This is an early preview (beta). Event colours are set from the beta Facility Calendar. The colours you save are shown on both the beta and the classic calendar.
Summary
You can choose the colour of events on the timeline, so your team can scan a busy day by activity type at a glance.
✅ Set a colour for each activity category, from 20 presets or a colour of your own.
✅ Override individual activity templates where one activity needs to stand out.
✅ Everyone at your organisation sees the same colours, on both the beta and classic calendars.
Before you start
| Prerequisite | Details |
|---|---|
| ✅ The beta calendar | Colours are configured on the beta Facility Calendar. If you cannot see it, contact your Client Success Manager. |
| ✅ Permission | Your role needs Edit timeline event colours. Without it the colour controls are hidden, though you still see the colours your colleagues have saved. |
| ✅ Activities V2 | Colours are set against Activities V2 categories and templates. |
How a colour is decided
Flow works down this order and uses the first colour it finds:
- The colour set on the activity's template.
- The colour set on the activity's category.
- The system default for that activity.
So a template colour always wins over the category colour.
Setting a colour for a category
- Open the Facility Calendar and switch to the beta.
- Select Configure event colours.
- Expand the category you want to change.
- Choose one of the 20 presets against Category default, or select the custom swatch and enter a six digit colour value such as #2F6F4E.
- Select Save colours. You will see Event colours saved and the timeline updates.
Save colours stays greyed out until you actually change something.
Setting a colour for one activity template
Use this when a single activity should stand out from the rest of its category.
- In Configure event colours, expand the category.
- Select Show templates. Templates load 50 at a time; select Load more for the rest.
- Set a colour on the template you want.
- Select Save colours.
You can change colours on more than one page of templates before saving; they are all saved together.
Setting a colour from an activity on the timeline
- Select an event on the beta timeline to open the activity panel.
- Select the colour action in the panel header.
- Choose whether the colour applies to the template or the whole category.
- Pick a colour and save.
Where an activity has no template, such as an ad-hoc session, the colour applies to the category and you are not asked to choose.
Going back to the default
- Select Reset to default against a category and its events return to the system default colour.
- Select Reset to default against a template and it goes back to inheriting its category colour.
Remember to select Save colours afterwards.
Keeping event titles readable
Flow chooses dark or white text for the event title depending on the colour you pick, and adjusts the card so the title stays readable.
If a colour of your own would still be hard to read, you will see an accessibility warning showing the contrast. This is a warning only; you can still save the colour if you want it.
What to expect
- Colours apply to every member of staff at your organisation, not just to you.
- They apply to available, partially booked and fully booked events.
- They show on the classic calendar too, although colours can only be changed on the beta.
- Colours are kept separately for each organisation.
Troubleshooting
I cannot see Configure event colours.
Two things to check. First, colours are configured on the beta calendar, so select Switch to Beta. Second, your role needs the Edit timeline event colours permission; ask an administrator to confirm your access.
I set a colour for the category but one activity did not change.
That activity's template has a colour of its own, and a template colour always wins. Reset the template to default if you want it to follow the category.
Some of my activities are not listed when I configure colours.
Colours are set against Activities V2 categories and templates. Activities still on the older version are not listed and keep their existing colours.
There is no colour option when I open an activity from the Front of House.
That is expected. Colours are set from the Facility Calendar, not from the Front of House activities widget.
I saw a warning about contrast but it still let me save.
The warning tells you the event title may be hard to read against the colour you chose. It does not stop you saving.
A colleague changed a colour and mine changed too.
That is expected. Colours are shared across your whole organisation rather than being personal settings.