OU Calendar Powered by Helios

Overview

OU Calendar uses a seperate log-in and interface from OU Campus. From this interface, you can add and manage events, locations, and various reports and newsletters. Events can either be directly added by administrators or submitted by other users for approval. 

OU Calendar - Helios

Items displayed on the calendar will not only have time and date, but location. In addition, categories can be configured so that visitors can filter displayed events by category (e.g. Athletics, Arts Performances, etc.). 

Setting Up Your Calendar

When OU Calendar is purchased, Pro Services will work with you to configure it. Basic styling is applied to the calendar, often a header and footer, so that it matches the look and feel of your website. OU Calendar also contains the ability to import events from a CSV; for instructions on importing a calendar, visit the Tools page

Your OU Calendar can also be connected to a third-party account such as Facebook or Eventbrite via API Settings.

Basic Functionality

When logging into the OU Calendar interface, you will see statistics and overall information for your calendar. 

Home Page of Helios OU Calendar

 

This is your home page. The menu on the right-hand side will always contain the options to view the public calendar and manage any third-party accounts connected to your OU Calendar. Additional options may appear depending on where in the system you are.

The navigation items on the top menu are:

The links above lead to full support site pages on those functions. Below you will find instructions on the key operations of OU Calendar

Creating Categories

Categories are used to sort and filter events. It is recommended that you create your categories before you start adding events, so that the categories are available during the event creation process. Categories can also be nested (for example, the broad "Science" category can contain within it the categories "Physics," "Chemistry," and "Biology"). When users filter events with these categories, filtering by the broad category will display all events marked for categories underneath. 

Categories Screen

To add a category:

  1. Hover over the Events menu in the top bar and select "Category Management" under Categories.
  2. Type in the name of the category.
  3. If you wish to nest it under an existing category, select the parent category from the drop down.
  4. Select Save Category.

Categories can also be edited and deleted from this screen. 

Adding Locations

Like categories, locations are configured before adding events and are then selected from a list when creating the event itself. The New Event form has fields for filling out an address, but a location created in OU Calendar has additional options for data that will automatically load into the event when the location is added.

Adding a New Location

To create a new location:

  1. Hover over the Locations menu and select "Add Location" under Edit Locations.
  2. Fill out the Location Details. This includes the name of the location and any description you wish to add. The description can be styled through a WYSIWYG editor. A location can also be set to "Public" or "Admin only" (controlling whether or not public users can select it when submitting events), and an image URL added. 
  3. Enter the address of the location.
  4. Enter contact information associated with the location, if applicable.
  5. You also have options to add the location to your Eventbrite calendar and get a short URL.
  6. Select Save Location. 

Adding and Managing Events

Events can be added in one of two ways. One way is to create them as an administrator and add them directly to the calendar. Other users can also submit events via the calendar, which can then be approved and added. 

To create a new event:

  1. Hover over the Events menu and select "Add Event" from under Edit Events.
  2. Fill out the Event Details. This includes the name of the event and any description you wish to add. The description can be styled through a WYSIWYG editor. A price can also be stated (though this does not affect actual ticketing) and an image URL added.
    Creating a New Event
  3. Set the Date & Time of the event. 
  4. Choose the Registration. The options are to not allow registration, have users register through OU Calendar, or register through Eventbrite. 
  5. Under Settings, you can configure various options for displaying the event, including whether it is Featured (granting it more prominent styling) and which categories it falls under. Multiple categories can be selected.
  6. Enter Location Information. Typing the name of an existing location will allow you to choose it and automatically fill out that data; otherwise, manually enter the address.
  7. Enter Contact Info for the event.
  8. API Publishing Options allows you to publish the event to other accounts you have configured with your calendar (Facebook, Twitter, and Eventbrite). You can also get a shortened URL.
  9. Save Event. It will now appear on the calendar.

To edit an existing event:

  1. Hover over the Events menu and select "Edit Event" from under Edit Events.
  2. Search for the event you wish to edit. Criteria include date of event, location, category, keywords, and the user who made the event. Selecting a category is required. 
  3. Choose your event from the search results. 
    Event Search Results
  4. You will then be taken to the same form interface as creating a new event. Other options include bulk editing and recycling events.
  5. Make and save the necessary changes.

To approve an event submitted by another user:

  1. Hover over the Events menu and select "Pending Events" from under Manage Events.
  2. From the list of submitted events, select the edit icon (the pencil and paper) for the event you wish to approve. Events can be declined by selecting the checkbox and clicking Decline and Delete Selected Events.
    Pending Events
  3. This will take you to the same event information form, from which you can save and create the event.
  • You can select a checkbox to notify the submitter by email that their event has been approved.

To submit an event from the public calendar:

  1. From the calendar, select the Submit button.
  2. Enter the image text to verify you are not spam.
    Submitting an Event
  3. Enter your contact information. If the administrator chooses, you will be notified by email when your event is added to the calendar. 
  4. Fill out the event details, including name and description, date and time, category, location, and contact information. You can also add a message for the administrator that will not be displayed on the calendar.
  5. Select Submit Event.

Help

The Help menu contains one item, "About Helios Calendar," under which is listed version and support requirements, license, and other about information.

Additional Helios documentation can be found on their site.