Learn step-by-step how to create one-time or recurring events in Sospes
How to Navigate to the Events Page
*Please note: Before beginning, a user must have the Event Creator role before they can create events in Sospes.
Follow these steps to create an event from the Calendar page in Sospes:
- Log into your Sospes account, and click on the Calendar tab on your my safety homepage.
- Click the ADD NEW EVENT button in the upper-right hand corner of the calendar.
How to Create a New Event (assigned to users or user groups)
- Give your event a title and description. These fields are required and will show up on any assigned user(s) calendar that you share the event with.
- Choose the recurrence of the event: one-time event (does not repeat), weekly, monthly, or yearly.
- Choose the date you want the event to start on and the date you would like the event to end on. (For example: For a monthly site safety walk you need completed every month for the rest of 2025, choose May 1st, 2025 for the start date and December 31st, 2025 for the end date.)
- Select the form you would like attached to the event. A form will need to be selected to track progress as users complete forms related to the event. To assign the event to user(s) or user group(s), you will need to choose a standard, non-asset related form.
- Assign the event to either user(s): individual users responsible for completing the form or user group(s). If assigning the form to either users or user groups, Sospes will create recurring tasks for the assigned users. If facilities is chosen, the system will not create tasks for any specific users and will track progress if anyone from the assigned facility completes the form.
- If you would like to make the event visible on other users calendars, select make event visible to others. These users will not be able to make edits to the event, unless they have the Event Creator role, but the event and event progress will appear on their calendar.
How to Create a New Event (assigned to assets or an asset category)
- Give your event a title and description. These fields are required and will show up on any assigned user(s) calendar that you share the event with.
- Choose the recurrence of the event: one-time event (does not repeat), weekly, monthly, or yearly.
- Choose the date you want the event to start on and the date you would like the event to end on. (For example: For a weekly crane inspection you need completed every week for the rest of 2025, choose May 1st, 2025 for the start date and December 31st, 2025 for the end date.)
- Select the form you would like attached to the event. A form will need to be selected to track inspection progress as forms are completed on certain assets.
- Assign the event to either a select group of asset(s) or asset category. For example, if asset category is selected for a weekly crane inspection form, every crane in the Cranes asset category will be listed on the event. If you only want to track specific cranes, select asset and choose the specific assets you would like to track form completion on.
- If you would like to make the event visible on other users calendars, select make event visible to others. These users will not be able to make edits to the event, unless they have the Event Creator role, but the event and event progress will appear on their calendar.
How to View Event Statuses and Edit an Event
- To view the status or edit an event in Sospes, go to your safety home page and click on the Calendar Tab.
- Find the event on your calendar you would like to view/edit and click that event.
- Here you can view the status of the event. If it is an asset related event, you will see all assets attached to that event and their current status (completed/incomplete). If the event was assigned to users, you will see each user listed and their status (completed/incomplete).
- If you would like to edit the event, click the edit button at the bottom of the event window.
- Once you are done editing the event, click submit. **Please note, if any users or user groups are attached to the event, any changes made to the event will reflect on their calendar and any previous tasks assigned to them.
*Please note: If an event is edited, any changes will be visible on any assigned user(s) calendar. If an event is deleted, any tasks assigned to any user(s) will also be deleted.
How Notifications and Tasks are Assigned in Events
- When an event is created, any user the event is shared with or assigned to will receive notification when:
- The event is created and assigned.
- The first day of the event begins.
- The mid-way point of the event.
- The last day of the event.
- A summary will be sent out containing event progress the day after the event has ended.
- When an event is created, any user assigned to the event will be assigned a task on the last day of the event (when the event is due). If it is a recurring event, for example a weekly event, a task will be created for any assigned users on the last day of the event, and when that task due date passes, a new task will be assigned to that user on the due date of the next event recurrence.
- Any user assigned to an event can access any related forms directly from the tasks page and any task notification emails.