might be rehearsals, meetings, auditions, or social sessions. You can create them as one-offs, or set them to repeat across weeks or months.

Each item has a clear type and colour, a date and time, and optional details like location and notes. As soon as it's created, it appears in a shared visual calendar, so everyone sees the same up-to-date plan. You can view it by day, week, month, or across the full event timeline.

2. Share the schedule with the people involved

Once the schedule is in place, it's shared with the people involved in delivering the event.

Admins and organisation members can view the schedule. This includes performers, directors, crew, volunteers, committee members, and support roles. People can browse activities by date or type, click into items for full details, and quickly understand what's happening and when.

No tickets are involved here. These schedule items are for rehearsals, meetings, and internal activities, not ticketed performances.

3. Check in to scheduled activities

When a scheduled activity takes place, Seaty supports simple check-in for that specific session.

Each schedule item includes a protected QR code and a direct check-in link that admins can choose to share at the venue. On arrival, people scan the code or open the link, sign in if needed, and check in with a single action.

Seaty records who took part in the activity, when they arrived, and how long they stayed when they check out. Non-members such as parents, visitors, or contractors can also check in by providing their role. Members can check in guests on their behalf when needed.

This is designed to stay out of the way. No searching, no lists, and no admin involvement on the day.

4. Participation is tracked automatically

While people are checked in, participation is tracked automatically in the background.

Multiple check-ins and check-outs are supported, and accidental early check-outs are protected with simple warnings. For participants, it just works. For organisers, it creates accurate, timestamped records of who took part in each scheduled activity.

5. Review participation over time

After or during a session, admins can review everything in one place.

They can see who attended each rehearsal or meeting, who didn't, how long people stayed, and how participation changes over time. The schedule attendance matrix gives a clear overview of people versus activities, making patterns and gaps easy to spot. Data can also be exported for reporting, funding, or compliance.

Understanding Schedule Item Types

Each schedule item belongs to one of eight types. Each type has a distinct colour to help you quickly identify activities on your calendar.

The Event Date type is special: these items are automatically created based on your event's performance dates and cannot be manually created as schedule items.

Creating Schedule Items

Single Schedule Items

To create a one-time schedule item:

Why the 5-minute minimum? This prevents accidentally creating very short items (e.g., 1-minute rehearsals) which are usually data entry errors.

Why require address fields? If you want to provide directions, both street address and postcode are needed for mapping services to work correctly.

What Happens After Creating Items

When you create a schedule item:

Recurring Schedule Items

To create multiple items that repeat on specific days:

Weekly Pattern:

Monthly on Same Date:

Monthly on Same Weekday:

Example: Creating weekly Monday and Wednesday rehearsals from 1st March to 30th April at 7:00pm for 2 hours would create approximately 17 items (8-9 Mondays + 8-9 Wednesdays).

The system shows you exactly how many items will be created before you confirm. If you select a weekly pattern but don't choose any days, the count will be zero and creation will be disabled.

Performance note: Creating very large recurring series (100+ items) may take a few seconds. The modal will show a loading state while items are being generated.

Viewing the Schedule Calendar

The schedule calendar offers seven distinct view modes to suit different planning needs.

Event View

When to use: Viewing the full timeline of a single event from first rehearsal to final performance.

This view automatically calculates the date range from your earliest to latest schedule item or event date. It displays all months that contain activities, showing anywhere from a single month to many months depending on your event's span.

Fallback behavior: If you have no schedule items or event dates yet, Event View defaults to showing the current month to provide a starting point for creating your first items.

Year View

When to use: Getting a high-level overview of an entire year of activities.

Displays 12 months at once in a grid layout. Best for seeing patterns across seasons or identifying gaps in your schedule. Each month shows the month name and year.

Custom View

When to use: Viewing a specific date range that doesn't fit the other view modes.

Allows you to select any custom date range by choosing:

Year options range from 5 years in the past to 5 years in the future from the current year. Includes navigation:

This view is useful for planning specific periods, such as a production that spans multiple months but doesn't align with standard calendar views.

3 Months View

When to use: Planning over a quarter or viewing the near-term schedule in detail.

Shows three consecutive months side-by-side. Includes custom navigation:

Month View

When to use: Day-by-day planning within a single month.

Standard calendar month grid showing all days. Includes standard FullCalendar navigation (previous month, next month, today). Shows event titles with start times.

Week View

When to use: Scheduling specific time slots and avoiding conflicts.

Shows one week with time slots from 6:00am to 11:00pm in 30-minute increments. Displays:

Clicking a time slot on the calendar shows an "Add" button at that exact time, pre-filling the start time for quick item creation.

Day View

When to use: Managing a complex day with many scheduled activities.

Single-day view with time slots from 6:00am to 11:00pm in 30-minute increments. Similar to week view but focused on a single day. Useful for intensive rehearsal days or event days with multiple activities.

All views except Event view include standard navigation controls (previous, next, today). Your selected view mode is saved in your browser and restored when you return.

Filtering Schedule Items

Use the filter dropdown to focus on specific types of activities or reduce visual clutter.

Type Filter Dropdown:

The "Filters" dropdown is a multi-select control that allows you to filter by schedule item types:

Filters remain active when switching between calendar views or between the Calendar and Attendance tabs. Your filter selections are saved in your browser and restored when you return.

Cancelled Items:

Cancelled items remain visible in all views with a "CANCELLED" badge. They cannot be hidden via filters.

Visibility Levels:

Organisation members only see items marked "Admin and Members". Administrators see all items regardless of visibility setting.

Attendance Tracking for Scheduled Activities

Every schedule item can track attendance through QR code check-ins and direct check-in links. This allows you to record who participated in each activity, when they arrived, and how long they stayed.

How Attendance Works

When you create a schedule item, the system automatically generates:

Admins control whether to share these with participants. On the day of the activity, participants can:

The system records:

Check-In Features

Organisation Members:

Guests and Non-Members:

Admin Controls:

Accidental Check-Out Protection

The system protects against accidental early check-outs. If someone checks out very quickly after checking in, they receive a warning before confirming. This prevents mistakes like accidentally tapping the check-out button.

Voided Sessions

Admins can void attendance sessions that were recorded in error or by mistake. Voiding a session:

Voided sessions appear with a "VOIDED" badge and show audit information (timestamp and admin name).

Quick Access from Schedule

When viewing a schedule item's details on the calendar:

These controls provide quick access to attendance features without leaving the schedule view.

Viewing Attendance (Attendance Tab)

In addition to the calendar view, the schedule page has an Attendance tab that displays attendance data in a matrix format.

Switching Between Calendar and Attendance

At the top of the schedule page, you'll see two segmented buttons:

Your selected tab is saved in your browser preferences.

Understanding the Attendance Matrix

The attendance matrix is a table showing:

What the matrix shows:

Summary statistics (top-left corner):

Interactive Features

Hovering:

When you hover over any cell, row header, or column header:

Clicking cells:

Click any cell to open the attendance modal for that member and schedule item, where you can:

Clicking column headers:

Click a schedule item column header to open the full details for that schedule item.

Not Yet Checked In Section

At the bottom of the matrix, you'll see a separator row labeled "Not Yet Checked In (X)" where X is the count of members who haven't attended any items in the current date range.

These members are displayed with:

This section only appears for administrators and helps you identify which organisation members haven't participated yet.

Date Range and Filters

The attendance matrix respects all your calendar settings:

Change these settings in the "View" section at the top of the page, and the matrix updates automatically.

Exporting Attendance Data

Click the "Export CSV" button (appears when on Attendance tab) to download a spreadsheet with:

Columns:

Cell values:

Filename: attendance-report-YYYY-MM-DD-HHmmss.csv

The Export CSV button is only enabled when there is attendance data to export.

Editing Schedule Items

Click any schedule item on the calendar to open its details. The modal shows all information including type, date/time, location, description, and visibility level.

Editing Single Items

To modify a schedule item:

For items that are part of a recurring series:

You'll see three save options (explained in the next section). Choose "Save this event only" to edit just this one occurrence without affecting other items in the series. This breaks the item away from the series, making it independent.

Validation rules when editing:

Editing Recurring Series

When you edit an item that belongs to a recurring series (created with the recurring pattern), you have three save options:

Save this event only

Save this and all future events

Save to entire series

The modal displays helpful counts so you know exactly how many items will be affected before confirming.

The Offset System for Series Edits

When editing date/time for recurring series items, the system uses an offset system to apply changes proportionally:

How it works:

If you change the start time or duration of one item in a series, the system calculates the difference and applies that same difference to all items in the scope (series or future).

Example: Your Monday rehearsals are at 7:00pm for 2 hours. You edit one item to start at 7:30pm (30 minutes later) and last 2.5 hours (30 minutes longer).

The modal shows you a warning with the exact offset before applying:

This prevents accidentally setting every rehearsal to the exact same date/time, which would create overlapping items.

When to orphan an item:

If you want to change just one item to a completely different time (not just shifting), use "Save this event only". This breaks it from the series and lets you set any time you want without affecting others.

Cancelling and Restoring Items

Cancelling vs Deleting

Cancelling and deleting are different:

Cancelling Single Items

To cancel a schedule item:

The item remains visible on the calendar with a "CANCELLED" badge in red. All other information (title, type, time, location) remains visible.

