Adding & Editing Calendar Events

You may add events using the Quick Event or Full Event editor.  Between them both, you’ll find everything you need when adding events.

Here’s an overview of the full event editor and its features, tab by tab.


 Event Tab

 

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Event title:  add the name of your event.  Change font color and styles by clicking the  font_color_picker_button  button.
Default font styles and legend colors can be set for each calendar category.  Click the  gear next to the category drop down or go to Admin Menu > Options > Categories.
Date and time: click the small calendar icon to assist in entering dates. For repeating events, this will be the beginning date of the repeating series.
All Day Event: no start time or end time will be displayed.
No End Time: no end time will be displayed.

Categories: select a category for the event.  Categories are a powerful feature that lets you filter and automatically color-code events.  You can also control “who can view” & “who can edit” each category.

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Mirror categories: mirror categories allow you to “add an event to more than one category.”  The primary category determines viewing permissions if your calendar has private categories.  To add categories in your calendar or learn more, click the  gear next to the select category drop down.

Repeating Events (optional)

Add repeating or recurring events to your calendar.

End date: enter the end date or “until” date for the repeating event.  Click on the small calendar icon to open a mini-calendar to assist in entering dates.
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.


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 attendees or “everyone in my calendar.” Click the [Select Attendees] button to open a list of available email recipients. Check to whom you wish to send emails and click [Add Attendees].

Remove attendees: 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.  You may also save a location to appear in the drop down list for next time.  Creating Saved Locations allows you to filter by location in the main calendar view.  Information for the selected location will appear in the location detail fields.

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

 

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More info:  Calendar administrators and managers can click the  ‘Manage Locations’ button or event location details and then [Add to saved locations] to appear in the drop down.


Description & Images tab

Use the WSIWIG editor to add a detailed description or upload an image (png, jpg, gif, etc.) or attach a file (.pdf, .doc, .xls, etc)  to your event. Visitors or users will see this info in the event detail popups.  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.

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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.

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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.”

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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.