Calendar training


Go to calendar.augusta.edu/login/ to sign into your account.

Any member of the Augusta University community can sign up for an account to create events for the calendar. Please note that all events must be approved by the Calendar Administration team located in the Division of Communications and Marketing.

Use this page to create new events, or modify existing events in the calendar. Events are the things that happen, associated with one or more dates. They appear on the calendar for visitors to see and interact with, as well as search for.


Event Options Tool Bar

Use the Event Options tool bar to add additional information to your events. By using the Event Options tool bar you can add: Categories, Locations, Contact information, Images, attachments, and Items for sale or Registration. You can click an icon to add this type of information to your event.


Event Options Tool Bar  
The Event Option Tool Bar Contains the following items:


Event Options Accordions

Use the Event Options Accordions to add additional information to your events. These accordions correlate to the Event Options tool bar, allowing you to add: Categories, Locations, Contact information, Images, attachments, and Items for sale or Registration. Click an accordion to add this type of information to your event.


Event Options Tool Bar


Name of Event

The shortest description of an event is its name. The name of your event will appear by default on all calendar views when visitors are looking for events on your site. Active Calendar requires that every event has a name and allows for up to 100 characters in this field.

 


Event Details

The primary information area for your event. In this area you will provide all of the basic information about your event.

Basic information includes: an event summary with the option to add a full description with rich text formatting, the schedule for your event, and the time zone of the event. Once you have provided a name for your event this area also contains the URL assigned to your event. This area also is used to determine if the event should be private or highlighted. You must supply at least a summary and date to create an event.


 

Summary

The short description of the event, up to 250 characters.

Quickly introduces your event, appearing on select calendar views. Use this space to grab the attention of persons browsing your site, to entice them to click on the event, to see the event’s full details. 

Add a full description

The complete description of the event, up to 100,000 characters



Event Options Tool Bar

By default, if you select this box, the system copies the current text in the summary into a  Full Description  area. This area is not limited to 250 characters, so you can more fully describe your event. The full description supports formatting, like bullet points, numbered lists, and hyperlinks. Additionally, the full description area allows for HTML format. The description does not show on all views of the calendar site. It only shows on the event details page, when a site visitor clicks the event name or the event details icon. 

When is the event

Provide information about the date and time of your event here.



When is the Event

In this area you can create a repeating pattern or schedule for events that occur on more then one day, or provide the start and end date for events that only occur on a single day. Additionally this area allows for you to denote events as All Day events, for your events that do not have a set start and end time. A start date, end date, and time zone, are required. The other date and time fields are optional.

    • All Day: Select this option if the event lasts all 24 hours in the date range specified. You can also select this option if the event does not have a set start and end time.


    • This event repeats: Select this option to specify how often the event recurs (daily, weekly, monthly, etc.). If you select a recurrence option that requires it, an additional area opens for you to further specify the recurrence parameters.


  • Do not show end date/time: Select this option to display only the start date and start time of an event. An end date and end time are still required to publish the event. This ensures the event will properly download and be displayed in personal calendars (such as Google Calendar and Microsoft Outlook) as well as in Event Sharing.

 

Timezone

Select the time zone in which your event occurs.

Events in Active Calendar take place in a single time zone and each event requires that a time zone is assigned to it. Your site administrator has set the default value for the time zone for your events. In this drop down field you can select the appropriate time zone for your event.

URL

Every event you create in Active Calendar has a unique URL

Your event is identified in your calendar by a unique URL appended to the web address of your calendar site. By default, the URL is http://go.activecalendar.com/yourdomain/event/event-id. You can change the appended event-id in the URL of your event, but only valid URL values are accepted. Also, you cannot change the domain of the URL; only the value that appears after the last slash (shown as event-id). 

Make this event Private

Selecting the Make this event private option hides the event from the general public.

The event will only be visible to persons visiting the calendar site that have a valid username and password, with appropriate rights and privileges, that are logged into the site. Additionally, events that are private will not be shared to "aggregate" sites, and will (by default) be excluded from Sharing, (Javascript, XML, iCAL, CSV feeds). 

Highlight this event

Prominently feature events on the top of the calendar. Only calendar administrators may highlight an event. 

All events become part of the calendar site, and are arranged by default in ascending date-and-time order. Selecting the option to highlight the event will predominantly display the event on the top of the event list.

