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The Calendar section of the Settings app is where you can manage open and closed hours for library service points.
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The Calendar section of Settings allows you to create a new calendar, edit existing calendars, duplicate existing calendars, and delete calendars. You can create a single calendar and assign it to multiple service points.
Permissions
To interact with Settings > Calendar, a user needs to be assigned at least one of the following permissions.
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Settings (Calendar): Can view existing calendars. This permission allows users to view, but not modify, service point calendars.
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Settings (Calendar): Can create and assign new calendars. This permission allows users to view calendars, create new calendars, and assign them to service points.
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Settings (Calendar): Can edit and reassign existing calendars. This permission allows users to view calendars, edit existing calendars, and change the service points those calendars are assigned to.
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Each setting within Circulation has its own permission associated with it. FOLIO community documentation for Settings in the Circulation app includes the permissions required to view and interact with that particular setting. You can assign permissions to users in the Users app.
Five College Calendars Settings
For service points that do not circulate hourly material, we maintain a single current calendar, only including exceptions at the discretion of the individual institution.
For service points that circulate hourly material, we maintain 8 current calendars, including exceptions (one for each season, for 2 years, with contiguous dates)
Fall (September 1-December 31)
Winter (January 1-January 31)
Spring (February 1-May 31)
Summer (June 1-August 31)
Self Check service points may be assigned the same calendar as the service point in which they are associated (for example, SC Self Check can be assigned all SC Neilson calendars and UM Self Check can be assigned all UM DuBois calendars).
After spring semester ends (mid-late May), each calendar admin staff person should do the following
Repurpose the academic year calendars that just passed, (for example, in May 2024, 2023-2024 Summer, Fall, Winter, Spring become 2025-2026 Summer, Fall, Winter, Spring). Reset Start/End dates to the above.
Update actual start and end dates for the coming academic year (for example, in May 2024, set start/end dates according to the academic calendar for 2024-2025 Summer, Fall, Winter, Spring). Make sure they are contiguous with no day gaps.
Add or update exceptions to coming academic year (for example, in May 2024, add or update exceptions for 2024-2025 Summer, Fall, Winter, Spring).
Settings > Calendar > All calendars
This area shows all calendars on your system, including those with end dates in the past, and what service points those calendars may be assigned to.
From here, a user with appropriate permissions can use the Actions menu to edit and/or duplicate an existing calendar, create a brand new calendar, or delete a calendar.
Settings > Calendar > Current calendar assignments
Use this option to see the calendars that are currently in effect for each service point in your FOLIO instance.
From here, you can click New to create a brand new calendar to assign to a service point.
Settings > Calendar > Monthly calendar view
Use this option to view a service point’s calendar for a particular month. Each day will show the service point’s open and closed hours. Schedule exceptions are emphasized with an exclamation mark.
View a calendar
To view a calendar, click on the calendar from All calendars or Current calendar assignments. The calendar will open in the fourth pane.
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Calendar information. This shows the calendar name, start date, and end date.
Service point assignments. This shows if the calendar is assigned to any service points.
Hours of operation. This shows a table with open times and close times by weekday. ** If a weekday closing time extends into the next day between 12 AM and 4 AM, the open and closing time will both show on the opening weekday. These times are denoted with a
*. ** If a library is open for 24 hours over multiple days, the opening and closing times on those days will have dashes.Exceptions — openings. If a library has exceptions that change a service point’s open hours, the exception name will be shown alongside all start and end times.
Exceptions — closures. If a library has exceptions that close a service point for one or more days, the exception name will be shown, along with the start and end dates.
**Record metadata
Create a new calendar
To create a new calendar:
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If you make a mistake with a calendar row, click the Trash can under Actions to remove it and add a new time slot. When you save your changes, FOLIO will sort the rows so that they display in a standard week order.
Add exceptions to a calendar
Libraries will often have standard hours that apply for a long period of time, such as an academic semester, but also want to be able to change their hours for specific dates like local holidays or exam periods. Exceptions provide a way to override a service point’s regular hours.
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If your exception has a status of Open, you can add additional date/time periods to the exception by clicking the + in the Actions column.
Example with Calendar Exceptions: Closing to celebrate the Chinese New Year.
Suppose a university library is open 9 AM to midnight seven days a week for the spring semester, but will be closed some days, and open for shorter hours other days, during the Chinese New Year holiday, from Saturday January 21 2023 to Sunday January 29 2023.
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Once this calendar is created, it could then be reused in future years by duplicating the calendar and changing the dates, rather than creating the schedule again from scratch.
Duplicate an existing calendar
Instead of creating a service point calendar from scratch, you may want to duplicate an existing calendar and modify it instead.
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This will open a copy of that calendar for you to edit and then save. Note that you can save two calendars with the same name, but it is recommended that you use different names to reduce errors.
Edit an existing calendar
To edit an existing calendar:
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Make changes as desired, and then click Save and close to save your changes.
Delete a single calendar
Users with appropriate permissions can delete FOLIO calendars.
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In All calendars, click the calendar you wish to delete.
Click Actions > Delete.
In the confirmation box, click Delete to confirm you wish to delete the calendar.
Purge old calendars
Over time, institutions may end up with a large number of historical calendars, and want to remove them to improve usability and performance. This can be done through the Purge old calendars function.
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