💡 Introduction
Not all activities in XO Scheduler are planned automatically.
Some events — like simulator maintenance, vacations, or office work — need to be entered manually so the system can respect them when scheduling.
To make this process faster and more consistent, XO Scheduler uses Presets, which act as templates with predefined values such as color, name, or workload settings.
This tutorial shows you how to:
Create manual events directly in the Gantt view
Use existing presets for quick setup
Create your own new presets for future use
📸 Disclaimer: Screenshots or video examples may look slightly different from your version of XO Scheduler, depending on your organization’s configuration.
🎥 Watch the video:
Below you’ll find a quick video walkthrough showing exactly how to create and manage events and presets in XO Scheduler.
🧭 Step-by-Step Guide
We’ll go through three practical examples:
Simulator maintenance, Instructor office work, and Sick leave.
1. Create a Maintenance Event for a Simulator
In the main Gantt view, locate the simulator you want to block.
Right-click on the desired date → select Create Event.
In the event window, select the preset Sim Maintenance (if available).
This automatically fills in the name, color, and location.
⚠️ Note: If the preset doesn’t already exist, you’ll need to create it first -> go to Number 3 of this tutorial.
4. Define the end date (e.g., 10th March).
5. Click Save.
The maintenance event now appears in the Gantt chart.
When you next run the optimizer, XO Scheduler will treat this time as unavailable for that simulator.
2. Create an Office Work Event for an Instructor
Find the instructor in the Gantt view.
Right-click → Create Event.
Choose the preset Office Work.
⚠️ Note: If the preset doesn’t already exist, you’ll need to create it first -> go to Number 3 of this tutorial.
4. Set the date and time, for example:
Start: 4th March, 08:00
End: 4th March, 18:00
5. Enable Counts for Workload = Yes (if office work should count toward working hours).
6. To make it repeat daily, activate Repeat → Daily until 11th March.
7. Click Save.
This event will be visible in the Gantt chart, and the scheduler will include it in workload balancing.
3. Create a Sick Leave Preset and Event
If the preset doesn’t already exist, you’ll need to create it first.
Step 3.1: Create the Preset
Go to Setup → Properties.
Go to "Manage Properties for: Events" and click Manage Properties
Under Manage Presets, right-click → Create Custom Preset.
Name it Sick Leave.
Set:
Color (for easy visibility on the Gantt)
Counts for Workload = No
Location = empty, so it inherits the resource’s location
6. Click Save.
Step 3.2: Create a Sick Leave for an Instructor
Go to the Gantt view.
Select the instructor → Right-click → Create Event.
Choose your new Sick Leave preset.
Define the start and end dates (e.g., 4th–6th March).
Click Save.
The instructor’s schedule now correctly reflects the absence, and the optimizer will not assign any sessions during this period.
💡 Pro Tip
Use presets to ensure consistency in naming, color coding, and workload rules.
They’re especially helpful when your organization has many recurring event types — like vacation, training leave, or technical downtime.
If your company setup differs, you might see additional optional fields. Just fill out what’s relevant to you.
🔗 Related Tutorials
📘 Wrapping Up
Using Events and Presets keeps your schedule clean and organized — and ensures the optimizer respects real-world constraints like absences or maintenance.
This small effort in setup saves major headaches later — helping your scheduling stay accurate and realistic day by day.