Campus Calendar: Calendar Manager Overview

Description

This guide is designed for individuals designated as Calendar Managers in the Campus Calendar tool. Calendar Managers have the ability to create and edit events within their calendar group, approve events submitted to their calendar, and share events with other Calendar Managers. The instructions below provide step-by-step details for performing the most common calendar manager tasks including:  

• Create a New Event
• Hide/Publish Events
• Review/Approve Event Suggestions from Another Calendar Manager
• Editing Events
• Delete/Restore Events​ ​

Instructions

Create a New Event

1. Login to the Campus Calendar admin panel. 
2. Click +New in the top right corner.
   This will open the Calendar Manager event creation view. This is a separate tool for creating events aside from the public submission tool that Event Submitters used. It includes all of the same features available to Event Submitters as well as a few additional options only available to Calendar Managers. 
3. Complete the event form including:
   1. Event Title: this will appear on both the Campus Calendar and RSS feed
   2. Image: a default image (the UCO mark) is associated with events if no other image is provided
   3. Share Content: click the globe to make your event sharable to other groups' calendars
   4. Date/Time: events can be set as a single or recurring event
   5. Summary: this brief overview of the event will appear on both the Campus Calendar and RSS Feed. More detailed information should be included in the Event Description box below. 
   6. Location: Most on-campus locations have already been added as an option to select for this box. Begin typing a building name and select from the available list so that the pin is dropped in the correct location. 
   7. By default, all Calendar Manger events are Live immediately after creation. To treat this event as a draft, change the option from Live to Hidden. 
   8. Online event: if the event in an online, synchronous event, click this checkbox and provide the additional details requested
   9. Event type & Audience
   10. Tags: Click "show all" to view available tags to select from. multiple tags can be selected for a single event.
   11. Event Description: This is a secondary area to post additional information and longer details about your event. Content posted in the description does not appear on the Campus Calendar event list nor in the RSS feed. 
   12. Contact Information
   13. Event Cost
   14. Related Content: this is a separate web address that can provide additional details or could be a registration form 
   15. Sharing & Privacy: If the event you are creating crosses into multiple calendars, you can suggest to other Calendar Managers to have the content included on their calendars as well. 
4. After completing the form, click Save. 
5. 
6. Your event will now be available in the calendar event list. 
   

Hide/Publish an Event

In Campus Calendar, events that are marked as Live are published to the calendar event list. Hidden events are in draft form and cannot be seen when looking at the list of events on the public calendar. Events that have been submitted using the Event Submission form will be identified as Hidden events to be reviewed and then made Live. Calendar Managers will receive an email from the Campus Calendar tool when a new event has been submitted for your calendar. 

1. Click on the link from the email notification or login to Campus Calendar admin panel.
    
2. Click Your Events > Your Events.
   
3. Use the filter options on the right side of the screen to locate the event(s) to be hidden.
4. Click the dropdown next to the event title and select either Live or Hidden as appropriate. 
   
5. The event list will be updated accordingly. 
6. Click Save these changes to apply the changes before leaving the page. 
   

Review/Approve an Event Suggested by Another Calendar Manager 
After an event is submitted through the public form, Calendar Managers must review and approve an event before it will appear Live on the Campus Calendar event list. Follow these steps to access submitted events, edit events (both submitted and calendar manager created), and approve events to appear live on the event list. 

1. Login to the Campus Calendar admin panel
2. Click Your Events > Your Events
   
3. Suggested events will appear at the top of the page.
   
4. Click Preview to view the event as submitted. 
5. If edits are needed, click Edit Original and make any changes necessary following the form field instructions above. 
6. If additional information from the submitter is needed, click email. 
7. To accept the event as is, click Accept as live. 
   

Edit Events

1. Login to the Campus Calendar admin panel.
2. Click Your Events > Your Events.
   
3. Use the filter options on the right side of the screen to locate the event(s) to be edited.
   Events that have been submitted but not published, as well as Calendar Manger created events, will appear in the event list as Hidden.  
   
4. Click the Event Title to make any changes necessary following the form field instructions above. 
   
5. Click Save. 

Delete and Restore Events

1. Login to the Campus Calendar admin panel. 
2. Click Your Events > Your Events.
   
3. Use the filter options on the right side of the screen to locate the event(s) to be deleted.
   
4. Click the checkbox to select one or more events
5. In the dropdown at the top of the list, select Delete and click Go. 
   
6. Click OK to verify the deletion. 
   
7. To restore deleted events, click Toolbox > Deleted Items. 
   
8. Click the checkbox to select the event(s) to restore. 
9. In the dropdown at the top of the list, select Restore and click Go. 
   
10. The event(s) will now appear in the Your Events list.