> ## Documentation Index
> Fetch the complete documentation index at: https://docs.kayanos.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Calendar

> Schedule internal service work with accountable event details, conflict checks, scope-aware actions, and clear desktop/mobile expectations.

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.

## 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.

## 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 Plan creation and editing procedures accordingly; do not publish a mobile instruction that assumes the full desktop dialog is available.

## What an event can hold

| Event detail             | Why it matters                                                            | Example for `CSR-2026-00042`                                       |
| ------------------------ | ------------------------------------------------------------------------- | ------------------------------------------------------------------ |
| Title and description    | Makes the purpose understandable in the schedule                          | “Field inspection — CSR-2026-00042” with a concise objective       |
| Start and end            | Defines the working window                                                | 10:00–11:30 on the approved local service day                      |
| Timezone                 | Keeps staff aligned across locations or remote teams                      | Organization-approved service timezone                             |
| Internal attendees       | Identifies the KayanOS members expected to participate                    | Field Inspector and Service Manager                                |
| Meeting location or room | Supports place planning and conflict checking                             | North Service Center inspection room or a documented site location |
| Agenda                   | States what must be reviewed or observed                                  | Verify location evidence and inspect the service site              |
| Next steps and minutes   | Preserves planned follow-up or meeting notes where your process uses them | Inspector uploads report; manager reviews within one business day  |
| Recurrence rule          | Represents a repeating review or service window                           | Weekly service-queue review                                        |
| Visual variant/category  | Helps teams distinguish event types visually                              | Inspection versus internal review                                  |

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.

## 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.

## 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.

## 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.

## 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.

## Troubleshooting

| Symptom                                            | What to check                                                            | Safe response                                                                          |
| -------------------------------------------------- | ------------------------------------------------------------------------ | -------------------------------------------------------------------------------------- |
| Event editor is not available on a phone           | Responsive Calendar behavior                                             | Use the approved desktop workflow rather than claiming the event was created on mobile |
| A room or attendee conflict appears                | Start/end, timezone, selected attendees, and configured location         | Adjust the schedule or document an approved exception before saving                    |
| A member can view but cannot delete                | `events` delete verb and the event’s scopes                              | Request only the required scoped permission; do not grant broad administration         |
| Future recurring event is not visible as expected  | Recurrence rule and the client’s upcoming display horizon                | Test the current published behavior before relying on a distant occurrence             |
| Event exists but the request status did not change | Calendar coordination is separate from service lifecycle                 | Update the related inspection/request/task through its approved workflow               |
| An attendee did not receive external mail          | Calendar attendee selection is not proof of external invitation delivery | Use the approved communication channel and record the outcome if required              |

## Related guides

* Manage the inspection’s accountable work in [Tasks and approvals](/work/tasks-and-approvals).
* Record the visit outcome in [Explore an example workspace](/start/example-workspace).
* See scheduled work on [Home and notifications](/work/home-and-notifications).
* Review event access through [Roles and access](/start/roles-and-access) and [Permissions and availability](/reference/permissions-and-availability).

![KayanOS monthly calendar showing the representative weekly service-queue review.](https://kayanos.app/docs-images/en/work/calendar.png)