Suggest Event Form

The “Suggest Event Form” allows community members or clients to submit events to your calendar for approval.  Suggested events must be reviewed and approved by a calendar administrator or manager prior to appearing on the calendar.

Our customers use this form in a variety of ways.  For example, communities and online magazines love the suggest form because their members can contribute to the calendar and share events; whereas churches and schools use the form to manage work-flow for room reservations and event requests.  Small businesses allow clients to request an appointment date and time via the form.

The Suggest Event Form is included in every CalendarWiz plan at no additional cost.

 

suggest-event-form-example

 

 

Here’s how it works…

 

Step 1:  Enable Suggest Event Form

Go to Admin Menu > under the “Apps” section > Suggest Event > Suggest Event Setup tab >

Check to “Enable Suggest Event Form” and check “Show Suggest Button in Calendar Menu”

enable-suggest-event

 

Step 2:  Select Who Approves Suggested Events

The “approvers” are calendar administrators or category managers that have permission to review, edit, and save suggested events AND also receive email notice when an event is submitted via the suggest event form.

You may select from the “Who should approve suggestions” drop down options or override those settings by picking specific email address(es) than receive suggest event notices.

 

Step 3:  Set “Reply To” Email Address

When a person submits an event through the suggest form, that person will receive an email acknowledging their event request.  The “Reply To Email Address” that you pick is the email address that person will reply to with questions or additional details after they submit their event, etc.

 

Step 4: Select Suggest Form Categories

Select the categories to appear in your form – you must pick at least one category.   Optionally, you may *require selection of a category so that events go to specific category managers and the “let calendar administrator assign a category” will disapear.

select-suggest-category

 

Step 5: Select Suggest Form Saved Locations

You may include a list of your calendar’s saved locations in your suggest form.  This option is very helpful when using the form to help manage room or facility reservations.

You may also allow a free form location to be submitted.  Optionally, you may *require that a location is selected or entered into the form.  More Info on Suggest Event with Saved Locations.

 

select-suggest-locations

 

Want to hide all the location fields?  No problem, just unselect all saved locations and uncheck the “allow free-form locations” option.  Click Save.

 

Step 6: Customize Button Text and Form Text

Customize the button text as well as the header, footer, and success message text in your form.

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Step 7:  Save & Preview Your Form

Save and Preview Form Buttons are located at the bottom of the Suggest Setup screen.  Save changes and then click to Preview Form.

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Step 8: Optionally, embed your Suggest Event Form into your website

Copy and paste a snippet of JavaScript or link directly to the form by URL.

 

Step 9: Review and Approve Suggested Events via Review Events Tab

review-edit-save-suggest-event

 

 

As always, we welcome your feedback and are happy to answer any questions you may have.  Email us at support@calendarwiz.com

Add a Quick Event

It’s quick and easy to add events using our Quick Event editor, seen below. To add events that repeat or require additional details, check out the Full Event editor.


Here’s how it works….


STEP 1: Select Event Date

Click a calendar day cell or click the + to add an event on that day. You may also click the [+Add Event] button at top of calendar and select a date using the mini calendar date picker.

Quick Tip: You may change your date picker format to Day/Month/Year by going to Admin Menu > Options > Advanced tab > select the “31/12/2017” date format > Save

 

STEP 2: Choose Your Event Time

Select a standard time from the drop down list or type an event time. To quickly type a time just type ‘9a’ for a 9:00 AM event or ‘955a’ for 9:55 AM.
Other time options include the all day event or no end time event. No end time events only display a start time on the calendar.

quick-event-timepicker-specific

 

Quick Tip: When you select a start time for an event, the end time jumps ahead by some increment of time. You can change the “jump ahead” increment (e.g. 1 hr, 30 mins, etc) by changing the span of time between your calendar’s default start time and default end time. Go to Admin Menu > Options > Advanced tab.


Step 3: Select Category & Saved Location

You must select a category and optionally select a saved location for your event.
Learn more about categories.
Note: Quick event will not include a location drop down if there are no saved locations to your calendar.

quick-event-category-location-select
Quick Tip: Add saved locations to your calendar by clicking the gear next to the location drop down or learn more about using saved locations for room booking.

 

STEP 4: Use Quick Links to Full Editor tabs

Click a “quick link” to go to a full event tab. Quick links allow you to quickly add a repeating event, reminder/invite, description or private note.

quick-event-quick-links

Please let us know if we can answer any questions at all. Email us at support@calendarwiz.com

Adding & Editing Events

The Full Event editor offers an expanded feature set for adding repeating events or events that require additional detail. Explore tabs in Full Editor to add an event description, file attachment, event contact info or select more than one category or more than one location.

Here’s how to add a Full Event…

 

STEP 1: Choose Event Date

Click a calendar day cell or click a + to add an event on that day. Our Quick Editor appears by default. If you want to add a repeating event or more detail, click [More Event Options…] to open Full Event editor. Type or select a date from the mini calendar.

pick-date-full-editor

 

Single day events will have the same start date and end date. For example, a committee meeting on Dec 5, 7PM to 8 PM.
Multi-day events* are individual events that span more than one day, for example, a retreat, vacation or project. These events will be displayed as a colored banner across multiple day cells.
Repeating events are different from multi-day events in that they recur in a specified pattern with a start date and a repeating end date. More on repeating events.

*Multi-day Banner Events are a new feature. If you’d like this option turned on in your calendar, email support@calendarwiz.com

 

 

STEP 2: Choose Your Event Time

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

full-event-selecting-time
Quick Tip: The “jump ahead” time increment (e.g. 1 hr, 30 min, 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 a 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.

select-primary-category


Mirror categories:
add an event to more than one category using our mirror category feature.
Primary category determines viewing permissions if your calendar has private categories.
Add categories to your calendar by clicking the gear next to the select category drop down.

STEP 4: Repeating Events

Add repeating or recurring events to your calendar. Select the repeating pattern and repeating event end date.

repeat-pattern-end-date3

Repeating Event Types:

Every day: event that repeats every day for a specified number of days.
Every # days: event that repeats every 2, 3, or more days. Select 2 for every other day.
Every # weeks allows you to set a repeating event every Monday or every Monday through Friday, just pick every 1 week.
Monthly by date allows for an event like “Expense Report Due” on the 1st of each month .
Monthly by weekday allows for an event like “Staff Meeting” on the first Tuesday of each month.
Yearly by date: events that recur on the same date each year, e.g. birthdays, anniversaries. You may also check the “never ending” option.

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

STEP 5: Save Your Event

Click [Save] to publish the event to the calendar. [Save Draft] button to save event as a draft so it’s not view-able to public.

Delete Events by clicking (edit) and then the [Delete] button at bottom of screen.

 

STEP 6: 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 for 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.

saved-locations-mirror-locs


Multiple Locations:
you may select multiple saved locations for event. To enable the option in your calendar go to Admin Menu > Calendar Options > Check “Enable event multiple mirror locations” > Save
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 Editor Options:

Disable Quick Event: turn off Quick Event editor go to Admin Menu > Options > Advanced tab > Uncheck Enable Quick Events > Save

Date picker format: Go to Admin Menu > Options > Advanced tab > select the “31/12/2017” or “12/31/2017” date format.

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: 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. To disable this option
Admin Menu > Options > Advanced > UNcheck “Enable click on day box to add event”

Have questions or feedback? Please send us an email at support@calendarwiz.com