Creating & Managing Schedules
This article covers how to create new observation schedules, edit existing ones, delete schedules, and work with the different calendar views. You need the Scheduler, Organization Manager, or Owner role to create schedules for other staff. Coaches (Observer role) can schedule their own observations.
Creating a New Schedule
Navigate to the Scheduler page from the top navigation bar.
Click the New Schedule button at the top left of the calendar. A sliding panel titled "Add new schedule" opens from the right side of the screen.
Fill in the schedule details:
Form (required) -- Select a published observation form from the dropdown. Type to search by form name.
Schedule (required) -- Click "Select date and time" to choose the date and time for the observation using the date-time picker.
Observer (required) -- Select the person who will conduct the observation. Type to search by name. Only users with the Observer role in the current school appear in this list.
Observee (required) -- Select the teacher to be observed. Type to search by name. Only users with the Observee role in the current school appear in this list. When you select an observee, the school is automatically set based on that teacher's organization.
Optionally, set reminders for the observer and/or observee (see Reminders & Notifications for details).
Click Save to create the scheduled observation, or Cancel to discard it.
A success message confirms "Schedule created successfully" and the new event appears on the calendar.
Understanding the Schedule Form Fields
Field | Required | Description |
Form | Yes | The observation form to use. Only published forms appear in the dropdown. |
Schedule | Yes | The date and time of the planned observation. Uses a date-time picker. |
Observer | Yes | The person conducting the observation (coach, AP, principal). |
Observee | Yes | The teacher being observed. Automatically sets the school context. |
Observer Reminder | No | When to email a reminder to the observer before the observation. |
Observee Reminder | No | When to email a reminder to the teacher before the observation. |
Editing a Schedule from the Calendar Popup
When you click on a scheduled event in the Month, Week, or Day view, a popup titled "Update event" appears near the event:
Click on the scheduled event tile on the calendar.
The popup shows the same fields as the creation form -- Form, Schedule, Observer, Observee, and reminders -- all pre-filled with the current values.
Update any fields you need to change. For example, you might reassign a different observer, change the date, or select a different form.
Click Save to apply your changes. The Save button is only active when you have made changes.
Click Cancel or click outside the popup to discard changes and close it.
A success message confirms "Schedule updated successfully."
Editing a Schedule from the Agenda View
The Agenda view provides a streamlined way to edit schedules without opening a popup. Each schedule in the Agenda list displays:
Schedule (date/time) -- Click the date to open a date-time picker and change it directly.
Observee -- Shown as a label with the teacher's name, with a reminder bell icon below.
Observer -- Click the observer name to open a dropdown and reassign to a different observer. A reminder bell icon appears below.
Form -- Click the form name to open a dropdown and select a different form.
Changes made in the Agenda view are saved immediately. When you change the scheduled date, any existing reminders are automatically adjusted by the same time offset. If the adjusted reminder time would fall in the past, the reminder is cleared.
Setting and Managing Reminders
Below both the Observer and Observee fields, you will see a bell icon with the current reminder status:
None -- No reminder is set. Click the bell icon to configure one.
15 minutes before / 1 hour before / 1 day before -- A preset reminder relative to the scheduled date.
A specific date and time -- A custom reminder time you chose.
A green bell with a date -- The reminder has already been sent. Once sent, the reminder cannot be changed.
You must set a scheduled date before you can configure reminders. If no date is set, you will see a message: "Set a scheduled date first."
For more details on reminder options and how notifications are delivered, see Reminders & Notifications.
Deleting a Schedule
To delete a scheduled observation:
Click on the scheduled event in the Month, Week, or Day view to open the popup.
Click the three-dot menu icon (vertical ellipsis) in the top-right corner of the popup, next to the close button.
Click Delete from the dropdown menu.
The schedule is removed from the calendar. Deleting a schedule does not affect any observations that have already been created from it. You need the Scheduler, Organization Manager, or Owner role to delete schedules.
Navigating the Calendar
Use the navigation controls in the calendar toolbar to move between dates:
Today -- Click to jump back to the current date.
Back / Forward -- Use the arrow buttons to move to the previous or next month, week, or day (depending on your current view).
View tabs -- Switch between Month, Week, Day, and Agenda views using the tabs in the toolbar.
The calendar loads schedules for the current month plus one month on either side, so you can see upcoming and recent events as you navigate.
Working with the School Selector
Schedules are scoped to a specific school. The observer and observee dropdowns only show people who belong to the currently selected school. If you manage observations across multiple schools, switch the school selector at the top of the page before creating new schedules.
When you select an observee, the schedule is automatically associated with that teacher's school. This ensures the observation appears in the correct school context for reporting and management.
Tips for Effective Scheduling
Schedule in batches -- If you are coordinating a school-wide observation cycle, use the Agenda view to quickly review and adjust multiple schedules at once.
Set reminders -- Email reminders help ensure observers and teachers are prepared. The "1 day before" preset gives teachers time to prepare, while "15 minutes before" serves as a last-minute prompt for observers.
Assign forms early -- Selecting the observation form when you create the schedule ensures the observer knows which form to use and can review the elements beforehand.
Use filters -- When reviewing schedules for a particular coach or teacher, use the Observer and Observee filters on the right panel to quickly find relevant schedules.