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Calendar coordinates time; it does not replace the service record, inspection result, or formal decision. Use it to plan an internal review, field visit, inspection, hearing, or service appointment, then record the actual findings and outcome on the related operational record. In the Citizen Services Directorate scenario, the Service Manager schedules the field inspection for CSR-2026-00042. The event identifies the internal attendees, place, timezone, agenda, and next steps. The Field Inspector later records the actual visit on the Inspection record.

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Goal

Create and review events that help a team arrive prepared, understand the available scheduling controls, and avoid promising delivery or editing behavior that KayanOS does not provide on every device.

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Desktop and mobile behavior

Use a desktop-sized device for the full scheduler and event editor. The desktop experience supports the event workflow described below. On small screens, Calendar presents a chronological agenda-style view of events rather than the full desktop scheduler/editor. Plan creation and editing procedures accordingly; do not publish a mobile instruction that assumes the full desktop dialog is available.

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What an event can hold

Attendees are selected from organization members. Listing a member as an attendee does not, by itself, guarantee an external email invitation or external calendar synchronization. If an external communication is required, use the organization’s approved process and record the result where the service policy requires it.

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Schedule a field inspection

  1. On a desktop-sized device, open Calendar.
  2. Create a new event and write a specific title containing the service reference: Field inspection — CSR-2026-00042.
  3. Add the approved start/end time and timezone. Confirm the organization default timezone rather than assuming the browser device’s time is correct.
  4. Add internal attendees who need to participate or prepare. Do not add people merely for visibility when a notification or task is more appropriate.
  5. Select a meeting room/location when configured, or record the approved field location in the appropriate location field.
  6. Add the agenda, expected evidence, and next steps. Keep the event description short; the inspection record holds the durable findings.
  7. Run the attendee and location conflict checks. Resolve a real conflict before saving or record the approved exception according to local policy.
  8. Save the event and open the related request/task to make the relationship clear to staff.
  9. After the visit, update the inspection/request record with findings and evidence. Add minutes or follow-up only when the event is the correct place for those notes.
Expected result: the relevant internal team sees a time-bound work item with enough context to prepare, while the service record still holds the status, evidence, and decision.

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Recurring events

Use recurrence for a repeated internal activity with a stable purpose, such as a weekly service-queue review. Test one recurrence before relying on it in a broad operational schedule. The client expands recurrent events over a bounded upcoming display horizon rather than promising an unlimited list of future instances. Do not document individual-occurrence editing, indefinite future generation, or external invitation behavior unless your organization has tested that exact released behavior. For a recurring review, record the actual decisions on the relevant tasks and records rather than relying on the repeated event alone.

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Availability and permissions

Event data is subject to the same resource/verb/scope model as other operational records. The Calendar may show an event that a member can open, while delete availability is calculated from the member’s events delete permission and the event’s scopes. Creation and updates are also controlled entity operations; visible time slots are not an unrestricted grant to edit any event. Before asking for more access, verify:
  1. the member is in the correct organization;
  2. the event is in a scope the member can open;
  3. the relevant create, update, or delete action is assigned for that scope;
  4. the member/room selector has the records needed for the event; and
  5. the task or request owner agrees that the member should schedule this activity.

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Safe testing

Create a controlled event for CSR-2026-00042 with two internal test members and a configured room/location if available. Test a deliberate overlap for an attendee or room and record the conflict result. Then test a member who can open the event but should not delete it. Review the same event on a small-screen device so staff know the agenda-only behavior.

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Troubleshooting

KayanOS monthly calendar showing the representative weekly service-queue review.