Event Types

There are two different types of events you can set up to use in your shelter or rescue, recurring events or one-time events.

• Recurring events are events that occur at the same time on the same day consistently over time. An example of a recurring event might be a spay/neuter clinic that you always hold on Saturday mornings between 9 am and 2 pm. Anyone who has a link to this type of event could sign up for an appointment slot.
• One-time events are one-off appointments that you want to make with someone in particular, like an appointment for a foster parent to pick up a specific foster animal, for example. The only people who will have access to book this type of appointment are those whose emails you directly enter for the appointment.

Recurring Events

To set up a recurring event, navigate to Configuration > General Shelter > Calendar/Scheduling. Click the blue "Create New Event Type" button and choose "Recurring" from the drop-down.

After you choose "Recurring", you'll see additional fields display on the pop-up. You'll be asked to enter the:

• Event name
  • The event name will display on the Configuration page AND in emails sent to the member of the public when their selected appointment time has been confirmed. 
• Duration of the event
  • Duration will dictate how many appointment times are available, based on time intervals you select.
• Days and time intervals on which this recurring event occurs
  • These days and times will dictate the appointment times a member of the public sees as options to book.
• Location of the event
  • Location will only display on the Configuration page for easy reference when selecting an event type.
• Staff involved
  • Staff will only display on the Configuration page for easy reference when selecting an event type.
• Associated User
  • This is how the booked appointment times for this event will be added to your calendar (using Google Calendar).
  • If you don't have a Google Calendar connected to your account (or the account of another user who is involved with the event), click the blue "Connect My Google Calendar".
  • If you already have your Google Calendar connected to your account (or the account of another user that you'd like to use), you will see your username (or the other's username) as an option in this Associated User field.
• Associated Calendar
  • This field will prefill with the calendar name based on the Associated User chosen. 
  • The names of Associated Calendars can be updated from the Google side of the calendar. 
• Description of the event
  • This description will only appear on the Configuration page for easy reference when you're looking at your different event types.
• Email title and message
  • This email information will be displayed on an email automatically sent to the member of the public after you've confirmed the appointment time that the person selected. The title will be the subject line of the email, and the message can be used to share any additional information or reminders for the person when the appointment is confirmed. 

Completing these fields and clicking "Add" will save the event type to your Configuration page.

To review how to share this event so that appointments can be made by members of the public, click here. 

One-time Events

To set up a one-time type of event, navigate to Configuration > General Shelter > Calendar/Scheduling. Click the blue "Create New Event Type" button and choose "One-time" from the drop-down.

After you choose "One-time", you'll see additional fields display on the pop-up. You'll be asked to enter the:

• Event name
  • The event name will display on the Configuration page AND in emails sent to the member of the public when the appointment has been offered to them and when their selected appointment time has been confirmed. 
• Duration of the event
  • Duration will dictate how many appointment times are available, based on the time interval you select when scheduling the specific appointment.
• Location of the event
  • Location will only display on the Configuration page for easy reference when selecting an event type.
• Staff
  • Staff will only display on the Configuration page for easy reference when selecting an event type.
• Associated User
  • Just like for recurring events, this is how the booked appointment times for this event will be added to your calendar (using Google Calendar).
  • If you don't have a Google Calendar connected to your account (or the account of another user who is involved with the event), click the blue "Connect My Google Calendar".
  • If you already have your Google Calendar connected to your account (or the account of another user that you'd like to use), you will see your username (or the other's username) as an option in this Associated User field.
• Associated Calendar
  • This field will prefill with the calendar name based on the Associated User chosen. 
  • The names of Associated Calendars can be updated from the Google side of the calendar. 
• Description of the event
  • This description will only appear on the Configuration page for easy reference when you're looking at your different event types.
• Email title and message
  • This email information will be a part of two emails sent automatically to members of the public:
    • When the date and time period are selected for the appointment for that person, they will receive an email that asks them to book a time slot in that given time period.
    • After you've confirmed their appointment time, they will receive a second email for confirmation of that accepted appointment time.
    • The reply-to email address for all event related information will be the email address associated with the Google calendar that is attached to the event.

Completing these fields and clicking "Add" will save the event type to your Configuration page.

To review how to use this event to set up appointment times for members of the public, click here. 

Editing/Deleting Events

Saved event types can be easily edited or deleted. Navigate to Configuration > General Shelter > Calendar/Scheduling > Event Management, and choose the event type from the drop-down field. Clicking "Edit" in the top right corner of the event details will re-open the same pop-up that you used to create the event. From there, you can edit whichever fields you would like. You can also delete the event type altogether using the red "Delete" option at the very bottom of the pop-up.

Removing a linked Google calendar

Log in to the Google Account for which you'd like to remove from an associated user and click on Security on the left hand side. Scroll down to the Third-party apps with account access section.​ Click Manage third-party access, then select Shelterluv from the list and click on it to expand the details. Click Remove Access there.

Once you log back into Shelterluv, you should be able to see the blue 'Connect My Google Calendar' button in Tasks > Medical > Scheduling and in Configurations when creating an event.