To create an entry in a departmental calendar follow the below steps. These steps are for those sites that have a departmental calendar pre configured for their site(s).
Note: To view and/or print a PDF version of these steps for handy reference, download Event Submission Steps ( PDF | 596Kb).
Note: If your event is being co-sponsored by another department only one person/department should enter the event. If both departments post the same event it will appear multiple times while also being published multiple times to our social networks. To prevent this, place both sponsors in the sponsor field of the event and create a reference file of the event in the other departments calendar folder. See assets section for more information on reference files.
If you have a department calendar configured you will find this in your new menu as illustrated in the photo to the right (select to enlarge photos). The example given is for a Native and Rural Student Center event that is to be posted in both the NRSC calendar and the campus calendar. For this example we’ll use the NRSC all the way to completion. In the illustration, you’ll notice there are several pages for the NRSC to include an event for both the NRSC and Wooch.Een student club. To start a departmental event go to your new menu and follow the path to your page-event-dept template.
All items with yellow asterisks are required and must be filled out in order for the form to submit. The required items are what show for the event information. The other items are listed so as to provide more information or to allow for event follow-up by CMS administrators. Two items to pay attention to are the Website and location:
- Website: Be sure to include http:// in the web address. These URLS are also used in auto social posts and will direct viewers to the website specified.
Location: If a location is used in the drop down, the event post will include a Google map centered on that location. Entries in "If location is not listed above" will not result in a map and are often used for off-campus venues. Room number should be used in combination with the location dropdown to specify the room in a particular building.
The Event section of the form allows you to make multiple entries for reoccurring events. There are two methods for reoccurring events:
- + Sign next to Event>>Dates for the day, time: Use this method if the Day of Week and/or start and end times will change for the event.
- + Sign next to Dates: If the Day of Week and/or start times are the same and the only thing that changes is the date use this method.
The second half of the content form provides the ability to supply an event photo/illustration. If you have images you’d like to use for your events be sure to upload them to your site’s image folder (or a folder under /calendar/images/events), then by selecting the image button you can select the photo. Due to the size of the event pop-up it is suggested that your image be 182 pixels X 129 pixels. For information on image prep please view the CMS help site on image prep. In the example, the event photo was selected from the sample folder that contains many logos and general imagery that’s been used in the past. Feel free to look through and use these images! At the bottom of the event content form under Advanced Options you have the ability to check spelling and to also submit your event. Feel free to check your spelling, but before selecting submit there are a couple of tabs to complete. The information you’ve completed will remain as you complete the next two tabs. Important: don't forget to publish your image!
The next tab to complete under the create tab is Metadata. For your event to submit you must supply a Display Name and Title. Due to the event presentation being a pop-up, these fields will not display so you can cut and past the same information for these two fields. The remaining fields include Start and End Dates and the Expiration Folder. If you have an event that you don’t want to display or to be removed on a certain date you can complete these fields. Every department has an expired folder, be sure to point to it if you’ve selected and end date so that it has a place to expire when the date you’ve chosen is reached.
The last tab to complete is the System tab. The only field to complete is the System Name. This field is very important in that your naming must be Web friendly and written so that you could find your event if information is to change and requires editing. You might consider conforming to a standard way of writing your event names. The example given is for the NRSC Open House Event. In this example the event will be posted in the NRSC folder so the only thing required is open-house06. For more information on Web-friendly names visit the CMS Help Site.
Now that you’ve completed all three sub-tabs of the Create tab hit the Submit button at the bottom. NOTE: By hitting Submit it does not publish your event... we’ll cover that in the "Publishing" section. Selecting Submit saves everything up to this point so be sure to select it!
After selecting Submit you will be presented with the results and what users will see when selecting your event in either your calendar or the campus calendar. If you need to edit anything, select the Edit tab.
You’ll also notice that the navigation pane to the left shows you that the file actually resides outside of your departments site in the Marketing directory. The actual location is /calendar/events/active/dept-folder-name. If you need to do future edits this is the location to locate your event.
After selecting Submit in the step above, your event will automatically be listed in your department’s calendar. The example above shows the NRSC Welcome Back Picnic in the NRSC event calendar in their site.
SUBMITTING TO CAMPUS CALENDAR
When an event is entered in the CMS it automatically displays on the campus calendar. Your event will also be included in Twitter, Facebook and other social media sites. For details view our video on Advantages of the Campus Calendar.
PUBLISHING / UNPUBLISHING
Events are automatically published to website calendars on a nightly basis. If you notice that your calendar is not getting updated properly, please do not hesitate to let us know so we can troublehsoot and fix the problem.
In addition, publishing is explicitly turned off under the /calendar/events folder so that incomplete web pages are not shown to end users. If you do try to publish an event, you'll get an error message.
When deleting events, you'll be asked by the system if you'd like to unpublish the asset as well. Clear the "unpublish" checkbox and press the "Submit" button to delete the event. The appropriate calendars will be updated automatically within 24 hours.