Create group schedules to organize events by color, group, and location, then share them with clients through messages and portals for easy access.

### Overview

- **What it is:** The **Schedules** module lets you create bulk event schedules, organize them visually with colors and groups, and share them with clients through messages or portals.
- **Why it matters:** Courts and agencies manage complex calendars with multiple event types, locations, and participant groups. Schedules simplify the process of creating, organizing, and distributing event information to clients and staff.
- **Who uses it:** Agency administrators, court clerks, case managers, and scheduling coordinators who create and manage event calendars.
- **Expected outcomes:** Organized group schedules, efficient bulk event creation, randomized scheduling options, and easy distribution of schedule information to clients.

### Prerequisites

- An active eCourtDate agency account
- Role with permission to manage events and schedules
- Event types and locations configured in your agency settings
- Client or group records to assign schedules to

### How-To Steps

#### Step 1: Navigate to Schedules

1. Click **Events** from the main navigation.
2. Select **Schedules** from the submenu.
3. Review existing schedules or click **Create Schedule** to build a new one.

#### Step 2: Create a New Schedule

1. Click **Create Schedule**.
2. Enter a **Schedule Name** to identify the schedule (for example, "March Drug Court Sessions").
3. Select the **Event Type** from the dropdown.
4. Choose the **Location** where the events will take place.
5. Select the **Group** or client list this schedule applies to.
6. Click **Next** to proceed to date and time configuration.

#### Step 3: Set Dates and Times

1. Select the date range for the schedule using the **Start Date** and **End Date** fields.
2. Choose the days of the week when events should occur.
3. Set the **Start Time** and **End Time** for each event.
4. Configure the event frequency (weekly, biweekly, or monthly).
5. Review the generated list of events to confirm accuracy.

#### Step 4: Organize by Color and Group

1. Select a **Color** for the schedule to visually distinguish it on the calendar.
2. Assign the schedule to a **Group** to categorize related schedules together.
3. Use different colors for different event types or locations to make the calendar easier to read.

#### Step 5: Generate Randomized Schedules

1. During schedule creation, enable the **Randomize** option.
2. Configure randomization parameters, such as random time slots or random date assignments within the date range.
3. Review the randomized schedule output to ensure it meets your requirements.
4. Click **Save** to finalize the randomized schedule.

#### Step 6: Share Schedules via Messages

1. Open a saved schedule.
2. Click **Share** and select **Send Message**.
3. Choose the message channel (SMS, email, or push notification).
4. Review the message content, which includes the schedule details.
5. Click **Send** to notify clients of their scheduled events.

#### Step 7: Share Schedules via Portals

1. Open a saved schedule.
2. Click **Share** and select **Post to Portal**.
3. Choose the portal where the schedule should appear.
4. Configure visibility settings, including whether to restrict the view to the client's current schedule only.
5. Click **Publish** to make the schedule available on the portal.

#### Step 8: Browse Schedules by Month or Year

1. Navigate to **Events** > **Schedules**.
2. Use the calendar navigation to browse schedules by month or year.
3. Click on a specific date to view all events scheduled for that day.
4. Filter by group, location, or event type to narrow the view.

### What to Expect

New schedules generate events immediately based on your configuration. Shared schedules are delivered to clients through the selected channels. Portal schedules update in real time. Randomized schedules may take a moment to process depending on the number of events and participants.

### Best Practices

- Use consistent color coding across your agency (for example, blue for drug court, green for community service) to make calendars intuitive.
- Review generated schedules before sharing to catch any conflicts or errors.
- Restrict portal views to show only the current or upcoming schedule to reduce confusion for clients.
- Use randomized scheduling for programs that require varied appointment times to prevent predictability.
- Send schedule reminders through messages before each event to reduce no-shows.

### Frequently Asked Questions

**Q: Can I edit individual events within a schedule after it is created?**
A: Yes. Open the schedule, navigate to the specific event, and modify its date, time, or details. Changes to individual events do not affect the rest of the schedule.

**Q: What does the randomize option do?**
A: Randomization assigns events to varying time slots or dates within your specified range. This is useful for programs that require unpredictable scheduling, such as compliance check-ins.

**Q: Can clients see schedules for other participants?**
A: No. When you share a schedule through the portal with the restricted view option enabled, each client sees only their own scheduled events.

**Q: How do I cancel a schedule?**
A: Open the schedule and click **Delete** or **Cancel**. You will be asked whether to cancel all associated events or just remove the schedule grouping. Individual events can also be canceled separately.

**Q: Can I create schedules for multiple locations?**
A: Each schedule is associated with one location. To schedule events at multiple locations, create separate schedules for each location and organize them by group or color.

### Troubleshooting

**Issue:** Schedule does not generate events for all expected dates.
**Symptoms:** The event list is missing dates within the specified range.
**Solution:** Verify that the selected days of the week match the dates in your range. Check for holidays or blocked dates that may have been excluded. Review the frequency setting (weekly, biweekly, or monthly) to ensure it aligns with your expectations.

**Issue:** Clients report they cannot see their schedule on the portal.
**Symptoms:** Clients log into the portal but do not see any scheduled events.
**Solution:** Confirm the schedule has been published to the correct portal. Verify the client is linked to the correct group or schedule. Check that portal visibility settings are not restricting access unintentionally.

### Related Articles

- [How to Manage Events](/how-to-manage-events)
- [How to Send Bulk Messages](/how-to-send-bulk-messages)
- [How to Manage Portals](/how-to-manage-portals)