Event Admins

Unable to Edit Your Event

Anonymous — Wed, 19 Jan 2022 00:31:29 +0000

Unable to Edit Your Event Anonymous (not verified) Tue, 01/18/2022 - 17:31

If your event is designated as a Featured event, you will not be able to edit the event. The event will also not show up in your Live Events feed on the Event Admin dashboard.

Only the main University Event Calendar Admins may designate an event to be a Featured event. Featuring events are ways to give extra attention to specific events that are likely to attract broad interest from members of the �� Boulder community and the general public.

How to tell if an event is a featured event.

Featured events live in the Featured Events Carousel at the top of the university calendar homepage.

You will also see the Featured Event tag under Event Type on the event's page.

Request Edits to a Featured Event.

If you need to make edits to an event that has been designated as a Featured Event, or cancel the event please email websupport@colorado.edu for assistance. Include the

Name of the event:
Event URL
Content to update or event status that needs to be changed.

Removal from the Featured Events Carousel

Once the event is over, it will automatically be removed from the carousel. It will retain its Featured Event tag.

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Ticketing and Registration (For Event Admins)

Anonymous — Wed, 03 Nov 2021 18:49:12 +0000

Ticketing and Registration (For Event Admins) Anonymous (not verified) Wed, 11/03/2021 - 12:49

To add ticketing or registration information to your event, click the Ticketing & Registration tab.

Use Localist Register: We do not have this option enabled on the platform

Ticket Cost: Enter any number with accompanying text, such as $10 door. If the event is free then leave this field blank.

Registration URL: Add a Buy Tickets or Register button to your event.

Buy Tickets Button: If a price is entered in the Ticket Cost field, the link added to this field will default to say Buy Tickets.
- There are University policies around collecting monies for an event. University approval is required. Please see Event Ticketing for Event Admins for more information.
Register Button: If the event requires registration put the registration URL here and be sure to leave the ticket cost field is blank.

Important note: Events asking for payment must comply with university policies first. (Link to tutorial with Registration with payment)

Eventbrite ID: If you use Eventbride add the Eventbrite ID.

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The Group Photo

Anonymous — Fri, 01 Oct 2021 21:12:40 +0000

The Group Photo Anonymous (not verified) Fri, 10/01/2021 - 15:12

The group landing page may display a custom photo. Group officers may request a custom photo which requires a calendar platform administrator to update the image. This image will also be displayed when an event does not have an uploaded image. The image should not have embedded text on the image – It would be acceptable to have the name of the school, college or unit if it is legible on a small image but no other text. Also consider that the image must also look good when small on a mobile device or in the small block template designs that use the small image style.

The image needs to be cropped as a square 250x250 px up to 500x500px

Email websupport@colorado.edu to add a group photo or to make group photo changes.

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Group Officer Role

Anonymous — Fri, 01 Oct 2021 21:08:20 +0000

Group Officer Role Anonymous (not verified) Fri, 10/01/2021 - 15:08

Group Officers may edit the group landing page description, approve events submitted to the group calendar and approve followers.

This role allows you to:

Edit the group description, and add any other information such as linking to social media accounts, and group photo with coordination with our office.
Group officers can decide to require officer approval for all events. The default is set so no group officer approval is required but we can change this setting for you if needed.
Connect and display an RSS feed for group related news and blog posts.
Group officers can send messages to followers directly.

To request group officer permissions for a group calendar, please submit a support request.

Request Group Officer Permissions

Group Calendar Fields:

Name: Set when Group is first create by calendar platform administrators. Email websupport@colorado.edu for any name changes.
Description: (group officer may edit)
Group Website: usually set when Group is first create by calendar platform administrators.
Twitter User Name: (optional) - requires calendar platform administrator to update.
Facebook Page: (optional) - requires calendar platform administrator to update.
Vanity URL: (optional) - requires calendar platform administrator to update.
Group Type: set when Group is first create by calendar platform administrators.
By Interest: set when Group is first create by calendar platform administrators.
A-Z Listing: set when Group is first create by calendar platform administrators.
By College, School & Unit: set when Group is first create by calendar platform administrators.
News Feed RSS URL: (optional) - requires calendar platform administrator to update
Photo: (optional) - requires calendar platform administrator to update

The Group Photo

The image you would like displayed on your group calendar landing page and requires a calendar platform administrator to update the image for you. This image will also be displayed when an event does not have an uploaded image. The image should not have embedded text on the image – It would be acceptable to have the name of the school, college or unit if it is legible on a small image but no other text. Also consider that the image must also look good when small on a mobile device or in the small block template designs that use the small image style.

The image needs to be cropped as a square 250x250 px up to 500x500px

Email websupport@colorado.edu to add a group photo or to make group photo changes.

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Events and Accessibility

Anonymous — Tue, 01 Sep 2020 21:14:13 +0000

Events and Accessibility Anonymous (not verified) Tue, 09/01/2020 - 15:14

All content entered into the University events calendar must be ADA compliant. Please review the following basic accessibility requirements.

Basic Accessibility Checklist

Avoid All Caps - Screen readers may read text that is written in all caps as the letters instead of the words. All caps is generally harder to read because the words lack the shape of letters.
Lists - Use lists to group similar information, such as topics covered in a talk. Lists are easier for all users to consume. Lists are well supported with assistive technology.
Links should be clearly labeled, descriptive, and readily identified. Link text should make sense when read by itself; using generic labels like "click here" and "more" without the use of a supplemental description is discouraged. Do not use the raw URL address for your link text.
Images that convey information or meaning must have descriptive alternative text. Images of text are discouraged. You may use an image that has a few words such as "Coffee Hour" where you may include the text in the image in the photo caption.

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Add to Calendar Button

Anonymous — Tue, 07 Jul 2020 22:13:20 +0000

Add to Calendar Button Anonymous (not verified) Tue, 07/07/2020 - 16:13

The University events calendar has subscribe buttons so users may add an event to their calendar of choice. This feature makes it easier to avoid calendar conflicts and allows visitors to set up their own reminders. You may create your own Add to Calendar button on a page of your site highlighting the event so visitors can add the event to their own calendars, without going the university events calendar site.

Add your Event to the University Events Calendar

Follow the Add an Event tutorials to add your event to the University events calendar. Note: If you do not want your event to be public on the University events calendar you may configure the event Visibility. Learn about the Unlisted, or Restricted visiblity options in the Add Events (for Event Admins) tutorial.

Locate the Subscribe link URL

When your event is live on the calendar, navigate to the event. You will want to copy the Subscribe link URL to create your button.

Right click on the subscribe button for the calendar platform you would like to use and select Inspect.

Locate the URL in the code and copy the element.

Create Add to Calendar button

Follow the button shortcode tutorial to create your Add to Calendar button using the subscribe link for the button URL.

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Troubleshoot Finding an Event

Anonymous — Tue, 02 Oct 2018 04:38:13 +0000

Troubleshoot Finding an Event Anonymous (not verified) Mon, 10/01/2018 - 22:38

Common Error:

If you add an event but do not assign the event to a group, you will not be able to find the event using the Calendar Admin dashboard.

If you need to edit an event that you did not assign to a group you will need to scroll through the events calendar homepage to the date of the event to be able to find the event.

Click the event title to be taken to the event details page.
On the event details page, Click the Admin Event Editor button to go the Event Admin form to modify the event and assign it to your group.

Event Admin's are given permission to add events on behalf of groups they have permission to add events for. The Event Admin dashboard reflects the events for your group permissions.

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Recurring Events (For Event Admins)

Anonymous — Tue, 02 Oct 2018 04:36:27 +0000

Recurring Events (For Event Admins) Anonymous (not verified) Mon, 10/01/2018 - 22:36

A recurring event is any event that happens more than once. Instead of entering two or more separate listings, the event form offers recurring options that connects the various dates to one listing that will be displayed on the respective results pages for each instance.

Recurring events include two layers:

Event: This is the overarching “thing that is happening,” for example an Open Lab event.
Instance: If the Open Lab event spans multiple days then each day is one instance.

Creating a Repeating Event

When creating an event, you will see a Schedule section that contains all date related details.

As soon as you enter a valid start date, you will see the Summary updated to reflect the field data as well as the Add Above to Schedule button activated.

Once you have entered a start date and times, use the Repeating drop down to create your custom schedule. The options in the drop down will dynamically update to correspond to your start date. For example, “The 1st day” would say the “The 2nd day” if the start date was March 2nd and not March 1st.

