How do I use the FlowLogic Calendar?

Key Points

The FlowLogic Calendar is in the left-hand section menu and is used to manage events, reviews and important dates. It opens on the current month, and you can switch between daily, weekly and monthly views.
Access is controlled by calendar Rights, such as Calendar Read, Calendar Add, Calendar Edit and Calendar Delete. They can be mixed and matched across permission groups.
Filters let you focus on record-based events, show only certain Areas or sites, or hide record events or leave events. Click Clear to reset them.
Dates from Forms, such as an expiry or review date, can show on the calendar when Show in Calendar is turned on for the date field. They show on that date only and don't send a reminder.
Click a day to see its events, and click an event to see its details. Depending on your permissions, you can edit or delete it from there.

The FlowLogic calendar is used to manage events, reviews, and important dates across the system. This article covers how access is controlled, how to navigate the calendar, and what filtering and display options are available.

Calendar rights

Access to the calendar and its features is controlled through user rights. To review these, go to System and select Rights, then search for calendar. The available rights are:

RightWhat it allowsGlobal Calendar / Calendar FunctionsSee the calendar in the section menu and open itCalendar ReadView calendar eventsCalendar AddCreate new eventsCalendar EditModify existing eventsCalendar DeleteRemove eventsCalendar LeaveShow leave entries in the calendar viewCalendar Leave Restricted ViewRemove leave information from the calendar view entirely

All rights can be mixed and matched across different permission groups to suit your organisation's needs.

Accessing and navigating the calendar

The calendar is located in the left-hand section menu. When opened it loads the current month by default, giving an immediate overview of upcoming events and important dates.

At the top of the screen the current month and year are displayed. You can switch between daily, weekly, and monthly views depending on how much detail you need. On the right-hand side, you will find controls to add a new event, move forward or backward through dates, jump back to today, and refresh the view if recent updates have been made.

Filtering the calendar

Filtering options let you control what appears on the calendar without removing any data from the system. Available filters include:

Record-based events

Focus on expiry dates or review dates and hide everything else

Areas or sites

Show only events relevant to a specific location or team

Hide record events

Toggle off system-generated record events

Hide leave events

Useful in larger organisations where leave entries can fill the view quickly

To reset all filters at any time, click the Clear button in the bottom-right of the filter panel.

Showing Form dates on the calendar

Dates from your Forms, such as a document expiry date or a review date, can show on the calendar. Turn this on for each date field in the Form Editor:

Go to System Menu > Forms and click Edit on the Form.
Click Edit on the date field, for example the expiry date.
Turn on Show in Calendar, then click Apply settings.
Click Save Form.

The record then shows on the calendar on that date, and you can set its colour in the palette manager. It shows on that date only. It can't show ahead of the date, for example a month before a document expires, and it doesn't send a reminder.

To get notice before a date, you can:

Set up a record automation on the date field to alert you, for example a month before the expiry date. See How do I create a record automation?
Add the document to your KPI Widget so you can see what's expiring. See How do I set up the KPI Widget to track compliance documents?

Viewing and managing events

Clicking on a specific day expands the events scheduled for that date. Each event displays a subject line giving a quick indication of what it relates to. Events can include case reviews, training sessions, off-site meetings, funding reviews, and more.

Clicking into an event shows any additional details that have been added. Depending on your permissions, you may also be able to edit or delete the event directly from this view.

Additional tools

At the top of the calendar, you will find an option to export the calendar as a CSV file. There is also a palette manager that controls how different event types are colour-coded. Both of these features are covered in more detail in other videos.