  • Highlighted Events must occur within the next 30 calendar days to be displayed.
  • Highlighted Event must have an image to be displayed.
  • By default, the next 4 Highlighted events will be displayed.

 

Specify Publish/Unpublish Times

When publishing events to the calendar this feature allows to you specify a range of dates during which the calendar event will be visible to visitors on the calendar. The following options are available:

    • Publish Date/Time: Specify a date and time which the event will begin to be displayed on the Calendar.
      • Please note: an event must be approved prior to being visible to visitors on the Calendar.

 

  • Unpublish Date/Time: Specify a date and time which the event will no longer be displayed on the Calendar.


When using this feature the following three configurations are acceptable.

  • Specify a Publish Date and Publish Time Only.
  • Specify an Unpublish Date and Unpublish Time Only.
  • Both a Publish and Unpublish Date and Publish and Unpublish Time.




Categories & Keywords

Classify your events to make them easy to find.


Categories and Keywords

Accessed by clicking the "Categories" image in the Event Options Toolbar this area allows you to specify values to make your events easier to find when a visitor searches your calendar site. This option consists of two content areas: Keywords and Categorization.

Keywords

Assign tags to your events here. This makes them easier to find when searching and sharing.

Keywords help users search for events, and are useful for grouping together related events that do not share the same categorization structure (see Categorization). For example, you can use the keyword “Summer” to link together events like the opening of the community pool, the ice cream truck schedule, and summer play dates. 

  • Separate each keyword with a comma. To add the keywords free and open to the public you would type free, open to the public,

 

Categorization

Group similar events together using Categories. This makes them easier to find when searching and sharing.

Categorization supports assigning predefined category values to your events. These values are created and maintained by the administrator in the site settings page.

You can assign as many, few, or no categories to your event. Categories are best used for grouping similar events, such as placing all alumni events under an alumni event category, or all student life events under the category , “Student Life”. 

  • To add a category to an event, click the checkbox to the left of its name.
  • When enabled, any color codes added to a category will be displayed to the left of the Category Name.


Categories with color codes


Locations

Where does your event take place? Select, or type a location name here.

Accessed by clicking the "Locations" image in the Event Options Toolbar this area allows you to specify locations to make your events easier to find when a visitor searches your calendar site. 

Location

Specify where your event is occurring, you can assign one or more locations to your event. Administrators create and maintain Locations on the Site Settings page. We recommend selecting only the lowest-level location for your event in the tree structure, to avoid duplication. For example, if your location structure is Bethlehem > Active Data Exchange > Conference Room. You should select only  Conference Room .


Contact

Who should be contacted with questions regarding the event?

Accessed by clicking the "Contact" image in the Event Options Toolbar this area allows you to specify values for who to contact for your event. This information is publicly displayed for each event.

Contact Name

The name of the person to contact for this event.

Contact Phone

The phone number of the person to contact for this event. You can specify the extension in the field below. This field is not limited to only numbers, so you could put 555-Calendars if you choose.

Contact Phone Extension

The extension number of the person to contact for this event. This field is limited to only numbers, and only allows for 5 digits. 

Contact Email

The email address of the person to contact for this event. Clicking on the contact email will open your default email client and allow you to compose a message to that person. 



Images

Accessed by clicking the "Images" image in the Event Options Toolbar this area allows you to upload images to your events to make them more enticing to a visitor of your calendar site.

 

Images Information

You can upload a maximum of 5 images, that are up to 3mb each, per event. Please note that some of the sharing functionality of Active Calendar requires that your image be at least 300 x 300 pixels large. It is recommended that you upload the highest quality images available so image quality is maintained for visitors of your calendar site. 

Adding Images to Events

Images can be uploaded to an event, or added to the event from the Media Library. To upload a new image to an event follow these steps:



Image accordion on create an event

  • Browse... Click to open a file locator window, from which you can add one or more images to your event.

  • Upload: Click this link after selecting an image to attach to your event. Images you have chosen display below the Image box. Select the check box in an image's top left corner to designate it as “primary.” Your primary image is displayed first on your calendar page.

  • Primary Image Checkbox: Located at the top left of an uploaded image selecting this check box sets an image as the primary image. A Primary image is the image used in the default listing of events, and is more prominently featured when a site visitor clicks on your event to see the details. NOTE: Even if your event only uses one image, you must select this checkbox. It is required for at least one image per event. 

