This article will show you how to create, view, modify, and delete an event in the Calendar module.
Add a Calendar Event
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.
Create an 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 on one day, place 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 be reserved for the entire time. An override option is available when adding other events.
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 that will allow you to add details for the location of the event. 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 to include the link to a map. Be sure to put the correct address in the fields above; the user will have an option to view a map of the location and obtain 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: Allows you to relate the event to multiple calendars, but still maintain it in one spot, which will automatically update the additional 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
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/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 to notify your subscribers immediately; this will send a notification for each instance of a recurring event (for example, if an event occurs 52 times, a user will get 52 emails)
x Number of Days in Advance: Select to notify your subscribers a specified number of days before the event date. This will send a notification for each instance of a recurring event at the designated number of days in advance of the recurring event
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.
View an Event
Navigate to the Calendar module:
Click the Modules menu
Select the Content tab
Click on the Calendar module
Click the Calendar with the events you want to view:
View a list of the Calendar's events:
Preview an event:
Click the Actions button next to the event:
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 recent 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".
Modify an Event
Navigate to the Calendar module:
Click the Modules menu
Select the Content tab
Click 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
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 been set up, and this will link them to that page to give more details about your 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, 3rd 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: Allows you to relate the event to multiple calendars, but still maintain it in one spot, which will automatically update the additional 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
Choose 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/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 to notify your subscribers immediately; this will send a notification for each instance of a recurring event (for example, if an event occurs 52 times, a user will get 52 emails)
x Number of Days in Advance: Select to notify your subscribers a specified number of days before the event date; this will send a notification for each instance of a recurring event at the designated number of days in advance of the recurring event
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
Delete an Event
Navigate to Modules and on the Content tab, select Calendar:
Choose the calendar that contains the event you wish to delete:
Click Actions next to the event you wish 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 receive a prompt to unpublish all succeeding just this individual event (Single Event).
Select Actions and then 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).
Select OK from the pop-up that will appear, asking Are you sure you want to delete this event?:
