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Posting To Your Calendar

Overview

  • Every unit has a calendar.
  • The unit calendar can be used to populate other calendars through tags.
  • Tagging is important in using the calendar system.
  • Calendar pages can be very simple or as complex as a regular page

Accessing the Calendar

Your unit's calendar is located under "Offices" and then your unit name. To access it, click on your unit's name under Offices in the tree pane of the websites view. Next, double-click on the calendar page in the pages pane.

All unit calendars will be set up in calendar view, showing only the events from that particular unit.

Adding a New Event

On the main calendar page, click the "Add New Entry" button at the top of the calendar view:

calendar-add-new-entry

This will generate the Create Entry dialog:

calendar-create-entry-dialog

Short Title

This is a shortened version (if applicable) of the event title. The field is limited to 45 characters. This title is only used where space is limited.

Title

The full event name should be entered here.

Note: If your event name starts with a number or special character, enter the title without the number or special character here. You can correct it after the event page is created.

Description

This is where you enter the description of the event. For most events, this will be the full event information. This appears in the "List Events" component in the date teaser view and in the pop-up from the calendar view.

Event Tags

The event tags allow your event to appear on specific calendars. To select tags, click the down arrow on the right side of the tag field to bring up the tag selector:

tags-scroll-categories

The tags are set up in categories, which you can access by clicking the arrows on the left and right sides of the category tabs. To navigate the hierarchical tags within each category, be sure to only click the to the left of the tag. Clicking directly on a tag selects that tag.

Your tags will appear as blocks in the tags field:

tag-hover

Required Tags

Organizational Unit

You must tag each event with your organizational unit. Units are organized by University organizational chart under the "Organizational Unit" category. If an event is being sponsored by more than one unit, the event should be tagged with each unit.

Building/Campus Location

You must tag each event with the building in which it is taking place. There are tags for each campus building and additional spaces such as Kaufman Mall. When the event is displayed, CQ will display the contents of the Location/Room field followed by the building/location tag.

For example, if the event is tagged with Constant Hall and the Room field is 1032, CQ will display the location as 1032 Constant Hall.

Reach/Audience

Each event should be tagged with its reach (who is eligible to participate). The reach tags are located under the Calendar category and the Reach subcategory. These will appear as a comma-separated list after the words "Open to:" on your event listing. Please note that "Campus Community" is hierarchical tag that divides the campus community into smaller subsets in case, for example, your event is only open to graduate students.

Free Events

If there is no charge for your event, you should tag it with the Free tag under the Calendar category and Cost subcategory. This will cause CQ to indicate that the event is free.

Optional Tags

You can also utilize appropriate tags under the Attributes category to specify the event type. These are used to populate specific calendars. For example, an "Arts" calendar might pull all items tagged with any subtag under "Culture & Entertainment," regardless of which unit posted it.

Future CQ development will enable users to see only calendar events belonging to a specific category. This functionality will be based off of these Attribute tags.

University Master Calendar

Most events should be placed on the University's master calendar. To place your event on the master calendar, select the University Master Calendar tag under the "Calendar" category.

A Note on Tags

You should not tag something with a particular tag and its parent tag. When a component is pulling items based on tags, if it selects the parent tag and is set to traverse below, it will pick up items tagged with the parent and its child tags.

Example: An event is tagged with "Dance." A List Events component is set to pick up anything tagged "Culture & Entertainment" and to traverse the tags. This List Events component will list the Dance event because "Dance" is a child tag of "Culture & Entertainment."

Fee

If your event is not free, you should enter the entrance/participation fee here. Note that if you have added the "Free" tag above, it will override anything entered into this field.

Location/Room

Enter the actual room number/name here. If your event is in 1032 Constant Hall, you will tag the event with Constant Hall and then enter 1032 here. CQ will display the location as "1032 Constant Hall."

If your event takes place in a named, rather than numbered, location, please enter a comma at the end of the named room. For example, you would enter "Board of Visitors Room," and tag an event with "Webb University Center." This would cause CQ to display the location as "Board of Visitors Room, Webb University Center."

Start Date

Enter the start date and time for your event here. If your event is an all-day event, leave the start time as the default. You will need to change this in the Edit Event dialog after the event is created.

Important Note on Start Date

After you click the "Create" button, CQ creates a page for your event and places it in the archive based on the start date. So if you enter an event start date as 04/13/2013, CQ will place the event page under ../calendar/2013/04 and place that event on the indexes for 2013 and April 2013.

End Date

Enter the end date and time for your event here. If your event is multi-day event (either recurring or spanning), you will need to set up the span or recurrence in the Edit Event dialog after the event is created.

Image

Certain calendar views will show an image associated with the event. You can set this image here. Switch the tab to the Image tab to reveal the Event Image dropzone. Find your image in the finder and drag it into the dropzone. After placing the image, it is recommended that you crop it to Landscape.

After clicking "Create," the image you place here will automatically appear in the standard float placed on the page.

Editing the Event

Once your settings are correct in the Create Event dialog, click "Create." This will generate your event page. The page will have the Event component at the top, followed by a float with an Image component (pre-populated with your image from the Create Event dialog, if you set one) and a Text component:

event-new-setup

If all of this information is correct and you do not need to change or add anything, you can simply click Activate Page on the page tab of the sidekick.

If your event is an all-day event or is spanning or recurring, you will need to edit your event. Click the Edit event button on the Event component to bring up the Edit Event dialog:

event-edit-event-dialog

The options presented here are the same as in the Create Event dialog, with the exception of the From, To, and Repeats fields.

All Day Event

If your event is an all-day event, such as a deadline, check the All day checkbox. This will remove the time selectors. In a List Events listing, CQ will only show the event date.

Repeating Events

If your event runs continuously from one day to another day, enter the start date and end dates (and times) and leave the Repeats dropdown as "Does not repeat."

If your event runs from a specific time to a specific time each day for several days, set the start and end dates as the same and set the times as appropriate. Then select how the event repeats from the "Repeats" dropdown.Enter the end date and time for your event here. If your event is multi-day event (either recurring or spanning), you will need to set up the span or recurrence in the Edit Event dialog after the event is created.

Examples

Spring break runs March 11 - March 16, so you would set up this event:

event-set-up-spring-break

A career fair runs from 9 a.m. to 4 p.m. every day from February 11 to February 15, so you would set up this event:

event-set-up-career-fair

Important Note: After you set up a repeating event and click Save, CQ will appear to "hang." Simply click the stop "X" in the address bar and then click the refresh button.

Additional Event Page Elements

When you are satisfied that your event is set up correctly, switch your sidekick to the page tab and choose Activate Page.

Deleting an Event

If you should need to delete an event, open up the event page. Switch to the page tab in the sidekick and choose "Delete Page." This will delete the event, event page and its occurrence in any List Events component listings.