Adding & Editing Calendar Events

Adding events just got easier with new updates to our Full Event and Quick Event editors.  Our Full Event editor offers an expanded feature set for events and appointments that repeat or require more event detail.  Here’s a quick summary of recent updates made to Full Event:

Here’s how to add a Full Event…

STEP 1: Choose Event Date

Click a calendar day cell or click the + to add an event.  Add your event title.  The day you clicked is automatically inserted into the event but you may also type or select a date from the mini calendar.

full-time-picker3

You’ll likely notice that you can click a day cell to add an event. It’s our hope that this makes it easier to add events on all devices, especially tablets and touch screens. If you prefer to turn this option off, just send us an email at support@calendarwiz.com

 

Important Note: You may change your date picker format to DD/MM/YYYY by going to Admin Menu > Options > Advanced tab > select the “31/12/2017” date format.

 

STEP 2: Choose Your Event Time

Next, select your event time.  Choose an all day event, no end time and/or select a start time.  When you set a start time, the end time automatically “jumps” ahead for you.

full-event-allday--noend

 

Quick Tip: The “jump ahead” time increment (e.g. 1 hr, 30 mins, etc) in your calendar is equal to the span of time between the time default values in the Admin Menu > Options > Advanced tab.

STEP 3: Select Category or Categories

You must select category for an event.  Think of categories as multiple “calendars” inside your calendar… but so much more.  You can color-code and filter events by category as well as control “who can view” & “who can edit” each category.

choose-category

 

Mirror categories: add an event to more than one category using our mirror category feature.  The primary category determines viewing permissions in the case your calendar has private categories.  To add categories to your calendar or learn more, click the  gear next to the select category drop down.

 

STEP 4: Repeating Events

Add repeating or recurring events to your calendar using the full event editor.  Click a day in the mini calendar to select the repeating event “until” date.

repeating_events_until_date


Repeat end date
: enter the end date of the repeating event.  Click into the “until” date field and type or select the date on the mini calendar.
Every # weeks allows you to set a repeating event every Monday or every Monday through Friday, just pick every 1 week.
Never ending: available for yearly repeating events only.  You may check the box to indicate that the event never ends (i.e. for birthdays, anniversaries, etc.)

Quick Tip:  Have an  irregular repeating pattern? Edit an existing event and use the [Copy] button to create another event to a different date.

[Save] to publish the event to the calendar.  [Save Draft] button to save event as a draft and not viewable to public.  [Delete] by clicking to (edit) an event and click delete.

STEP 5:  Optional Tabs

Invite & Remind tab

Use this section to send an event invitation, announcement or reminder to users or subscribers. You may also request that email recipients RSVP to your event.  Learn more about RSVP and Attendance tracking.

invite_remind_setup_complete2

 

Send emails to:  select recipients or everyone in my calendar.  Click the [Select Recipients] button to open a list of users and subscribers. Select your recipients and click [Add Recipients].

Remove recipients: you may remove attendees by clicking the ‘X’ next to their name or click [Remove All] to delete the entire attendee list.

Quick Tip: Emails will not be sent for events saved as drafts.  Event Emails are sent every 15 minutes on the quarters of the hour.

Location tab

Enter the location where an event takes place.  Save a location if you’d like it to appear in the drop down list next time.
If you selected a primary location in Quick Event, that location will be included when you branch to the Full Event editor.  When you create a saved location you can filter events by that location in the main calendar views.

New Feature: You can now select multiple saved locations for event. Turn it on via:
Admin Menu > Calendar Options > Check “Enable event multiple mirror locations” > Save

 

location_tab

More info:  Calendar administrators and managers can click the  ‘Manage Locations’ button to turn on conflict prevention, maps, or weather for a saved location.


Description & Images tab

Add description text, upload an images (png, jpg, gif, etc.) or attach files (.pdf, .doc, .xls, etc)  to your event. Visitors or users will see this info in the event detail popup.  For more on adding images to events.  For more on attaching documents to events.

Place the mouse over each button to see an explanation of the button’s function.

description_images

 


Event contact: 
enter contact name, phone and email address.  This information will appear in the event detail popup.
More info link: enter a web page link  (also know as a URL) that will appear in the event detail popup and when clicked will open the linked web page.

Quick Tip: You can also set up your calendar so that your events open directly to your More Info Link. To set this option, go to Admin Menu > Calendar Options > Expert Option> Event More Info Link Options for details.

 


Private Note tab

This optional screen allows you to enter private notes for the event.  Private notes are only visible by logged in user or logged-in editors.

private_note_tab
Private notes will appear in the event popup window when a logged-in user clicks on the event title in the calendar.  Use private notes to enter information about room setup, equipment, or other info that you don’t want viewed by the public.

 


Review Tab

Review a summary of the event information to confirm event accuracy then click “Save” or “Save Draft.”

review_tab

 

Full Event editor control options:

Disable event title styling: admins may turn off event title styling options in the editor.

Admin Menu > Options > advanced > uncheck “allow custom style and colors for event titles.”

Disable mirror categories: will allow events to be added to a single category only.

Admin Menu > Options > Basic Options > uncheck “Enable event mirror categories” > Save

Location editing: admins may limit updating saved locations to calendar administrators only.

Admin menu > Calendar Options > Options >’Only administrators can add / edit saved locations’

Administrators can also manage the calendar’s saved locations via Admin Menu > Locations.
 
Day cell click to add events:  when you click on a day cell in month or week view, the event editor opens automatically.  It’s our hope that this makes it easier to add events on all devices, especially tablets and touch screens.  If you prefer to turn this option off, just send us an email at support@calendarwiz.com