  • Alternate Text: Each image has a label of up to 100 characters that displays when moused over. It is also used by visually impaired web browser assistance applications for WCAG conformance. By default, this text is the file’s name, but in most cases you can choose a better name for it. If you keep the file name, it’s best to remove the file extension (.jpg, .gif, or .png).

  • (Delete image) Click the red X to remove that image from the event.

 

To add an image to an event using the Media Library follow these steps


  • Click "Media Library"
  • A list of images will be displayed, click the "Select" link to the left of the image you wish to use.




Attachments

Accessed by clicking the "Attachments" image in the Event Options Toolbar this area allows you to upload attachments to your events to include additional information or files to a visitor of your calendar site.

 

Attachments Information

Attachments are limited in two ways. Events can have a maximum quantity of 5 attachments that total up to 10mb per event. For example, you could upload 5x 2MB attachments, 3x 3.3mb attachments, or any combination that does not exceed the quantity (5) or size (10mb) limit. 

Adding Attachments to Events

Attachments can be uploaded to an event, or added to the event from the Media Library. To upload a new attachment to an event follow these steps:



Image accordion on create an event

  • Browse... Click to open a file locator window, from which you can add one or more Attachments to your event.

  • Upload: Click this link after selecting a file. Files you have uploaded display below the Attachment box. 

  • Display Text: Each file has a label up to 100 characters long that displays as a link. By default, this text is the file’s name, but you can change it to something better. If you do keep the file name, it’s best to remove the file's extension (.doc, .xlsx, .pdf, etc.). 

  • (Delete attachment) Click the red X to remove that image from the event.

 

To add an attachment to an event using the Media Library follow these steps


  • Click "Media Library"
  • A list of files will be displayed, click the "Select" link to the left of the file name you wish to use.






Products

Accessed by clicking the "Products" image in the Event Options Toolbar this area allows you to add Sale Items and registrations to your events. If you are interested in adding this feature to your event, please contact the calendar team at calendar-admin@augusta.edu.

Products can be used to sell tickets, merchandise, or even free registration for events.

Registration and Products

Users can register to attend or purchase items for your events in one of two ways. Each option has its unique benefits, which are highlighted in the sections below.


To choose the manner in which users will register or purchase items for your event you must choose one of the two available options: "On the Event Details View" or "In a Separate Window" 

    • On the Event Details View: Selecting this radio button will require that all information collection (things like quantity, type, etc.) are collected on the event details page. All of the items available for the event will be displayed in a "Register" container, below the event details.


  • On a Dedicated Form: Selecting this radio button will require that all information collection (things like quantity, type, etc.) are collected in a new browser tab or window. All of the items available for the event will be displayed on the new window. The only information that will be displayed on the event details page is an icon labeled "Register". Clicking on that icon will open the new window.


Registration method, details and dedicated form

Registration products share quantity

You can configure an event to "pool" or link all products together to share quantity. For example, you may have a maximum capacity of 100 regisrations, but you can sell any number of Student Regisrations, Staff Regisration, or Guest Regisration, up to a total of 100.

Registration method, details and dedicated form

    • Click the "Registration products share quantity" option for your regiration items to share quantity.


Please note, only items added with a product type of "Registration" can share a maximum quantity. 

One Click Registration

You can configure registration items to use an "express checkout" with the One Click Registration feature. When enabled, the person registering for the event will bypass the confirmation page. This allows for immediate registration from the event details or dedicated registration form.



Enable One-click Regisrtation

    • Click the "One-Click Registration" option to enable this feature


Please note, One Click Registration applies to all Items applied to an event with a product type of "Registrant". Additionally, if a user already has items in their shopping cart, one click registration will not be applied. The user will complete the normal checkout process, which includes a confirmation screen.

Adding Products to Events

If you are interested in adding products or registration to your event, please contact the Calendar Team at calendar-admin@augusta.edu.


Extras

Custom Event Fields Information

This area only appears on sites where your calendar administrator has configured additional fields of information to collect for each event. Required fields are marked with an asterisk (*) symbol. These fields can be configured by your calendar administrator to be text boxes, multiple choice drop downs, as well as radio buttons. 


If you need any assistance getting your event listed on the university calendar, please call the Office of Communications & Marketing’s web team at 706-721-5929 or email the Calendar Team at calendar-admin@augusta.edu.