Rotation Days to User Calendars (Veracross, Blackbaud, Powerschool)

Your school may elect to have your Rotation days posted to your user's Calendar. It will create an all-day event at the top of the calendar, showing the person as free, with the label for the rotation day. Teachers and students of classes that are associated with the flow will have their rotation added to the top of the calendar. In addition if other non-teaching staff need to know the rotational day, you may include them in the flow.

To enable this feature for your school, please contact support@schoolcal.co.

Setting up Rotation Days

Once the feature has been enabled you will see a new flow on your dashboard. Click "Manage Pipeline" by your new Rotation Day Pipeline and "Create Flow". For Google users we recommend the "User as Owner (Dynamic)" flow strategy. Outlook by default will use User as Owner.  Remember only you see the Flow name, so let it describe what the flow represents. You can edit this later, if needed.

Outlook

Google

Filters

These will look familiar as they are similar to your other flows.

Date Range: "Only Future Dates" is the recommended setting. Be sure to save any changes.

Rotations: Your rotations will appear here. Note that you can create one flow for all of your rotations but if you add people and you have multiple flows, then they will receive both rotations on their calendar. If you wish to avoid this you will need to set up multiple flows, one for each rotation.

People Filters: Include (or not) Faculty and Students. Again this will target the faculty or students who are associated with classes that occur during the above rotation:

You may also EXCLUDE people from the flow as well as INCLUDE people who would not normally be associated (ie. staff or learning specialists who do not teach regular classes)

Template

You will need to enter an Event Title. The recommended would be: {{RotationDay.Description}} or {{RotationDay.Abbreviations}} Most schools leave Location and Description blank as neither really apply in this case. In addition you would want to set the Free/Busy to "Free" to avoid people looking busy all day every day! You can then kick off a "Light Sync" to push to people's calendars. 

** Note it is not really necessary to enable automatic syncing as rotation days rarely change. If you add a new student or teacher during the course of the year, you can run a manual sync.**