# Schedule events and birthdays

Mark catering orders, inspections and other one-off days on the schedule, with a morning reminder for that day's staff. Birthdays show on the schedule too.

For: Admins, Managers, Employees · On: Web, iOS, Android · [Help Center](https://www.mays.app/help) › [Scheduling](https://www.mays.app/help/scheduling) · Last updated October 8, 2026 · Mays Team

Mark catering orders, inspections and other one-off days on the schedule, and that day's staff get a reminder in the morning. Birthdays show on the schedule too.

**Where:** the **Events** row at the top of **Scheduling → Schedule** on the web, in **Week** view. Admins, and managers at their own locations, add events; staff get the reminders in the Mays app.

## Add an event

1. Open the week, with the right location picked in the sidebar.
2. In the **Events** row, click **+** under the day.
3. Type **What is happening?**, such as *Catering — Chamber lunch*.
4. Add a **Note (optional)**. It's what the morning reminder says.
5. Click **Add Event**.

![The Add event · Friday, Sep 25 window: What is happening? Catering — Chamber lunch, the note Two 40-person boxed lunches, pickup 11:30. Extra hands on the line from 9., and the Cancel and Add Event buttons](https://mays-uploads.s3.us-east-2.amazonaws.com/site/help__schedule-events-and-birthdays__02-add-event.258b5b33bd.png)

The event shows in the **Events** row on that day. Hover over it to read the note. To remove it, hover, click **×** and confirm with **OK**. To change an event, remove it and add it again.

![The Events row for Sep 21 – Sep 27: the event Catering — Chamber lunch on Friday the 25th and a pink birthday chip for Olivia South on Saturday the 26th, with a + on every day, above the Open shifts row](https://mays-uploads.s3.us-east-2.amazonaws.com/site/help__schedule-events-and-birthdays__01-events-row.f545a17405.png)

## The morning reminder

Every morning at about 8 a.m. Eastern (5 a.m. Pacific, an hour earlier in winter), everyone with a published shift at that location that day gets a push: **Today: Catering — Chamber lunch 📅**, with your note, or *Heads up — it's happening today at South.* if there isn't one. Tapping it opens the **Schedule** tab. People who aren't working that day aren't told.

**To turn the reminders off** for a location and keep events as markers for managers only:

1. Go to **Locations & Users → Locations** and open the location.
2. Open the **Scheduling** tab.
3. Under **Event reminders**, untick **Notify that day's scheduled staff**. It's on by default.

![The Event reminders card: When on, everyone SCHEDULED on an event day (catering, inspection…) gets a reminder push that morning. Turn off to keep schedule events as manager-only markers. The Notify that day's scheduled staff box is ticked](https://mays-uploads.s3.us-east-2.amazonaws.com/site/help__schedule-events-and-birthdays__03-event-reminders.3e12a13846.png)

## Birthdays

- **On the schedule:** the **Date of birth** on the **Employment** tab of someone's page (see [Add and invite team members](https://www.mays.app/help/team-roles/add-team-members)) shows in the **Events** row as a pink chip with 🎂 and their name, on that date each year. Only active people at the location are shown. You can't remove the chip; it goes if you clear their birthday.
- **On the day,** at about 8 a.m. Eastern, they get **Happy birthday, (first name)! 🎂** — *Everyone at Mays wishes you a wonderful day.*
- **Their managers and admins** at each of their locations get **It's (name)'s birthday today 🎂** — *Wish them a happy birthday when you see them.*

A February 29 birthday is celebrated on February 28 in other years.

## Good to know

- **The apps don't show events or birthdays** on their schedule screens; staff and managers get the pushes. To see events in your own calendar, subscribe to the **Events** feed. See [Calendar sync](https://www.mays.app/help/scheduling/calendar-sync).
- **Birthday and event pushes can't be turned off** in the app's notification settings. See [Push notifications](https://www.mays.app/help/mobile-apps/push-notifications).
- **Birthday greetings go out to everyone with a date of birth on their page,** whether or not you use Mays scheduling. To stop them for someone, clear their birthday.
- **Events belong to one location.** For something at two stores, add it at each.

## Related articles

- Scheduling: [Building the weekly schedule](https://www.mays.app/help/scheduling/build-the-schedule) — Build a location's week on the web — add, move, copy and edit shifts, add open shifts, and keep an eye on time off, availability and labor cost while you work.
- Scheduling: [Scheduling settings](https://www.mays.app/help/scheduling/scheduling-settings) — The organization-wide scheduling settings admins control — the schedule week, overtime, pay periods, approvals and time off — and where each location's own settings live.
- Team & roles: [Add and invite team members](https://www.mays.app/help/team-roles/add-team-members) — Add people on the web or from the app. Employees get a text with a link to the app; managers and admins get an email to set a password. Plus resending invites and checking delivery.
- Mobile apps: [Notifications](https://www.mays.app/help/mobile-apps/push-notifications) — Mays notifies you in the app about shifts, tasks, approvals and chat. See them all under the bell, choose which ones reach your phone, and fix notifications that don't arrive.
- Scheduling: [Calendar sync — see your Mays schedule in your own calendar](https://www.mays.app/help/scheduling/calendar-sync) — Subscribe to your shifts, the full schedule or events from Apple Calendar, Google Calendar or Outlook — and what to do when they don't refresh.
- Scheduling: [Your schedule in the app](https://www.mays.app/help/scheduling/my-schedule-on-mobile) — The Schedule tab in the Mays app shows your upcoming shifts, lets you confirm them, and opens open shifts, shift offers, time off, availability, your hours and the team schedule.

## Still need help?

Send us a support request and a real person on the Mays team will get back to you.

[Contact support](https://www.mays.app/contact?topic=support) · [Call +1 (561) 286-3939](tel:+15612863939)

Canonical: https://www.mays.app/help/scheduling/schedule-events-and-birthdays