1.5 The calendar and your tasks

What is on at the school, how to follow it in your own calendar application, and the tasks and workflow steps waiting on you.

Written forRegistrarFront officeTeacherHead of house or yearWellbeingCounsellorLearning supportChild safety officerCase managerDeputy case managerNursePrincipal and executiveBusiness managerIT

What the calendar and tasks are for

The calendar shows what is on, and tasks show what you have to do. The calendar stores nothing of its own: each entry is read from a record another part of Kestrel keeps, such as a lesson, a room booking or an excursion. Tasks are the things a workflow has asked of you, and the things a colleague has given you by hand.

The calendar

The "Calendar" area is under "More" on the band. Its "What is on" section lists four weeks at a time, grouped by day in the school's time zone, with entries that last all day first. A member of staff sees only the entries their role may see. A teacher sees their own lessons, while a coordinator sees the school's activities and excursions.

• Lessons, room bookings, activity events and excursions, the dates assessment tasks are due, and wellbeing case meetings, detention sittings and plan reviews you are asked to attend, each from the part of Kestrel that keeps them.
• Wellbeing entries are titled by the kind of event and name no student.
• If part of the calendar fails to load, the page says so and names the part, so you know some entries may be missing.

1. Open "Calendar" from "More".
2. Choose how to read it with the buttons labelled "Show the calendar as": "Agenda" lists each day, and "Month" draws a month grid.
3. Press "Earlier" or "Later" to move by a page of the agenda or a month. Press "Now" to come back to today.
4. In the month view, choose a day to read its entries under the grid. If a day is empty the page says "Nothing on this day."

• Calendar

  /app/calendar

  What is on at the school, as you may see it, with a panel for your own calendar feed. Any member of staff can open it.

Following the calendar in your own application

A feed lets the calendar application you already use show what Kestrel shows you. It is in the "Subscribe in your calendar" section at the foot of the calendar page.

1. Press "Start a feed".
2. Press "Copy" beside "Your feed's address", and paste it into your calendar application's subscribe option. On a device that supports it, press "Open in your calendar application" instead.
3. To stop a feed, press "Stop the feed". To replace it, press "Get a new address".

The page tells you when the feed was issued and when a calendar application last fetched it. Each time the feed is fetched, Kestrel checks your role again, so a role removed this morning empties the feed this morning.

Your tasks

"Tasks" lists what you have been asked to do, what you have asked others to do, and what you have finished. Choose the list with the links at the top of the page.

Each row shows the task, who it is with, the day it is due and its state: "Open", "Past its day", "Done" or "Cancelled". Press the task's title to open it. On a task you hold, press "Mark as done" to finish it.

1. Open "Tasks" and press the title of a task.
2. Read what it asks, and the note if there is one. "What happened" lists its history.
3. Under "What you can do", press "Mark as done", "Give to someone else" or "Cancel the task". A finished task offers "Reopen".
4. The page says "The task is updated." and the task moves to the right list.

A task a workflow raised has an "Open the workflow run" link to the form it belongs to.

Giving a colleague a task

1. Open "Tasks". At the foot of the page, find "Give somebody a task".
2. Type what needs doing into "What needs doing".
3. Choose a colleague in "Who is to do it". The list starts at "Choose a colleague".
4. Optionally set a "Due day" and a "Note".
5. Press "Give the task". The page says "The task is given to" and the colleague's name, and the task appears under "Given by me".

Workflow steps waiting on you

A workflow is a form's route through the school: a step for someone to approve, someone to do, and someone to be told. The "Waiting on you" tile on the home page lists the steps you owe, with how long each has been waiting or how far past due it is. Press a step to open the workflow run.

1. Open the step from the "Waiting on you" tile.
2. Read the form and its history. "Your step" at the foot offers the choices the step allows, such as "Approve", "Decline" and "Return".
3. Choose one. The page says "Step saved." and the new event appears in "What happened".

• A workflow step for a head of house or year Act on a step waiting on you

• 3.10 Forms and tasks

Journeys

• 2.8 An excursion
• 1.3 The console

Settings

The home page tiles "Waiting on you" and "Your tasks" can be switched off for the school on the "Home page" page of Settings. Workflows themselves are built and changed by administrators.

• 5.6 Forms and workflows

Training notes

Everyone needs this chapter. It takes about ten minutes. Ask each person to give a task to the person beside them, finish the one they receive, and start a calendar feed.