Events FAQ
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How do I...
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| New Events |
Selecting this top menu option will display a list of events that have been added to the Calendar within the last week. The page will display the last seven days with a number next to the name of the day. If the number is not zero, then an event has been added on that day, although the event may actually take place on a different day. The New Events list shows the day the event was entered, which is not necessarily the day the event actually takes place. Therefore, to view the details of an event that has been entered, click on the name of the day and the site will display the events that were entered on that day by their title. Next click on the title of the event and the event details will be displayed. |
| Event List |
Selecting this menu option will display a list of events that will occur within the next 30 days. The titles of the events are hyperlinks which when selected will pop up a page with the event details displaying the start and end dates, description and the opportunity to set a reminder for the event. The Event List page also has a link to display a printer friendly page where the list of upcoming events can be printed out for later review. This menu option is displayed on the left when you click New Event from the top menu. |
| Adding New Events to the Calendar |
There are two ways in which events can be added to the Calendar. Events can either be added as a single event. A single event does not repeat, although a single event could start on a Monday and end a few days later, it is still considered a single instance of an event. The second way events can be added is in a series of events. A series of events is the same event that repeats on a regular basis, for example, an event that happens on the first Thursday of every month, or the 15th of every month, or every week. Although each time the event in a series occurs it is a discrete event, taken as a whole the events combine to form the entire series. Choosing to add an event as a single event or as a series is the first choice that is made when entering a new event on the Calendar. You can find details below for both methods. |
| Add a Single Event |
Selecting this menu item will create a single event on the calendar. The first selection that can be made on the page is to set the screen size for the entry form. In most instances this will not need to be changed, but if the form does not fit on your monitor screen you can select a different size to display the entire form. The first event-related entry item is the Start Date. The date shown in the Start Date will initially be populated with today's date. The format of the date is controlled by the site administrator. To change the Start Date to a different date, click the icon for the mini-calendar just to the right of the Start Date. A small mini-calendar window will pop-up where you can click on the date on the calendar that you want for the Start Date. Once selected the new Start Date will appear in the text entry box. The text entry box for the Start Date cannot be edited directly, dates can only be entered by choosing a date from the pop-up mini-calendar. The next event related entry item is the End Date. Entering the End Date is done in the same way that the Start Date is entered by selecting a date from the mini-calendar pop-up. If the End Date is the same date as the Start Date, which is the default, the event will occur on that one day only. If the End Date is at some point in the future beyond the Start Date, then the event will span multiple days. For example, if you want to enter an event that starts on May 3rd and lasts until May 6th, then choose May 3rd as the start date and May 6th as the end date. The event will show up on the Calendar on May 3, 4, 5 and 6. If this event is later deleted, then it will no longer appear on any of these days. The next event related entry item is the check box for whether or not this is a Private event. If you want to be able to see this event on the Calendar but not allow anyone else to see this event, then check the Private checkbox. Please note that Administrators and Moderators on the website may still be able to see your event, but other regular users of the portal will not. Although your private events will show up in lists of events, they will not show up in these lists for other users. The next event related entry item is the Event Title. Give your event a unique name that will help others understand what the event is about. Event Titles will show up on the monthly calendar display on the main Calendar page. There are a number of formatting options that can be chosen to format the next event related entry field, the Event Details. Event Details is the area in which to enter specifics about your event such as who to contact, what time the event is being held, where the event is being held, what to bring to the event, etc. You can include pictures, hyperlinks and rich text into the body of your Event Details. The last item for the event entry is whether or not to set a Reminder for this event. Please note that administrators can configure the website not to allow reminders in which case this option may not be available. If available, use the drop down box to select how many days prior to the event you wish to be notified with a reminder about the event. Reminders are sent in Private Messages and in Email. Reminders are sent one time only and in the number of days in advance of the event that you select. For example, if you set an event to start on May 14th and you set a reminder for 4 days, then on May 10th you will receive a reminder. Please note that if you set a reminder for a time in the past, then the reminder will be sent the same day that you enter the event. For example, if today is May 12th and you select a 4 day reminder for an event that takes place on May 14th, then the reminder should have been sent on May 10th, but since today is already the 12th, the reminder will be sent immediately. Once you have filled out all of the items for your event, click on the "Add Event" button to submit your event to the site administrators. If the site is configured to require approval for new events then you will receive a message that your event submission will be reviewed by the administrator and if approved will then appear on the Calendar. Until the event is approved it will not show up on the Calendar. If the event is not approved by the Administrator the event will be deleted and not show up on the Calendar, although you will receive an email to let you know whether or not your event has been approved. After event entry for either a single event or a Series, a message will be displayed asking if you would like to receive an iCal for your event. If you click the Download iCal button, the website will send you an event .ICS file. This file conforms to the iCal standard supported by many calendaring programs such as Microsoft Outlook. Opening the .ics file in such a program will allow you to add this event to your own calendar at work or home. |
| Add New Series |
Selecting this menu item will allow you to create a Series of events on the Calendar. A Series of events is a series of multiple discrete events on the Calendar that are identical and related to each other. The first three entry options for Screensize, Start Date and End Date work the same way for entering a new Series as for enter a single event with one notable exception. For an Event to be a Series, the End Date MUST be later than the Start Date, otherwise the entry is treated as a single event. After the Start Date and End Date have been chosen using the mini-calendar pop-ups, the next items to select are the Options. The Private option works the same way for a Series of events as it does for a single event. All events in the Series will either be public or private, you cannot have some of the events of a series be public and some private. The first Option to select to determine the Series type is to choose whether the event is a Weekly, Monthly or Annual (Yearly) event. Here are some examples of each type.
