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Using the Regional Calendar

View and manage all regional activities, events, and important dates in one centralised calendar view.

Hayden Zammit Meaney avatar
Written by Hayden Zammit Meaney
Updated today

Using the Regional Calendar

Your regional calendar brings together events, campaigns, operator activities, and important dates into one comprehensive view. It's an essential tool for planning, coordination, and ensuring nothing falls through the cracks. Here's how to make the most of it.

Accessing the Regional Calendar

  • Navigate to your regional dashboard at /regional

  • Click Calendar in the left sidebar

  • Your regional calendar will display with all scheduled items

Calendar Views

Switch between views to suit your needs:

Month View

Best for overview planning:
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  • See the full month at a glance

  • Identify busy periods and gaps

  • Click any day to see details


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Week View

Ideal for detailed planning:
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  • Hour-by-hour breakdown

  • Better visibility of event times

  • Easier to spot scheduling conflicts


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List View

Perfect for action planning:
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  • Chronological list of upcoming items

  • Easy to scan and review

  • Quick access to item details


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Year View

Strategic planning view:
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  • Full year overview

  • Identify seasonal patterns

  • Plan major initiatives


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Calendar Item Types

Your calendar displays different types of items, each colour-coded:

Events (Blue)

  • Public events in your region

  • Festivals, markets, exhibitions

  • Links to event management

Campaigns (Green)

  • Marketing campaign periods

  • Promotional activities

  • Campaign milestones

Training (Orange)

  • Operator training sessions

  • Webinars and workshops

  • Industry development activities

Deadlines (Red)

  • Grant submissions

  • Report due dates

  • Compliance deadlines

Meetings (Purple)

  • Stakeholder meetings

  • Industry events

  • Trade activities

School Holidays (Yellow)

  • State school holiday periods

  • Public holidays

  • Key travel periods

Adding Items to the Calendar

Quick Add

  • Click on the desired date in the calendar

  • Enter the item details:

- Title - Type (select from dropdown) - Time (if applicable) - Brief description

  • Click Save

Detailed Add

For items requiring more information:

  • Click Add Item button

  • Complete all fields:

- Title and description - Item type - Date and time - Duration - Location (if applicable) - Associated operators or campaigns - Reminder settings - Recurrence (for repeating items)

  • Click Create

Managing Calendar Items

Editing Items

  • Click on the calendar item

  • Select Edit from the popup

  • Make your changes

  • Click Save

Moving Items

  • Click and drag the item to a new date

  • Confirm the change when prompted

  • Notifications will be sent if relevant

Deleting Items

  • Click on the calendar item

  • Select Delete

  • Confirm the deletion

  • Note: Some items (like events) may need to be deleted from their source

Calendar Filters

Focus on specific item types:

  • Click the Filter button

  • Toggle visibility of different item types

  • Select specific categories or tags

  • Apply date range filters

  • Your view updates immediately

Save filter presets:

  • Configure your preferred filters

  • Click Save Filter

  • Name your preset

  • Access quickly from the filter dropdown

Sharing and Collaboration

Sharing Your Calendar

Export for stakeholders:

  • Click Share in the calendar toolbar

  • Choose sharing options:

- Public link: Anyone with link can view - Embed code: Add to websites - iCal feed: Subscribe from other calendars

  • Set what's visible in shared view

  • Copy and distribute

Calendar Subscriptions

Import external calendars:

  • Go to Calendar > Subscriptions

  • Click Add Subscription

  • Enter the iCal URL

  • Name the subscription

  • Choose colour coding

  • Events appear automatically

Useful subscriptions:

  • State tourism event calendars

  • School holiday calendars

  • Public holiday calendars

  • Industry event calendars

Planning with the Calendar

Seasonal Planning

Use the calendar for strategic planning:

  • Switch to Year View

  • Identify key periods:

- Peak seasons - Major events - School holidays - Quiet periods

  • Plan campaigns and activities accordingly

  • Ensure even coverage throughout the year

Avoiding Conflicts

Before scheduling:

  • Check for existing items on proposed dates

  • Consider operator capacity during busy periods

  • Coordinate with neighbouring regions

  • Leave buffer time between major activities

Resource Planning

Plan your workload:

  • View your calendar weekly

  • Identify preparation time needed

  • Block out time for major tasks

  • Ensure adequate lead time for campaigns

Calendar Notifications

Stay on top of your schedule:

Setting Reminders

  • Click on a calendar item

  • Select Add Reminder

  • Choose when to be reminded:

- 1 day before - 1 week before - Custom timing

  • Select notification method (email, in-app)

Daily/Weekly Digests

  • Go to Calendar > Settings

  • Enable digest notifications

  • Choose frequency (daily or weekly)

  • Set delivery time

  • Receive summaries of upcoming items

Calendar Best Practices

  • Keep it current: Update items promptly when things change

  • Use colours consistently: Make item types easy to identify

  • Plan ahead: Add items as soon as they're confirmed

  • Review regularly: Check your calendar daily and plan weekly

  • Share thoughtfully: Keep stakeholders informed without overwhelming them

Your regional calendar is the heartbeat of your planning. When well-maintained, it helps you stay organised, avoid conflicts, and ensure your region's tourism activities run smoothly throughout the year.

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