Veracross Calendar SOP
When creating an event in the Veracross Calendar, it is important to select the appropriate settings so the event appears on the correct calendars and is visible to the intended audience. Event Type, Visibility, and Classification each play an important role in determining how an event is organized, displayed, and accessed.
Use this guide when creating or editing calendar events to ensure each event is set up consistently and accurately. Before publishing an event, take a moment to review these settings and confirm that they reflect what the event is, who should see it, and where it should appear.
When a group event is entered, a combination of classification and visibility settings determine which calendar(s) the event should be displayed on.
Visibility determines which type of calendars (Public, Parents, etc.) the event will be displayed on.
Classification specifies who is included in the event. This is especially important for properly setting grade and campus for events that need to be seen on the household calendar.
Website Calendar
This is the public calendar that is displayed/used on the CHCA website. The Veracross calendar is synchronized daily to display events that may be of interest to prospective families or the general public.
Filters
Event type:
- Admissions Event
- Fine Arts Event – Public
- Program Event – Public
- Athletics – Public
- Appeal – Public
Visibility: Public = Yes
All School Calendar
The following is an overview of what is displayed on the school calendar:
Academic Dates:
- Grading Period Start Dates for all school levels
- Grading Period End Dates for all school levels
- School closure dates for the whole year
School Events
Excludes games or practices
Filters
Both of the following must be true in order for a group event to be displayed on the all school calendar:
- Public visibility = Yes
- Group Event type: do NOT set Public Visibililty to “Yes” if the event type is Rental, Athletic Event, Game, Game Multi-Opponent, Scrimmage or Practice. (to view these, go to the Athletic Calendar)
Note: For events that are recurring, there must be an end time specified to prevent the event from showing as a multiple-day event.
Public Events may also be displayed on Household calendars by setting Parent visibility to “Yes”
Campus Calendar
The Campus Calendar is what is displayed in the “Upcoming Events” section in the Parent Portal “Hub” pages.
Filters
Selection of events for this calendar is strictly based on specification of “Campus” in the classification for the event. Available options are:
- Early Learning Program @ EBL
- Lower School @ EBL
- Lower School @ Founders’
- Upper School @ Founders’
- Upper School @ MSL
- Early Learning Program @ Armleder
- Lower School @ Armleder
If the event should be shown on multiple campus’ portal pages, use the classification tab on the left and select the applicable campuses.
Household Calendar
The household calendar is meant to bring together events for all members of a given household. The following is an overview of what is displayed on this calendar:
System Dates
- Grading Period Start and End Dates for the school level(s) of their students
- Rotation Days (non M-F) for the school level(s) of their students (rotation must be initialized)
Group Events
If a group event is for specific grades or campus, please use the Classification tab on the left of the event page to specify the exact applicable grades for the event.
Filters
Parents visibility must be set to “Yes”
For group events with groups selected, visibility must be set Group Members = Yes and one of the following must be true:
- The parent is a member of a group selected
- One of the students is a member of a group selected
Additional group events will display when visibility is set to Parents = Yes, and one of the following must be true:
- School level(s) (or grade level) specified for the event match the school level(s) of one of the students in the household.
- Campus specified matches the campus of their students (only applicable to schools with multiple campuses).
Group events with an event type of either “Game” or “Practice” are excluded from showing on the household calendar. These event types should NOT have Parent visibility = “Yes”.
Athletic Calendars
Currently, athletic events (games, scrimmages, etc.) are arranged in separate calendars by sport. Each of these calendars are able to be subscribed to by accessing the “Subscribe to Household Calendar” link on the Parent portal hub.
Once on the Calendar Subscriptions page, select the “School Calendars” tab at the top of the page. Then, navigate to the desired sport’s calendar.
Filters
Both of the following must be true in order for a group event to be displayed on the athletic calendar:
- Public visibility = Yes
- Group Event type is Athletics: Other, Game, Game Multi-Opponent, Practice, Scrimmage and Tournament.
Visibility Explained
- Public Calendar: Determines whether this event will be displayed on the “All School Calendar”. This should be set to “Yes” for events that involve the entire school or span multiple grade levels.
- Parent Calendar: Determines whether this event will be displayed on the Parent (aka Household) calendar in the parent portal. It should be set to “Yes” for events that involve parents or students or events that parents need to know about.
- Student Calendar: Determines whether this event will be displayed on the Student calendar on a student portal page. It should be set to “Yes” for events that involve students or events that students need to know about.
- Staff/Faculty Calendar: Determines whether this event will be displayed on the Faculty calendar on a faculty portal page. This should be set to “Yes” for events that involve staff/faculty or events that staff/faculty need to know about.
- Alumni Calendar: not used at this time
- Group Members Calendar: Determines whether this event will be displayed on the household calendars for group members associated with an event.
Event Visibility
Classification Explained
- School Level: Determines what school level is involved and can see this event. Set to “All School” for events that involve the whole school or events that everyone needs to know about.
*Note: Grades 7-8 should be using the “Middle School” level starting the 2026-2027 school year. - Grade Level: If the event only involves ONE grade level, set that grade level, otherwise leave as none. If the event involves multiple grade levels, then go to the classification tab on the left and select as many grade levels as needed.
- Campus: Determines whether this event will be displayed a campus level portal page in “Upcoming Events”. If the event should be shown on multiple campus’ portal pages, use the classification tab on the left and select the applicable campuses.
- Primary Group (Groups): This only needs to be set if the event involves specific people. If the event involves multiple groups, then go to the groups tab and select as many groups as needed. Student goups will automatically include students, parents and teachers.
Event Details Classification
Event Classification Tab
Event Group Tab
