Follow the form to complete the information necessary for the calendar.

• Click on Add Event.

• Enter in the Event Headline.

• Select a Specific Category from the pull down list. Internal only categories are noted in parenthesis.

• On Website: select Yes or No. If the event is in draft mode, select No.

• Location: check the box next to the location where the event should display (on front end of site).

• Event Starts: enter in the date of the event.

• Event Ends: enter the last day, only if it lasts for more than one day (optional). Once an end date is selected, three options will display:

  • Don't display event over multiple days on calendar view

  • Display event over multiple days on calendar view

  • Display event over multiple days on calendar view (EXCLUDING WEEKENDS)

• Exact Start Time and Exact End Time:  enter in the exact time of the event. These fields are required for calendar import option to visitors.

• Event Site: select from drop down menu (optional).

• Site Description: enter more details on where event is being held (gym, library, etc.) - (optional)

• Attach Driving Directions? select from drop down menu (optional). This pulls from the Driving Directions module.

• Full Event Description: additional information such as who is sponsoring the event, what people should bring, special attire, etc. can be entered (optional). The RTE toolbar allows for bold, italicized or colored text, embedded hyperlinks, or bulleted items that will appear in the calendar pop-up window.

• Hit Save when finished.

Once you hit Save, you'll notice a tab system appear at the top of the form - allowing you to add images, files, links, recurring dates or facilities usage (if applicable).

• Add your own Picture or Choose Icon (optional) – click on the Images tab, hit the Browse button and locate the digital image (.JPG or .GIF formats are best). Double click on the file of the image.

• Attach a File (optional) – click on the Files tab, hit the Browse button and locate the file you wish to add. Type in a Friendly File Name – this overwrites the technical name with a more descriptive title. Ex. of files – permission slips, meeting agendas.  Files can also be referenced from the main filing cabinet.

• Add a Link (optional) click on the Links tab, type in the Web address in the first text box and a recognizable title in the second text box.

• Recurring events - events can recur multiple times throughout the year. To enter the same information on multiple days, click on the Recur tab. There are two options for recurring events. Option 1 is for events that recur the same day each week. Option 2 is for events that recur on different dates. Click Save when finished.

Tip: If you do include a picture, be sure to enter a caption. For example, the image name may be bigBlueMarbleEarth.jpg but you want the text of the picture to read “The Blue Marble.” That is a friendly image name. This goes for files too!

iCal Subscribe: Once you add a calendar event, you will need to republish your iCal file so users that have subscribed to your calendar receive the update to the calendar. Please note that if you are adding multiple events, you can republish your iCal file after you have added all of your events).

Extra Module: If you also have the Facility Manager Module, you can request Facility Usage via the Calendar module.

• Click on the Facilities tab.
• Select the Facility Category from the drop down menu.
• Choose the Facility from the drop down menu.
• Enter in the Requested Times.
• Activity type - type in the type of activity.
• Setup Details - enter any special requirements that the event will need - like a specific layout of chairs or a projector system, etc. (optional)
• Group - select the appropriate group, if applicable.
• Hit Save.

The system will display any conflicts for the requested date(s) and time(s).

Upload Multiple Events via a CSV file:

1. Click on Add Event.
2. Click on Import events from a CSV file.
3. The next couple of pages will allow you to upload your calendar events to the database in a few simple steps. While there are several data fields available to you, you do not need to use all of them. Category ID is required and Location is recommended if your site has multiple locations (see below for ID numbers). A few things to keep in mind before uploading your file:
   • File format to upload MUST be .CSV
   • Eliminate all commas from the file data
   • To update event locations and categories:
     • Replace the category with the ID value from below.
     • Replace the location with the ID value from below.
     • Up to 3 separate locations can be assigned to an event.
4. There are 2 Time options - you can use exact start and end times (separate fields used in iCal download) or a single time range (i.e. TBD, Noon).
5. When file is ready for upload, click BROWSE, select file and then click the "Step 2 of 5" button.
6. Select the database fields you wish to populate with the file data. Column names that match exactly are pre-selected. Any field that is not matched up - will not be uploaded. From the drop down menu, select "TheTime" if your file contains a single time range (i.e.TBD, Noon or TBA). Hit 'Step 3 of 5' button. Note: The database field CategoryID MUST be matched to a field in the file.
7. If all the data looks correct - click "Step 4 of 5" below to upload data to the database. TheID column is for internal use only. Note: Records highlighted in RED contain bad data and need to be fixed before uploading.
8. Everything looks good. The system is ready to add 326 new records. Please complete (import) the process by hitting the 'Finish Upload' button below.

What is a Cycle Day?

Some schools have a system of different schedule days during the week.  For example, Monday is A day, Tuesday is B day, Wednesday is A day, etc.  The Cycle Days feature was designed with this scheduling in mind.

It allows you to enter in a letter, number, or word that will appear in bold type on the monthly view of the calendar.

Cycle Days is location specific. If there are schools with different cycle days, each school can have their own set of days. On the front end calendar view, the cycle days will appear on individual school calendars, however, for the overall district calendar or customized calendar with 2 or more locations, the cycle days will not display.

The same set of cycle days can appear on all calendars if the location selected is All Locations.

How to enter Cycle Days:

• Click on the Cycle Days link under Calendar Events in your admin area.
• Select the month.
• The Location field defaults to All Locations. If you have more than one location, you can select an individual location from the drop down menu. Once you select a location other than All Locations, the 'Click to Add/Edit additional locations' link will appear to add more locations.
  • If for instance the cycle days are the same at the Elementary School and Middle School but not the High School, the system will allow adding/editing of the cycle days to just these two locations.
• Type in the cycle day information.
• Hit Save.

Tip:  You can make use of the Cycle Days module even if your school does not have different schedule days.  Some clients use the feature to draw attention to special Assembly days or Holidays.

Editing a Calendar Event:

• Click on Edit Event.
• Choose the month, year and location of the event. Hit Show.
• All events in that month should display.
• Click on the event you wish to edit.
• The event template will display with all the information you entered.
• Add new information or change existing information.
• Review the postings and if you make any changes, be sure to click on Update Event at the bottom of the page.

On Website - Yes or No field

Events can be set to display or not display on the public website.  For the events set to No, there is an option to easily view these events in a monthly calendar format and bulk edit them to public from the admin area.  An example would be adding events for the next year set to No and then bulk changing them to Yes 'public' over the summer. 

• Click on Edit Event then Calendar View. 
  • Upcoming Events Not on Site - this link will display when there are events set to No for On Website. Click on it to change events en masse to On Site. 
  • Calendar Internally - displays all events set to No for On Website. 
  • Calendar View - Edits - allows for easy edits of public events from a monthly calendar view. 
  • View Calendar on Website - displays the monthly view of the calendar with public events only.

Delete Event: To delete an event entry, click on the Delete tab, select the Yes radio button and hit Delete.

Cancel Event: Click on the Delete tab and select the link for canceling. Choose the OK button.

Find Event - easily find an event by clicking on Edit Event and then on the Find Event link next to Download Data. Please note: this is only available to Webmasters.

Sort Events - events in a particular day can be sorted.

• Click on Sort Events.
• Select or enter in the date to sort events.
• Hit Show Date.
• Enter in the sort number next to each event.
• Hit Save.
  

The events will appear in the order you selected on the front end calendar view for that particular date. Categories can be sorted via the Categories link.

iCal Subscribe: Once you add a calendar event, you will need to republish your iCal file so users that have subscribed to your calendar receive the update. Please note that if you are adding multiple events, you can republish your iCal file after you have added all of your events).