Add & Manage Calendar Events

This article will show you how to create, view, modify, and delete an event in the Calendar module.

Add a Calendar Event

Important Notes for Adding Calendar Events

• You will first need to create a calendar category.
• Ensure the category setting is set to allow subscribers.

Create an Event

1. Sign in to your website
2. Navigate to Modules and on the Content tab, select Calendar:
   
3. Select the calendar you want to add an event to:
   
4. Click the Add Event(s) button:
   
5. Fill in the event's informational fields:
   
   • Title: Name of the event
   • Event Date: Enter the dates of the event
     • Single Event: Enter the start and end date in the box; if the event is only on one day, place the same date in both fields; you can also enter a start time and end time
       
       Note: If you enter a start time, you must also enter an end time. If you do not have an end time, use the Time Details box to enter the start time for your event.
     • Recurrence: Set up the recurrence that works for your event; it will accept up to 52 recurrences; be sure to put the start and end date or the number of recurrences
       
       Note: Your events will be tied together, similar to Outlook. You will see a recurring icon next to the event name on the backend if it is part of a series.
       
   • Location: Choose a facility where the event is taking place
     
     Note: If you select Other Location or Virtual Location, an editor box will appear that will allow you to add details for the location of the event. If needed, add a new facility to display in the drop-down options. If you need to override an existing reservation for a facility, a pop-up prompt will appear when you save the event. Click Proceed with Reservation to override the reservation. Publishers, Owners, and System Admins can proceed and publish events with conflicts in availability.
     
   • Address: Address of the event; this will be able to link to a map
     
     Note: If you chose a facility from the Location list above, the facility's address will auto-populate. If you chose Virtual Location from the list above, this field will automatically be hidden.
     • Include Link to Map: Check to include the link to a map. Be sure to put the correct address in the fields above, the user will have an option to view a map of the location and obtain directions.
     • Open Map In New Window: Check to open mapping options in a new window
   • Time Details: Enter any special time details
   • Cost: Enter if there is a cost associated with the event
   • Description: Enter a brief description of the event
   • Details: Add any additional information for the event
   • Photo: Upload a photo to the event calendar. For more information on the suggested picture size, please visit our Calendar Picture Size article
   • Link: Add a link to another page
   • Agenda Link: Provide a link to an agenda associated with the event
   • Email: Add a contact email address
   • Contact Phone: A phone number to contact about the event
   • Related Calendars: Allows you to relate the event to multiple calendars, but still maintain it in one spot which will automatically update the additional related events
   • Featured?: This will place the event at the top of the calendar module. This will help to draw attention to the event(s).
   • ADA: Specify whether the facility is handicap-accessible
   • Upload Content: Add content to populate the Details field
   • Related Documents: Upload documents related to this event
   • Display: When the event will show on the public calendar (not when the event occurs)
   • Show in Widget: Select to display the event in the Calendar Widget
6. Select a saving option:
   
   • Save Changes: Save changes made to be approved later
   • Save and Publish: Save and publish to the live site
   • Save and Submit: Save and submit for approval (Authors only)
7. Choose if you would like to notify your subscribers:
   
   • Subject: Auto-fills with the event subject line
   • Comments: Add additional comments
   • Mobile Text/Push Message: Add the text message
   • Send: Will send a notification on the selected date
     
     • On Start Date: Select to notify your subscribers on the start date of the event
     • Immediately: Select to notify your subscribers immediately; this will send a notification for each instance of a recurring event (for example, if an event occurs 52 times, a user will get 52 emails)
     • x Number of Days in Advance: Select to notify your subscribers a specified number of days before the event date. This will send a notification for each instance of a recurring event at the designated number of days in advance of the recurring event
   • Don't Send: Will save the event without sending a notification
   • Cancel: Will cancel the saving and allow you to make more modifications

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View a Calendar's Events

Important Note about Viewing Calendar Events

When viewing a Calendar Event, only current and upcoming events are visible by default. To learn how to view past events, review Bulk Actions for Calendar Events.