Every day (Sunday – Saturday)

Every = 1 day – 30 day pattern
Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

Every weekday (Monday – Friday)

Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

Every Mon, Wed, Fri

Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

Every Tue, Thu

Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

Every week

Every = 1 week – 30 weeks
Repeat on = Only recur weekly only on the days checked off
Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

The 1st day (corresponds to numerical calendar date entered) The repeating options will update based on the date (other options you may select every 15th day if you type in Nov. 15)

Every = 1 month – 30 months pattern
Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

The first Wednesday (corresponds to day of the week of start date) The repeating options will update based on the day of the week (other options you may use "the third Friday")

Every = 1 month – 30 months pattern
Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

Every year (corresponds to exact date)

Every = 1 year – 30 years pattern
Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

Once you have completed all of the fields, confirm your schedule in the Summary then select the Add Above to Schedule button.

The dates will now be listed below in the Confirmed Dates section. From there you can delete or edit the times for individual instances.

Updating Your Schedule

Both adding a second (or more) schedule to the confirmed dates and overwriting the confirmed dates are both done by changing the previous data in the Schedule fields. If you are navigating back to an already saved event then these fields will be cleared.

Once your schedule is set one of the following options then save:

Add to = Include Above in Schedule button
Overwrite = Check off Overwrite scheduled dates

Same Day Instances

It is possible to have an event occur at multiple times on the same day or across all days in a schedule. Follow these steps:

Add the day/schedule with the first time frame
Select the Add Above to Schedule button
Navigate back to the start time and end time fields and enter the second time frame
Select the Include Above in Schedule button
Repeat

For Visual Learners:

[video:https://youtu.be/H-oIfYj2L3Y]

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Pending Events

Anonymous — Tue, 02 Oct 2018 04:34:48 +0000

Pending Events Anonymous (not verified) Mon, 10/01/2018 - 22:34

The Pending Queue is where all event submissions by basic calendar users will be sent to await approval by a Group Officer or Event Admin before they are posted to the calendar.

Note: Group Officers and Event Admins do not receive notification of events that need approval so you will need to log into the Events Calendar to check the pending events page for your group.

What events go into the pending queue?

If you create an event by clicking on the Submit an Event button on the front of the calendar, your event will go to the pending queue. This is the case for users with event admin permissions and basic calendar users.
If you select an Academic Calendar filter, or a group that you are not an event admin for, your event will go to the pending queue. This is the case for users with event admin permissions and basic calendar users.
If you edit/ update an event by clicking on the Edit Event button instead of the Admin Event Editor button.

Event Notification of awaiting Admin Approval

Review the Pending Queue

From your admin dashboard,

Click the Pending Events quick link
Navigate to pending events via Events > Pending

Pending Queue Page

All pending events are listed starting with the event that is the furthest in the future.

Pending Queue Actions

Check the box next to the event/events you wish to manage.
Choose an action for the events/events
1. Verify: Selecting this button will approve the event and it will be immediately posted to the calendar.
2. Reject: Selecting this button will bring forth a message form to send to the submitter to detail why an event has been rejected. The rejection message is not required to reject an event.

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Modify an Event (for Event Admins)

Anonymous — Tue, 02 Oct 2018 04:33:42 +0000

Modify an Event (for Event Admins) Anonymous (not verified) Mon, 10/01/2018 - 22:33

Once you have submitted an event, you have the ability to modify, delete or copy the event. You may only modify or delete an event that you created.

1. Log in to the calendar with your �� Identikey and password

There are several ways an event can be edited:

Find the event page in event calendar and click on the “Admin Event Editor” link under the location map on the event page.
Search for the event using the administrative dashboard
1. or under the Events link select "live", use the search tool or look for the event in the chronological list of events
2. or use Future Events button on the dashboard

Any of the above methods will lead you to the event page. Editing or Copying an event saves you time so you do not need to create a similar event from scratch or if you have a series of events, you may modify the series. You may change the title, description, date and time, location and other information. Event type and department tags can also be added.

Add Additional Dates

Additional dates for an event can be added to an existing event by adding new dates in the schedule fields then clicking the “ Include Above in Schedule” button above the Confirmed Dates. Refine the new additional dates list as needed.

Remove an Event Type or Interest Tag

If you wish to remove an event type or interest tag, click on the red “X” on the right side of the tag box.

Save

Once all the necessary changes have been made, click on one of the “ Save Changes” buttons located on the top and bottom of the form.

You will see a box at the top of your screen confirming you have saved the event

Note: Deleting an Event

You may also delete an event if the event is a duplicate.

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