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Calendar Event Search

Josh
  • Updated

Calendar Event searches find contacts who are registered for upcoming appointments on a calendar, or who were registered in the past. Note that this only tracks who registered for an event, not who attended. For attendance, use the calendar checklist item completion status.

💡Quick Answers

  • Where do I start one? Search & Reports. Set the criteria type to Calendar Event, pick a specific calendar, choose 'is scheduled' or 'is not scheduled', then pick a date or range.
  • What date options are available? Specific date, week ranges (Monday through Sunday), and other relative ranges from the dropdown.
  • What if a parent booked the same appointment twice? Both slots show under the date column in the search results. Manage duplicate bookings from the student's checklist on their contact record.
  • How do I pull in appointment details as columns? Change/Display Columns > Grouping > Calendar > pick the calendar > select the fields you want (Appointment Contact Fields, Internal Note, Schedule fields, calendar date, etc.).
  • What's the difference between Internal Note and Appointment Contact Fields? Internal Note is admin-only (parents never see it); Appointment Contact Fields cover form, public calendar link, and checklist registration data.

In this article

How to Create a Calendar Registration Search

To get started, click on the Search & Reports tab at the top of your Finalsite Enrollment site.

To search by a calendar event, you will set the following criteria:

  • Search criteria type: "Calendar Event".
  • Select a specific calendar from the list.
  • Select "is scheduled" or "is not scheduled".
  • Select the desired date or range to search from the list of options provided.

GIF of searching for a calendar event

Please note: "Week" date options are defined as Monday through Sunday.

Duplicate Appointment Bookings

If a parent has signed up for an appointment more than once, you will see both appointment slots listed in the event search under the date column. You can manage duplicate bookings from the student's checklist in their contact record. 

Example duplicate appointment in search

Appointment & Schedule Fields

After you've set your calendar search criteria, you may want to display appointment details and/or schedule information. Here's how to pull in additional information that was collected as part of the event sign up.

  1. Select Change/Display Columns in the upper right of your search results.
  2. Open the Calendar option under the Grouping section.
  3. Select a calendar. 

This populates fields with information related to that specific calendar. Select your desired fields and click apply to pull them into a search.

Read below the example to learn about what kind of information each of the fields you see will pull in.

GIf of pulling in fields related to a calendar to a search

  • Appointment Contact Fields: These are used for all event registrations through forms, public calendar links, and checklist item registration.
  • Internal Note: This field only displays to Admins when booking a contact for an event through the Admin side of the checklist. Parents will not see any content entered in this field.
  • Schedule Appointment Text: This is an optional field that's available for each schedule so that you can set customized text or messaging for each schedule. It's also available as a merge field that can be added to your event emails.
  • Schedule Name: This field displays the name of the schedule.
  • Schedule Video Conferencing Link: This is an optional field that's available for each schedule so that you can set a custom video conferencing link for each schedule. It's also available as a merge field that can be added to your event emails.
  • {{calendar_name}} Date: This field displays the appointment day, month and date, and start/end time.

Want to learn more about User Schedules? Read our article on Creating & Using User Schedules.

Example Search Scenarios

1. Find Applicants who have a parent interview scheduled this week.

With this search, you could then add columns for Parent 1 name and phone number to create a directory or contact list.

2. Find all current Inquiries that have a Tour Date scheduled next week.

With this search, you could then prepare name tags in bulk (using the 'Generate Labels' option in the Communicate menu) and any other materials needed for the tour.

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