Events

Overview

Events Main Menu

Under the Events menu, administrators can create, approve, and manage individual events, as well as event series and categories. There are three categories:

Edit Events

There are three items under Edit Events: "Add Event," "Edit Event," and "Delete Event."

Add Event

The fields under "Add Event" are:

Event Details

Event Details

  • Title
  • Description: This field includes a WYSIWYG editor that allows for formatting of the description, as well as the ability to insert images, links, tables, and emojis, and various tools for reviewing your content (such as a spell checker)
  • Cost: Cost of attending the event. This field is purely text for informational purposes; it does not configure any sort of online ticket-buying abilities.
  • Image URL: If you wish to display an image with the event, the URL goes here.

Date & Time

Date & Time

  • Event Date: Choose from a calendar.
  • Start Time
  • End Time
    • Checking the "Override Times" box removes the start and end times from the event. You can then either select "All Day Event" or "Event Times to Be Announced"
  • Recurrence: Checking this box makes the event recurring, and brings up the following options:
    • Select the frequency of the recurring event (daily, weekly, monthly, every X amount of days, all weekdays)
    • Choose a date until when the event will recur

Registration

Registration

There are three options under the Registration dropdown.

  • "Do Not Allow Registration": no additional options appear, attendees cannot register for the event
  • "Use Helios Calendar RSVP": the following options appear:
    • Limit: The maximumum number of attendees who can register. Enter "0" for unlimited registration
    • Allow Between: The date range that attendees can submit their registration
    • RSVP Type: Choose between attendees registering for the individual event or for an entire series
    • Email Notices: Can be turned on or off
  • "Use Eventbrite for Registration": Turns on another series of options for Eventbrite in the API Publishing Options of the form

Settings

Settings

  • Status: Choose between whether the event is approved and on the calendar, or pending and not displayed
  • Billboard: Choose whether the event is on the Billboard or not. Billboard events are given a more prominent display on the public calendar with a sliding window where, once a Billboard event has passed, its place is taken by any other available Billboard events
  • Featured: Choose whether the event is featured or not on the day it occurs
  • Hide After: Select how long you want the event to be displayed before it is hidden from the calendar. The minimum amount is one day.
  • Categories: Choose at least one category that the event belongs to. Multiple categories can be selected.

Location Information

Location Information

  • Name Search: Search for the name of a location already existing in OU Calendar. Selecting that location will automatically fill in the address and all other information; there is no option to edit this information from the Add Event screen. For more information on Locations, click here.
  • Name: E.g., Becker Hall
  • Address
  • City
  • State
  • Zip Code
  • Country

Contact Info

Contact Info

  • Name: The person or organization attendees should contact for information about the event
  • Email
  • Phone
  • Website

API Publishing Options

API Publishing Options

  • Facebook: If your OU Calendar is connected to a Facebook account, selecting this will give you options for posting about this event. You can either post a status update, or the full event information.
  • Twitter: If your OU Calendar is connected to a Twitter account, selecting this will give you a field where you can enter a tweet about the event. A link to the event and a hashtag will be added by Helios.
  • Eventbrite: If you selected the Eventbrite registration option, these options will become available:
    • Organizer
    • Status (Live or Draft)
    • Privacy (Public or Private)
    • Timezone
    • Payment
    • Currency
    • Ticket Options (e.g. Adult, Child, Senior, Student), including ticket name, price, amount available, fee, and end date for sales.
      Saving the event will create an event in Eventbrite with purchasable tickets.
  • bitly: Checking this box will generate a shortened URL

Selecting Save Event will create your event and place it on the calendar for the public to view (unless specified otherwise). 

Edit Event

When you select "Edit Event" from the menu, you will be taken to a form where you search for the event or events you wish to edit. The criteria you can search by are event date, keywords, event location, category, and user who created the event. At least one category must be selected.

Searching for an Event

 
After you've run a search, any events that fit the criteria will be listed.

Listing of Events

The options for individual events are:

  • Edit Event (the pencil and paper icon): Brings you to the event information screen. For explanation of the fields, see the section on adding a new event.
  • Edit Event In New Window (the pencil and paper with a green arrow icon):  Opens the event information screen in a new browser window.
  • Recycle Event (the paper with green arrows icon): Creates a new event based on the information of the event being recycled. The original event is not affected

In addition, events can be selected to edit them as a group. When editing events as a group, the event information screen for the first event will be brought up. Any edits made to that event will be automatically applied to the others selected.

There are also additional options that appear on the right-hand side of the screen when editing an event. You can recycle the event or flag it for follow-up; if the latter, you will be prompted to write a note explaining why. Events needing a follow-up will appear in the Follow-Up Items report.

Side Menu

Delete Event

Selecting "Delete Event" also brings you to the event search. When viewing the search results, the options for individual events are the same as those in the "Edit Event" search results. However, one or more events can be selected and deleted. Deleting an event is permanent; there is no way to undo it. 

Manage Events

The items under Manage Events are "Pending Events," "Billboard Events," "Orphan Events," and "Create Series."

Pending Events

Pending events are those submitted to the account by others using the submission form on the public-facing calendar. Administrators then have the option to edit and approve events, or decline and delete them.

List of Pending Events

 

Editing an event takes you to the event information screen, from which you can save the event and add it to the calendar. Selecting and declining an event deletes it permanently. If events are submitted as a series, the whole series can be approved or declined as well. 

When approving an event, an email can also be sent to the submitter notifying them their event was approved. 

Billboard Events

Billboard events are displayed more prominently on the home page; once a Billboard event has occurred, it is removed from the display and the next Billboard event shown in its place. Selecting "Billboard Events" from the menu brings you to a listing of all events on the billboard; they can either be edited or removed from the billboard.

List of Billboard Events

Orphan Events

Orphan events are those that are not assigned to at least one active category or have no location information. Selecting the "Orphan Events" option from the menu brings you to a listing of any orphaned events; they can be edited, deleted from the calendar, or selected and mass-deleted.

List of Orphan Events

Create Series

In OU Calendar, an event that occurs on multiple dates (whether it is a recurring event, multi-day event, or multiple date event) is called an event series. An event series consists of multiple individual event records that are closely related and have been identified by an admin as such.

Selecting "Create Series" brings up the event search page. From the search results, select the events you wish to group together, and select Create Event Series. Those events will then be considered a series, and can be edited as a group.

Note: If an event is already in a series, adding it to another series will remove it from the previous series.

Categories

Categories are used to organize events. On the public-facing calendar, users can filter events by category to view more specific results. It is recommended you set up your categories with your calendar before you begin adding events.

Category Management

Selecting "Category Management" from the menu brings up a list of all configured categories, as well as the ability to add new ones and edit or delete existing ones.

Categories

 

To create a new category, simply type its name and select whether it has a parent category or not. Categories with parents are nested under that category (for example, "science" might be a parent category for "biology," "chemistry," and "physics"). When filtering on the calendar, filtering for the parent category includes all events in child categories. OU Calendar only allows for one level of nesting; that is, a category cannot be a parent if it is also a child. 

Editing a category allows you to change the name and parent. Deleting a category removes that specification from any events that have it, orphaning them.