A profile event is something happening for a profile that the whole team should know about but that no one is scheduled to work: a dentist visit, a day program outing, a family pickup. Events live on the profile schedule alongside shifts but are not shifts:
- No staff slots, no service code, no draft/published state
- Never counted as coverage — they do not fill coverage gaps or change Team Schedule hours
- Always shown in violet with an Event label
Adding an event
Open Schedule for the profile. You can start an event three ways:
- Click Event in the toolbar
- Click the + in a day header
- Click an empty spot in a day column (the time you clicked is filled in)
Managers see a Shift | Event switch at the top of the window and can flip between them without losing the date and time. People who can add events but not shifts go straight to the event form.
Fill in:
- Event title — e.g. “Dentist appointment”
- When — date, plus start and end times, or tick All day
- Location (optional)
- Repeats — Does not repeat, or Weekly on the days you pick, ending never, on a date, or after a number of weeks
- Notes — visible to everyone with access to the profile
Click Save event.
Where events appear
- Profile schedule (calendar and list views) — the complete list of that profile's events. Timed events sit beside any shift at the same time; all-day events appear as a chip under the day header.
- My Schedule (web and mobile), in violet — but only on days you are actually with that profile, meaning you have a shift or a recorded visit with them that day. Events for a profile you are not working with that day stay off your schedule. This keeps My Schedule useful for managers, who have access to every profile in the organization.
- Tracking on the phone — when you open a profile to track a day, that day's events show at the top, whether or not you were scheduled on it.
Events never appear on Team Schedule, in coverage gaps, or in hours totals. They are also not part of the calendar subscription feed — that feed carries your own published shifts only.
Editing and moving
Click an event to edit it. On the calendar you can also drag it to another time or day, or drag its top or bottom edge to change the duration, just like a shift.
For a repeating event, choose This occurrence (only that day changes; the repeat continues) or Whole series (changes apply to this and all future occurrences). Deleting works the same way.
Who can add and change events
- Managers and Billing users can add, edit, and delete any event on profiles they manage.
- Staff and Guests can add events when Set Profile Preferred Hours & Events is turned on for them (Manage Team → open the person → Scheduling). They can only edit or delete events they added. Events added by someone else open read-only and show who added them.
Events require the Scheduling plan feature, the same as shifts.