This article will show you how to create, view, modify, and delete an event in the Calendar module.
Who can use this feature?
System Administrator | Owner | Publisher | Author
Important Notes:
You will first need to create a calendar category.
Ensure the category setting is set to allow subscribers.
Add a Calendar Event
Navigate to Modules and on the Content tab, select Calendar:
Select the calendar you want to add an event to:
Click the Add Event(s) button:
Fill in the event's informational fields:
Title: Name of the event
Event Date: Enter the dates of the event
Single Event: Enter the start and end date in the box. If the event is only one day, use the same date in both fields. You can also enter a start time and end time
Note:
An end time is not required. If a facility location is selected with no end time, it will default to 11:59 on the date you enter.
Recurrence: Set up the recurrence that works for your event. It will accept up to 52 recurrences. Be sure to put the start and end date or the number of recurrences
Note:
Your events will be tied together, similar to Outlook. You will see a recurring icon next to the event name on the backend if it is part of a series:
Location: Choose a facility where the event is taking place
Note:
If you select Other Location or Virtual Location, an editor box will appear. Use it to add details about the event's location. If needed, add a new facility to display in the drop-down options. If you need to override an existing reservation for a facility, a pop-up prompt will appear when you save the event. Click Proceed with Reservation to override the reservation. Publishers, Owners, and System Admins can proceed and publish events with conflicts in availability.
Address: Address of the event. This will be able to link to a map
Note:
If you chose a facility from the Location list above, the facility's address will auto-populate. If you chose Virtual Location from the list above, this field will automatically be hidden.
Include Link to Map: Check this box to include a link to a map. Be sure to enter the correct address in the fields above. The user will then have the option to view a map of the location and get directions
Open Map In New Window: Check to open mapping options in a new window
Time Details: Enter any special time details
Cost: Enter if there is a cost associated with the event
Description: Enter a brief description of the event
Details: Add any additional information for the event
Photo: Upload a photo to the event calendar. For more information on the suggested picture size, please visit our Calendar Picture Size article
Link: Add a link to another page
Agenda Link: Provide a link to an agenda associated with the event
Email: Add a contact email address
Contact Phone: A phone number to contact about the event
Related Calendars: Lets you relate the event to multiple calendars while keeping it in one spot. Any updates will automatically apply to the related events
Featured?: This will place the event at the top of the calendar module. This will help to draw attention to the event(s).
ADA: Specify whether the facility is handicap-accessible
Upload Content: Add content to populate the Details field
Related Documents: Upload documents related to this event
Display: When the event will show on the public calendar (not when the event occurs)
Show in Widget: Select to display the event in the Calendar Widget
Navigate to and select a saving option:
Save Changes: Save changes to be approved later
Save and Publish: Save and publish to the live site
Save and Submit: Save and submit for approval (Authors only)
Choose if you would like to notify your subscribers:
Subject: Auto-fills with the event subject line
Comments: Add additional comments
Mobile Text or Push Message: Add the text message
Send: Will send a notification on the selected date
On Start Date: Select to notify your subscribers on the start date of the event
Immediately: Select this to notify subscribers right away. This sends a notification for each instance of a recurring event. For example, if an event occurs 52 times, a subscriber will get 52 emails
x Number of Days in Advance: Select this to notify subscribers a set number of days before the event. This sends a notification for each instance of a recurring event, based on the number of days you choose
Don't Send: Will save the event without sending a notification
Cancel: Will cancel the saving and allow you to make more modifications
View a Calendar's Events
Who can use this feature?
System Administrator | Owner | Publisher | Author
Important Note:
When viewing a Calendar Event, only current and upcoming events are visible by default. To learn how to view past events, review Bulk Actions for Calendar Events.
Navigate to Modules and, on the Content tab, select Calendar:
Click the Calendar with the events you want to view:
View a list of the Calendar's events:
Click the Actions button for the event you want to preview:
Select the Preview option:
View the event on the website's front end:
Modify a Calendar Event
Who can use this feature?
System Administrator | Owner | Publisher
Important Notes:
When you re-save a pending message, it should not send a notification unless you click Save and Send. In that case, the most recently specified notification will be sent out.
When editing recurring events, all fields will be overwritten on future events, not just the modified fields.
If you use Agenda and Meeting Management Select to create calendar events for your site and need to make a change from the Web Central Calendar module, make sure you select "Single Event".
Navigate to Modules and, on the Content tab, select Calendar:
Select the Calendar title the event is under:
Find the event you wish to modify and click the Actions button:
Select the Modify option:
Note:
If the event is recurring, you will be given the option to edit the single event or the entire series:
This and the Following Events: Will take you into the event details, where you can update the information for the series
Single Event: Will only update that one event, and no other events in the series will be updated
Important Note:
If you use Agenda and Meeting Management Select to create calendar events for your site and need to make a change from the Calendar module, make sure you select Single Event
Edit the Event's Details:
Title: Title of the event in this field
Event Date: When the event will occur
Location: If you have the Facilities module, you can choose a facility that has already been set up. This links to that facility's page, giving visitors more details about the location
Address: If you put the exact address in the first field, you will be able to link to a map
Include Link to Map: Allows you to link to a map
Open Map In New Window: Will open mapping options in a new window
Time Details: Time details for the event
Cost: If there is a cost associated with the event
Description: Short description of the event
Details: Add any other information you wish to be known about your event
Photo: Photo you want to relate to this event
Link: You can link to a page, third-party party site, or a document
Agenda Link: Allows you to link an agenda
Email: Place the exact email you want as a contact here
Contact Phone: Enter the phone number for the event
Related Calendars: Lets you relate the event to multiple calendars while keeping it in one spot. Any updates will automatically apply to the related events
Featured?: This will place the event at the top of the calendar module. This will help to draw attention to the event(s).
ADA: Specify whether the facility is handicap-accessible
Upload Content: Add content to populate the Details field
Related Documents: Allows you to upload documents for the event
Display: When the event will show on the public calendar (not when the event occurs)
Show in Widget: Allows the event to be displayed in Calendar widgets
Navigate to and select a saving option:
Save Changes: Will save the work as an unpublished draft
Save and Publish: Will save the work and publish it for viewing
Choose if you would like to notify your subscribers:
Subject: Auto-fills with the event subject line
Comments: Add additional comments
Mobile Text or Push Message: Add the text message
Send: Will send a notification on the selected date
On Start Date: Select to notify your subscribers on the start date of the event
Immediately: Select this to notify subscribers right away. This sends a notification for each instance of a recurring event. For example, if an event occurs 52 times, a subscriber will get 52 emails
x Number of Days in Advance: Select this to notify subscribers a set number of days before the event. This sends a notification for each instance of a recurring event, based on the number of days you choose
Don't Send: Will save the event without sending a notification
Cancel: Will cancel the saving and allow you to make more modifications
Delete a Calendar Event
Who can use this feature?
System Administrator | Owner | Publisher
Navigate to Modules and, on the Content tab, select Calendar:
Choose the calendar that contains the event you want to delete:
Click the Actions button for the event you want to delete:
Note:
You may need to enable the Previous option in the View Options area to be able to see and remove older events within the category.
Select Unpublish:
Note:
You can use bulk actions to unpublish multiple events at once. If the event you want to unpublish is part of a series, you will be prompted to choose between unpublishing all remaining events in the series or just this one event (Single Event).
Click the Actions button again, and then select Delete:
Note:
If the event you want to unpublish is part of a series, you will receive a prompt to unpublish all succeeding events of this individual event (Single Event).
Click OK on the pop-up asking, Are you sure you want to delete this event?:
