You can set up a new event in DutySheet from the Supervisors section by selecting the locations and officers, and filling out the details for the event.
⚠️ Important: Only supervisors can set up events in DutySheet.
Select locations
Click Supervisors and then click Setup New Event.
Select the relevant locations. Use the filters to narrow your search to the needed locations.
Use the Check all and Uncheck all buttons to add all the available locations to the event.
Click Select [Locations] after you've selected the relevant locations and applied any needed filters.
The words on the Select [Locations] button may differ from force to force.
Select officers
In this step a list of officers from the locations you selected in the first step appears, if they fit the filters you applied.
Select the checkboxes next to the relevant officer names, or click Check All to select all the officers who appear. Click Uncheck All to deselect all officers.
Enter event details
Enter the details needed for your event:
Detail name | Description |
Event Title | Set a name for the event to be shown to officers. |
Event Description | Add a description. |
Event/Briefing Location | Add a location. |
Event Duty Description | Add a duty description of the event that will be shown on the duties of those officers who attend. |
Event Duty Type | Set the duty type that's assigned to the duties of those who attend the event. |
Event Date | Use the built-in calendar to select the date of the event. |
Event Start Time | The start time of the event. |
Event End Time | The end time of the event. |
Sign Up Deadline | Select the deadline for officers to sign up. This deadline is midnight of the date selected. Officers won't be able to accept or reject event invitations after this deadline. |
Event Notification | Select Email or SMS notifications, or both. See the Event Notifications section below for more details. |
Amount of Officers Invited | This number is how many officers you've invited. |
Maximum Amount of Officers | Set a limit on how many officers can attend an event. If you've invited more than you've allowed, it will be on a first-come, first-served basis. Set this to zero if you don't want a limit. |
Minimum Amount of IP Officers | Set a minimum amount of IP officers.
Setting a filter won't affect the number of non-IP officers attending the event. This is for informational purposes only. |
Event Organiser Notes | These notes are only available to supervisors and administrators and won't show on the users' event details screen. Use this field for details such as the requesting officer. |
Minimum Skills | Set the minimum number of skills users need to attend the event.
Setting this filter won't affect the attendance of officers without these skills. It's for information purposes only. |
Once you've filled in the above details, click Create Event and the officers will be invited to the event.
When the officers next log in to DutySheet, they'll be informed of the event, even if you haven't selected any event notification options. For more details about event notifications, please see the Users Manual for Special Constables.
🤓 Tip: Don't forget to invite yourself to the event if you're planning on attending, as the event organiser isn't automatically invited.
Event notifications: SMS
If your organisation has it enabled, and your permissions allow, you can select SMS to send out event notifications.
This sends out an SMS notification to invited officers who have at least one mobile number on their file.
The message received is similar to this:
You have been invited to EVENT TITLE by FIN LASTNAME on DATE OF EVENT. Reply to this text with Y or N or visit DutySheet.
📌 Note: Replies to event notifications won't come to your mobile phone, as we need to process them through DutySheet.
Event Notifications: Email
Select email notifications to send an email to all invited officers, informing them they have been invited.
The email asks them to log in to DutySheet, where all events they've been invited to displays, and they can accept or reject an event.
Once an officer accepts an event invitation, or the sign up deadline expires, they won't be able to change their decision or accept the event. They need to contact the event organiser, who can change attendance.