Calendar Module - User Manual

Introduction

The Calendar module provides a unified calendar view of all band events, including rehearsals, gigs, and other activities. You can link your own calendars (Google, Outlook, etc.) so the band sees when you're busy; only "busy" is shown, not your appointment details.

Getting Started

Accessing the Calendar

  1. Select a band from the band selector
  2. Click "Calendar" in the main menu (under "Band")
  3. You'll see the calendar view with all events

Permissions

Your access to calendar features depends on your user level and permissions:

  • View - You can see the calendar and events
  • Edit - You can create and modify events
  • Delete - You can remove events (if granted)
  • Manage linked calendars - You can link your own calendars to the band
  • View All Members - You can see all band member availability

Calendar View

Main Calendar Display

The calendar shows:

  • Month View - All events in a monthly grid
  • Week View - Events for the current week
  • Day View - Events for a single day
  • List View - All upcoming events in a list

Event Types

Events are color-coded by type:

  • Rehearsals - Practice sessions
  • Gigs - Performances
  • Other Events - Custom events from connected calendars
  • Previous/Next - Use arrow buttons (desktop) or swipe (mobile) to change month
  • Today - Button left of the header: click to jump to today's date
  • Link calendars - Button to go to My linked calendars and connect your own calendars
  • Events in the list - Click a gig or rehearsal to open its detail page

Creating Events

Creating Band Events

Band events (rehearsals, gigs) are created in their respective modules:

  • Rehearsals - Created in the Rehearsals module
  • Gigs - Created in the Gigs module

These events automatically appear in the calendar.

Adding a gig or rehearsal from the calendar

  1. Right-click (desktop) or long-press (mobile) on a date in the calendar grid or in the event list (on a day header or empty day area).
  2. Choose "Add gig" or "Add rehearsal" from the menu.
  3. Fill in the details; the event appears on the calendar.

Check date (availability)

If you play in multiple bands, you can quickly see whether a date is free for the current band and avoid double bookings:

  1. Open the ⋮ menu (top right of the calendar).
  2. Click "Check date".
  3. Choose a date (default is the day currently selected in the calendar).
  4. Optionally enable "Include my other bands" to see events on that date in your other bands as well.
  5. Click "Check" to see all events on that date for the current band (and, if enabled, for your other bands).

Linked calendars

You can link your own calendars (Google, Outlook, CalDAV, ICS) to the band calendar. The band will only see when you're busy, not what your appointments are.

Connecting Google Calendar

  1. Go to "My linked calendars" (via the Link calendars button or the ⋮ menu) or "Add calendar"
  2. Click "Connect Google Calendar"
  3. Sign in with your Google account
  4. Authorize nGage.band to access your calendars
  5. Select which calendars to import
  6. Click "Import"

Connecting Outlook Calendar

  1. Go to "My linked calendars" or "Add calendar"
  2. Click "Connect Outlook"
  3. Sign in with your Microsoft account
  4. Authorize nGage.band to access your calendars
  5. Select which calendars to import
  6. Click "Import"

Managing linked calendars

  • Edit - Change calendar name or settings
  • Sync - Manually sync events from linked calendar
  • Disconnect - Remove the connection
  • Reconnect - Re-authorize if connection expired

Calendar Feed (iCal)

You can subscribe to your band's calendar in external calendar apps:

  1. Go to calendar settings
  2. Click "Generate Feed Token" or "Get Calendar Feed"
  3. Copy the feed URL
  4. Add it to your calendar app (Google Calendar, Outlook, Apple Calendar, etc.)

The feed updates automatically when events are added or modified.

Member Availability

Viewing Availability

If you have "View All Members" permission:

  1. Go to "Member Availability" in the calendar
  2. Select a date range
  3. View a grid showing:
    • All band members
    • Their availability for each day
    • Color-coded status (available, busy, unknown)

Availability Status

  • Available - Member has no conflicts
  • Busy - Member has other events
  • Unknown - No availability data

Calendar Settings

Band Calendars

Bands can have multiple calendars:

  • Default Calendar - Main band calendar
  • Custom Calendars - Additional calendars for specific purposes

Creating a Band Calendar

  1. Go to calendar settings
  2. Click "Add Band Calendar"
  3. Enter calendar name and description
  4. Click "Create"

Managing Calendars

  • Edit - Change calendar name or description
  • Delete - Remove calendar (events remain in their modules)
  • Set as Default - Make this the primary calendar

Exporting and Sharing

Calendar Feed

Export your calendar to external apps:

  1. Generate a feed token
  2. Use the feed URL in any calendar app that supports iCal feeds
  3. Events update automatically

Sharing with Band Members

All band members with view access can see:

  • All band events
  • Busy/free from linked calendars (if connected)
  • Member availability (if they have permission)

Tips and Best Practices

Organization

  1. Link your calendars - Connect personal calendars so the band sees when you're busy
  2. Create custom calendars - Organize events by type or project
  3. Sync regularly - Keep linked calendars up to date

Planning

  1. Check availability - View member availability before scheduling
  2. Use color coding - Events are automatically color-coded by type
  3. Plan ahead - Use the calendar to plan weeks or months in advance

Integration

  1. Subscribe to feed - Add calendar feed to your phone or other apps
  2. Connect personal calendars - See all your events in one place
  3. Sync automatically - Linked calendars sync automatically

Troubleshooting

Events Not Appearing

"Events from other modules not showing"

  • Make sure you have view access to those modules
  • Check that events belong to the selected band
  • Refresh the calendar page

Linked calendar issues

"Google/Outlook connection failed"

  • Try reconnecting the calendar
  • Check that you authorized the correct permissions
  • Verify your account credentials

"Events not syncing"

  • Click "Sync" to manually refresh
  • Check your internet connection
  • Wait a few minutes for automatic sync

Calendar Feed Not Working

"Feed URL not loading"

  • Regenerate the feed token
  • Check that the URL is correct
  • Verify your calendar app supports iCal feeds

Frequently Asked Questions

Q: Can I create events directly in the calendar?
A: Some event types can be created from the calendar. Most events are created in their respective modules (Rehearsals, Gigs).

Q: How often do linked calendars sync? A: Linked calendars sync automatically. You can also manually sync by clicking the "Sync" button.

Q: Can I see events from multiple bands?
A: The calendar shows events for the currently selected band. Switch bands to see different events.

Q: Can I export the calendar?
A: Yes! Use the calendar feed (iCal) to subscribe in external calendar apps.

Q: What happens if I disconnect a linked calendar?
A: The connection is removed, but events that were already imported may remain. Reconnect to sync again.

Q: Can I see member availability for past dates?
A: Availability is typically shown for future dates. Past availability may not be available.

Q: How do I change event colors?
A: Event colors are determined by event type. Colors are set automatically by the system.

Last updated: January 2025

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