View an Event

1. Sign in to your website solution
2. Navigate to the Calendar module:
   
   
   1. Click the Modules menu
   2. Select the Content tab
   3. Click on the Calendar module
3. Click the Calendar with the events you want to view:
   
4. View a list of the Calendar's events:
   
5. Preview an event:
   1. Click the Actions button next to the event:
      
   2. Select the Preview option:
      
   3. View the event on the website's front end:
      

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Modify a Calendar Event

Important Notes for Modifying Calendar Events

• When you re-save a pending message, it should not send a notification, unless you click Save and Send. In that case, the most recent specified notification will be sent out.
• When editing recurring events, all fields will be overwritten on future events, not just the modified fields.
  • If you use Meetings Select (formerly CivicClerk) to create calendar events for your site and need to make a change from the Web Central Calendar module, make sure you select "Single Event".

Modify an Event

1. Sign in to your site
2. Navigate to the Calendar module:
   
   1. Click the Modules menu
   2. Select the Content tab
   3. Click Calendar
3. Select the Calendar title the event is under:
   
4. Find the event you wish to modify and click the Actions button:
   
5. Select the Modify option:
   
   
   Note: If the event is recurring, you will be given the option to edit the single event or the entire series.
   

   • This and Following Events: Will take you into the event details where you can update the information for the series
   • Single Event: Will only update that one event and no other events in the series be updated
     
     
     Note: If you use Meetings Select (CivicClerk) to create calendar events for your site and need to make a change from the Calendar module, make sure you select Single Event.
6. Edit the Event's Details:
   
   • Title: Title of the event in this field
   • Event Date: When the event will occur
   • Location: If you have the Facilities module you can choose a facility that has been set up and this will link them to that page to give more details about your location
   • Address If you put the exact address in the first field you will be able to link to a map
     • Include Link to Map: Allows you to link to a map
     • Open Map In New Window: Will open mapping options in a new window
   • Time Details: Time details for the event
   • Cost: If there is a cost associated with the event
   • Description: Short description of the event
   • Details: Add any other information you wish to be known about your event
   • Photo: Photo you want to relate to this event
   • Link: You can link to a page, 3^rd party site, or document
   • Agenda Link: Allows you to link an agenda
   • Email: Place the exact email you want as a contact here
   • Contact Phone: Enter the phone number for the event
   • Related Calendars: Allows you to relate the event to multiple calendars, but still maintain it in one spot which will automatically update the additional related events
   • Featured?: This will place the event at the top of the calendar module. This will help to draw attention to the event(s).
   • ADA: Specify whether the facility is handicap-accessible
   • Upload Content: Add content to populate the Details field
   • Related Documents: Allows you to upload documents for the event
   • Display: When the event will show on the public calendar (not when the event occurs)
   • Show in Widget: Allows the event to be displayed in Calendar widgets
7. Choose a saving option:
   
   • Save Changes: Will save the work as an unpublished draft
   • Save and Publish: Will save the work and publish it for viewing
8. Choose if you would like to notify your subscribers:
   
   • Subject: Auto-fills with the event subject line
   • Comments: Add additional comments
   • Mobile Text/Push Message: Add the text message
   • Send: Will send a notification on the selected date
     • On Start Date: Select to notify your subscribers on the start date of the event
     • Immediately: Select to notify your subscribers immediately; this will send a notification for each instance of a recurring event (for example, if an event occurs 52 times, a user will get 52 emails)
     • x Number of Days in Advance: Select to notify your subscribers a specified number of days prior to the event date; this will send a notification for each instance of a recurring event at the designated number of days in advance of the recurring event
   • Don't Send: Will save the event without sending a notification
   • Cancel: Will cancel the saving and allow you to make more modifications

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Delete a Calendar Event

Delete an Event

1. Sign in to your site
2. Navigate to Modules and on the Content tab, select Calendar:
   
3. Choose the calendar that contains the event you wish to delete:
   
4. Click Actions next to the event you wish to delete:
   
   
   Note: You may need to enable the Previous option in the View Options area to be able to see and remove older events within the category.
5. Select Unpublish:
   
   Note: You can use bulk actions to unpublish multiple events at once. If the event you want to unpublish is part of a series, you will receive a prompt to unpublish all succeeding just this individual event (Single Event).
   
6. Select Actions and then Delete:
   
   
   Note: If the event you want to unpublish is part of a series, you will receive a prompt to unpublish all succeeding events this individual event (Single Event).
   
7. Select OK from the popup that will appear, asking Are you sure you want to delete this event?:
   

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