An event that takes place every Monday would be a Weekly event. Select either Weekly, Monthly or Annual for your type of Series of Events. If Monthly is chosen, there are additional options that can be chosen to further define the Monthly Series. Please note that Extended Monthly Options WILL NOT affect Weekly or Annual events, choosing these will have no effect. The first item to select for Extended Monthly options is the week or weeks that the Series of events will occur in. For example, if your event will take place on the first Saturday of every month then simply select the "First" checkbox. You can select any combination of weekly checkboxes, so for example if your event takes place in the 2nd and 4th weeks of the month you can check both the "Second" and "Fourth" checkboxes. The last item to be chosen for Extended Monthly options is the day of the week that the event occurs on. Only one day of the week can be selected. In our example of the 2nd and 4th weeks of the month, if the event takes place on the 2nd and 4th Wednesday then select the "Wednesday" day option. The remainder of the entry items such as Event Title, Event Details and Set Reminder operate in the same way as a single event described above. There is one notable difference. If you set a reminder for a Series of events you will receive a reminder for each and every discrete instance of the event in the series. For example, if you set up a weekly event to take place on Thursday with a 1 day reminder, then every Wednesday you will receive your reminder of the next day's event, totaling 52 reminders in a year. When you have filled in all of the details for your Series of events then click on the "Add Series" button to submit your event to the site administrators. If the site is configured to require approval for new events then you will receive a message that your event submission will be reviewed by the administrator and if approved will then appear on the Calendar. Until the Series of events is approved it will not show up on the Calendar. If the Series of events is not approved by the Administrator the event will be deleted and not show up on the Calendar, although you will receive an email to let you know whether or not your event Series has been approved. After event entry for either a single event or a Series, a message will be displayed asking if you would like to receive an iCal for your event. If you click the Download iCal button, the website will send you an event .ICS file. This file conforms to the iCal standard supported by many calendaring programs such as Microsoft Outlook. Opening the .ics file in such a program will allow you to add this event to your own calendar at work or home. |
| Search Calendar |
Selecting this menu option will take you to a Search page where you can enter your search term or terms into the Search box then click the Search button to Search through the events on the website calendar. Events with matching text will be shown in the display box on the right. The Search routine looks through both Event Titles and Event Details when trying to find a match. The titles of the results that are displayed are hyperlinks which can be clicked on to pop-up another page with the details of the event. You will see a "Next" button at the buttom of searh screen if there is more result to see. You can increase the search results by selecting appropriate radio buttons. |
| Subscribe to Events |
Selecting this menu option will take you to a page where you can toggle your subscription status On or Off. By default your status is OFF. If you turn your status to ON, then you will receive an email every time a new event is added to the Calendar. You will receive a single email whether the event that is entered is a single event or a series of events. The Administrator of the website may not allow for event subscriptions in which case this menu option may not appear. |
| Reminder Manager |
Selecting this menu option will take you to a page that will display any reminders you have set and allow you to modify those reminders. Each reminder will have a checkbox next to it. If you would like to modify a reminder, for example to change a 2 days reminder to a 5 day reminder, then select the checkbox next to the Reminder that you wish to modify, choose a new Reminder length from the drop-down box, and click the hyperlink to Reset Reminder for the Selected Items. You can also delete Reminders by selection the checkbox next to the Reminder you wish to delete and then clicking on the "Delete Selected" hyperlink. If you have no Reminders, the Reminder manager will display that you have no Reminders. If you have no Reminders you cannot set new reminders for existing events from the Reminder Manager. Instead you must visit the event on the Calendar and choose to set a Reminder from the event details pop-up. |
| View By Week |
Selecting this menu options shows the current week in a list format instead of the current Month in a calendar format. |
| View by Month |
Selecting this menu option will display the current month in a calendar format. Events will be shown by titles listed in the box for the day on which they occur. In the month view the titles of the events are hyperlinks to the event details pop-up. |
| Pop-Up Event Detail View |
Clicking on the title of an event will pop-up another page with the Event Details. This page will show the Event Title followed by the Username of the person who entered the event. The Start and End Dates will be displayed with additional information if the event is a Series, followed by the Event Details. If the Event was entered by you, there will be an Edit Event icon that looks like a pencil and a Delete Event icon that looks like a trash can. Administrators can also see these icons, but other users will not. Following these icons will be a button to set a Reminder and to download an iCal reminder. Selecting this button will allow you to set a Reminder for this event, even if you didn't enter this event and receive an iCal reminder file for this event. If you click the Download iCal button, the website will send you an event .ICS file. This file conforms to the iCal standard supported by many calendaring programs such as Microsoft Outlook. Opening the .ics file in such a program will allow you to add this event to your own calendar at work or home. The administrator may have the site configured to not allow some or all of these options. Additionally, administrators will have additional options now shown to regular users.
Clicking the actual day of the Month in the Monthly display will bring up a list of Events that take place on that day with the details of each event. Like the pop-up Event Details page, the daily display page will also have options to edit or delete events for administrators and event owners as well as a hyperlink to set Reminders and receive iCals.
Calendar date navigation on the Monthly view can be done either by clicking the small arrows next to the month name in the large calendar or by selecting a month and year from the mini calendar on the left.
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A Mysterious Order - "The human mind is not capable of grasping the Universe. It is like a little child entering a huge library. The walls are covered to the ceilings with books in many different tongues. The child knows that someone must have written these books. It does not know who or how. It does not understand the languages in which they are written. But the child notes a definite plan in the arrangement of the books�a mysterious order, which it does not comprehend, but only dimly suspects."Albert Einstein
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