Calendar
Goal: View scheduled sessions, spot instructor coverage gaps, and export your schedule.
The Calendar shows all scheduled class sessions at your location(s) in a visual layout.
Views
Month View
- See all sessions across the month at a glance
- Each session shows as a colored block with the class name and time
- Color-coded by location (Medford = blue, Grants Pass = green, Shady Cove = purple)
Week View
- A more detailed look at a single week
- Shows time slots for each day
- Easier to spot scheduling conflicts and coverage gaps
Day View
- Shows all sessions for a single day in detail
Agenda View
- A list view of upcoming sessions sorted chronologically
To switch views, use the Month / Week / Day / Agenda toggle at the top-right of the calendar.
Filtering by Location
If you have access to multiple locations (Directors, Super Admins):
- Use the Location dropdown at the top of the calendar
- Select a specific location or "All Locations"
- The calendar updates to show only sessions at the selected site
Instructor Coverage Gaps
The calendar highlights classes that have no active instructor assigned:
- Classes with an instructor show the instructor's name on each session
- Classes without any active instructor display a warning banner at the class level
- This is a class-level warning, not per-session — assign an instructor to the class to resolve it
Check the calendar at the start of each week. If any sessions show coverage gaps, reach out to available staff or volunteers to fill in.
Exporting Your Schedule
To sync VoTech sessions with your personal calendar:
- Click the Export button at the top of the calendar
- Choose the format:
- Google Calendar — adds directly to your Google Calendar
- ICS file — downloads a file you can import into any calendar app (Outlook, Apple Calendar, etc.)
- The export includes all visible sessions based on your current filters
Calendar Subscription (Auto-Updating)
VoTech also supports ICS calendar subscriptions — a feed URL that your calendar app checks periodically for changes. Unlike a one-time export, a subscription stays up to date automatically.
- Click the Subscribe option in the export menu
- Copy the feed URL
- In your calendar app, add a new calendar by URL and paste the link
The subscription URL contains a secure token tied to your account. Don't share it with others — they would see your calendar data. The token expires after 90 days — you'll need to re-subscribe when it expires.
Calendar Events & Staff Time-Off
The calendar also displays:
- Staff time-off entries (amber colored) — showing when staff are unavailable
- Calendar events (indigo colored) — program events, meetings, etc.
Use the toggle checkboxes above the calendar to show/hide these overlays.
Tips & Common Mistakes
To change a class schedule, go to the class detail page under Managing Classes. From there you can edit or delete individual sessions.
Editing & Deleting Sessions
Sessions can be modified directly from the class detail page:
- Go to Managing Classes and open the class
- Find the session in the Sessions tab
- Click the inline pencil icon on the session row to edit its date, time, or instructor (instructor editing is on a separate tab)
- To delete a session, use the delete option in the session actions
Deleting a session also removes any attendance records for that session. Only delete sessions that haven't occurred yet.
Public Calendar
VoTech provides a public calendar that can be shared with community partners, parents, and other stakeholders without requiring a login.
- The public calendar shows upcoming class sessions and program schedules
- No student names or sensitive information is visible
- Share the public calendar link with partners so they know when students are scheduled
The public calendar is a great way to keep community partners informed about program schedules without giving them access to the full VoTech system.