Cancelling Recurring Series

When cancelling an item that's part of a recurring series, you have three scope options:

Cancel this event only

Cancel this and all future active events

Cancel entire series

The system only shows options that apply. If all future items are already cancelled, you won't see "Cancel this and all future active events".

Restoring Cancelled Items

To restore a cancelled item:

The item returns to its normal state and the "CANCELLED" badge is removed.

Restoring items in a recurring series:

Similar to cancelling, you have three scope options when restoring:

Restore this event only

Restore this and all future cancelled events

Restore entire series

Already-active items are never affected by restore operations. The system only restores items that are currently cancelled.

Deleting Schedule Items

Deletion is permanent and cannot be undone. Deleted items are completely removed from the database.

When to delete instead of cancel:

When to cancel instead of delete:

Deleting Single Items

To permanently delete a schedule item:

The item is immediately and permanently removed. There is no undo.

Deleting Recurring Series

When deleting an item from a recurring series, you have three scope options:

Delete this event only

Delete this and all future events

Delete entire series

Each option shows a confirmation dialog with the count of items that will be affected. Review carefully before confirming.

Drag-to-Edit Mode

Administrators can enable drag-to-edit mode to quickly reschedule items by dragging them on the calendar.

Enabling drag-to-edit:

On the Calendar tab, you'll see a switch labeled:

Toggle this switch to turn the feature on or off. Your preference is saved.

How it works:

When enabled, you can:

Changes take effect immediately. For items in a recurring series, you'll be asked whether to apply the change to:

When to use drag-to-edit:

When not to use drag-to-edit:

Turn off drag-to-edit when you don't want to accidentally move items while navigating the calendar.

Schedule Preferences

Your schedule viewing preferences are automatically saved in your browser and restored when you return.

Saved preferences include:

Preference storage:

Preferences are stored separately for each event. This means viewing the schedule for "Hamlet" won't affect your saved preferences for "Romeo and Juliet".

Resetting preferences:

Click the "Reset" button to:

This is useful if your view becomes cluttered or you want to start fresh. Your saved preferences are deleted and replaced with defaults.

Preferences persist until you clear your browser data or click "Reset". They are not synced between devices or browsers.

Common Questions

Editing and Series Management

Can I change a single item to a different type without affecting the series?

Yes. Click the item, click "Edit", change the type, then choose "Save this event only". This breaks it from the series and lets you change anything about that one occurrence.

How do I change the duration of all items in a series?

Edit one item, change the end time, then choose "Save to entire series". The system calculates the duration difference and applies it to all items.

What happens if I delete a recurring pattern?

The pattern itself is not a separate entity. If you "Delete entire series", all items created by that pattern are deleted. The original pattern is removed. You would need to recreate it from scratch.

Can I convert a single item into a recurring series?

No. The recurring pattern must be created when the item is first created. If you need to convert a single item, you would need to:

Visibility and Access

Can members see cancelled items?

Yes, if the item's visibility is set to "Admin and Members" and it's not deleted. The "CANCELLED" badge appears for everyone who can see the item.

Why can't I see the "Event" view?

Event view requires event dates or schedule items to calculate the span. If you have no schedule items or event dates yet, Event View defaults to showing the current month.

Attendance for Scheduled Activities

Do cancelled items still track attendance?

Yes. Cancelled items retain all functionality including attendance tracking. If a cancelled rehearsal still happened, you can record attendance.

How do I view attendance for multiple items at once?

Use the Attendance tab to see a matrix of all members and schedule items. This shows attendance patterns at a glance and allows you to export the data to CSV.

Can I export attendance data?

Yes. On the Attendance tab, click "Export CSV" to download a spreadsheet with attendance records for all visible items and members.

What does the "Not Yet Checked In" section show?

This section (visible to admins only) lists organisation members who haven't attended any schedule items in your current date range. Click their cells to check them in.

Can I void a session that was recorded by mistake?

Yes. Admins can void attendance sessions from the attendance history modal. Voided sessions are automatically checked out, removed from statistics, and marked with audit information showing who voided them and when.

Drag-to-Edit

Can I accidentally move items when drag-to-edit is on?

Yes. If you find yourself accidentally dragging items, turn off drag-to-edit mode using the switch at the top of the Calendar tab.

What happens if I drag a recurring item?

When you drag an item from a recurring series, you'll be asked whether to apply the change to just that item, that item and all future items, or the entire series.

Dates and Historical Records

Can I create schedule items for dates in the past?

Yes. The system does not enforce future dates. You can create items at any date for historical record-keeping or catching up on missed entries.

Can I use the Custom view for any date range?

Yes. Custom view allows you to select any start and end month/year combination within 5 years in the past or future from today.