# Events & Calendar Schedule and manage all project-related events including site visits, installations, inspections, and follow-ups. The calendar system keeps your team organized and ensures nothing falls through the cracks. ## What Are Events? Events are scheduled activities related to your solar projects: - **Site Assessments** - Initial property evaluation visits - **Design Meetings** - In-person or virtual design review - **Installation Dates** - Actual system installation - **Inspections** - Building inspector or utility visits - **Final Walkthroughs** - Post-installation customer meeting - **Follow-ups** - Check-ins and service visits - **Team Meetings** - Internal project discussions ## Creating Events ### From a Project 1. Open any project in your pipeline 2. Click **Add Event** or **Schedule** 3. Fill in event details: - **Event Type** - Select from predefined types - **Title** - Brief description - **Date & Time** - When the event occurs - **Duration** - How long it will take - **Location** - Address or virtual meeting link - **Assigned Team Members** - Who's attending - **Notes** - Additional details or instructions 4. Click **Create Event** ### From the Calendar View 1. Navigate to the Calendar view 2. Click on any date or time slot 3. Quick-create modal opens 4. Fill in basic details 5. Save to create event ## Event Types Customize event types for your workflow: ### Site Visit - Customer property assessment - Roof inspection - Electrical panel evaluation - Shading analysis - Photo documentation ### Installation - Scheduled install date - Crew assignment - Equipment delivery - Expected completion time - Customer availability ### Inspection - Building department inspection - Utility interconnection inspection - Final inspection - Re-inspection (if needed) ### Meeting - Design review with customer - Team planning session - Stakeholder meetings - Training sessions ### Follow-up - Post-installation check-in - System performance review - Customer satisfaction call - Maintenance visit ## Calendar Views ### Month View See all events for the entire month: - **Overview** - Big picture of your schedule - **Color Coding** - Events colored by type or team member - **Quick Navigation** - Jump between months - **Event Density** - See busy vs. slow periods ### Week View Focus on a single week: - **Time Slots** - Hourly breakdown - **Team Scheduling** - See who's available when - **Drag & Drop** - Reschedule easily - **Conflict Detection** - Identify scheduling conflicts ### Day View Detailed view of a single day: - **Hour-by-Hour** - Precise scheduling - **Travel Time** - Account for drive time between sites - **Detailed View** - Full event information visible - **Mobile Friendly** - Perfect for field teams ### List View All upcoming events in chronological order: - **Searchable** - Find specific events quickly - **Filterable** - Show only certain types - **Sortable** - Order by date, project, or team member - **Export** - Download to CSV or sync to external calendar ## Team Calendar Coordinate across your entire team: ### Team Member View - See each team member's schedule - Identify available personnel - Balance workload across team - Prevent overbooking ### Multi-User Display - Side-by-side schedules - Compare availability - Coordinate multi-person events - Resource allocation ### Assignments - Assign events to specific team members - Set primary and backup personnel - Track who's responsible - Automatic notifications ## Event Management ### Editing Events 1. Click on any event in the calendar 2. Event details modal opens 3. Edit any field 4. Save changes 5. All attendees notified of updates ### Rescheduling **Drag & Drop Method:** 1. Click and hold event 2. Drag to new date/time 3. Release to drop 4. Confirm reschedule 5. Notifications sent automatically **Edit Method:** 1. Open event details 2. Change date/time 3. Add reschedule reason (optional) 4. Save 5. Team and customer notified ### Canceling Events 1. Open event 2. Click **Cancel Event** 3. Enter cancellation reason 4. Choose to notify attendees 5. Event marked as canceled (not deleted for record-keeping) ## Notifications & Reminders Stay on top of your schedule with automatic notifications: ### Email Reminders - **24 Hours Before** - Day-before reminder - **1 Hour Before** - Final reminder - **At Event Time** - It's happening now - **Custom Times** - Set your own reminder schedule ### In-App Notifications - Real-time notifications in Powerlily - Badge counts for upcoming events - Push notifications (if enabled) - Desktop alerts ### SMS Reminders (Optional) - Text message reminders - Customer notifications - Team alerts - Confirmation requests ## Integration with Projects Events are tightly integrated with your project pipeline: ### Project Timeline - All project events visible on project page - Chronological event history - Upcoming events highlighted - Completed events archived ### Status Triggers - Moving a project to "Install Scheduled" can auto-create install event - Workflow automation based on events - Status updates based on event completion - Pipeline progression tied to milestones ### Activity Feed - Events appear in project activity feed - Team can see who attended - Notes and outcomes documented - Client can see relevant events (optional) ## Customer Visibility Control what customers see: ### Client Portal Events - Share relevant events with customers - Hide internal events (team meetings, planning) - Customer calendar sync available - Automatic appointment confirmations ### Event Invitations - Send calendar invites to customers - .ICS file attachments - Add to Google Calendar links - Outlook calendar integration ## Recurring Events Set up repeating events: ### Types of Recurrence - **Daily** - Every day or every X days - **Weekly** - Specific days of the week - **Monthly** - Same day each month or X day of month - **Annually** - Yearly events (inspections, maintenance) ### Managing Recurring Events - Edit single occurrence or entire series - Skip individual occurrences - End after X occurrences or on specific date - Delete series ## Best Practices ### Scheduling Tips **Buffer Time:** - Add 15-30 minutes between events - Account for travel time - Allow for running over **Realistic Timing:** - Don't overbook your team - Account for prep and cleanup - Consider weather delays for installs **Confirmation:** - Confirm customer appointments 24-48 hours before - Get site access confirmation - Verify electrical panel access ### Documentation **Pre-Event:** - Add site photos - Note access requirements - Special instructions - Equipment needs **Post-Event:** - Document outcomes - Attach photos - Update project status - Schedule follow-ups ### Team Communication **Event Notes:** - Share important details - Tag team members with @mentions - Update notes as plans change - Link relevant documents **Morning Briefings:** - Review day's events each morning - Distribute site addresses - Assign backup personnel - Weather check ## Analytics & Reports Understand your scheduling patterns: ### Event Statistics - Total events by type - Events per team member - Completion rates - Rescheduling frequency ### Team Performance - On-time arrival rates - Events completed - Customer satisfaction by team member - Efficiency metrics ### Project Timelines - Average time from site visit to install - Inspection scheduling delays - Bottleneck identification --- **Next:** Learn about [[Tasks]] for managing action items across projects.