Web Event Calendar User's Guide
Table of Contents
Introduction to Viewing Calendars and Events
Event allows you to view the schedule of events in whatever way best suits your needs. Choose list view or traditional calendar grid. Switch from month view to week view. Hide the event details. Start your week on Tuesday. You make the call!
Overview of the Web Event Calendar ScreenThe standard calendar screen has a pale grey icon bar at the top of the page that, reading left to right, contains search, options, print, help, and login/logout icons. (To the far right of the icon bar is the CityAlert.com logo.)
Beneath the icon bar is an optional calendar title area that may contain title and/or other calendar header information specified by the Web Event Calendar Administrator.
On the left-hand side of the screen above the calendar are three elements for navigating to a different timeframe: the "go-to-date" pull-down menus, the day/week/2-week/month/year tabs, and the displayed date which is sandwiched by next/previous arrows (in the Date & User bar).
On the right-hand side of the screen above the calendar is a pull-down menu for changing which calendars are displayed in the current view.
On the right-hand side of the dark blue Date & User bar, your current user status is defined. Just above that bar, assuming that you have sufficient privileges, will be a bright gold "Add Event" button.
Using the Event Navigation Tools
Date & User Bar: The left-hand side of the dark blue Date & User bar defines the date range currently on display. The right-hand side of the bar defines your current user status. (If you have not logged in to the current Event session, your username is "guest".)
Triple Arrows: The triple arrows that surround the date range currently displayed (such as <<<September 2010>>>) in the Date & User bar can be used to move forward or back one calendar page at a time. For example, in day view, clicking the forward arrows (>>>) will advance you a single day.
Timeframe Tabs: The yellow and blue file folder tabs (labeled day, week, 2-week, month, and year) allow one-click access to a different timeframe. For example, if you are currently in month view, clicking the week view tab will bring you to a screen showing only the week which contains the active day. (The active day is either today's date, or whichever date you have most recently acted upon.)
Go-to-Date Menus: To visit a specific date, select the appropriate month, day and year using the "go-to-date" pull-down menus (just above the file folder timeframe tabs) and click the "Go" button. (The date will be displayed in the current timeframe view. So, if, while in month view, you selected September 20, 2010 with the "go-to-date" pull-down menus, the month of September will display and the 20th will be highlighted as the active day.)
Each time Event loads a new screen, the "go-to date" pull-down menus default to today's date. Therefore, the recommended way to refresh your screen and see the most recent changes other users have made to the calendar, is to click the "Go" button associated with the "go-to-date" pull-down menus (rather than using your browser's "Reload" or "Refresh" button.)
Choose Calendars: To change the calendar(s) contained in the current view, use the "Choose Calendars" pull-down menu on the right-hand side of the screen, above the Date & User bar. To choose a single calendar which is contained in the current view, highlight a calendar name underneath "From Current View" and click "Go."
To choose calendars from the complete list of available calendars, highlight "From Full List" and click "Go". On the "Select Calendar" screen, highlight the calendar(s) you want to view and click the "View Selected Calendar(s)" button. (Macintosh users should hold down the "Apple" key to select and deselect calendars; PC users should use the "Control" key.) To view all the calendars to which you have access, click the "View All Calendars" button.
Defining Calendar Views and Formats
Calendar contents can be displayed in either a traditional calendar grid format or as a list of events.
Calendar Format: The calendar format uses the familiar columnar grid with weekday headings in year, month, 2-week, and week views.
List Format: The list format displays events in a chronological list in year, month, 2-week, week, and day views. If the Web Event Calendar Administrator has enabled "Enhanced List View", an interactive three-month calendar (which functions the same as those in Year view) will also appear in the left-hand column.
To switch to the opposite calendar format, click the "Options" icon at the top of the screen, move the radio button to the appropriate format on the "Event Options" form, and click "Change options".
Using the timeframe tabs you can view event information in the following timeframes:
Year View: From this yearly overview, you can select the year, month, week, or day you want to drill down to. Click on a month name to view the events in that month. Click on a week number within a particular month to view the events for that week. Click on a day number to view the events on that day.
In list format, Year view shows all the events for the selected year.
Month View: View events for the selected month.
2-Week View: View the events for the selected week and the following week.
Week View: View events for the selected week.
Day View: View events for the selected day.
Event View: When an event includes a description and "Show Details" has not been checked on the "Event Options" form, you can click on the event title to view full event details. Depending on the calendar configuration, the details will display in a javascript pop-up window or in a standard screen view similar to day view.
Using the Event Icon Bar
From left to right, the functions accessible via the icon bar are:
Search: Enter a keyword to search one or more calendars. Specify start and end dates to narrow your search. (By default the start date is today's date.)
Print: Open a new window to display a stripped-down, ready-to-print version of the current calendar view. (In most circumstances, clicking the "Print" icon will also automatically launch a print dialog box from your browser so that you only need to click "Print" or "OK" in that dialog box to print the current view.)
Help: Access the user's guide for help using and configuring Event.
Adding and Modifying Events
Introduction to Adding and Modifying Events
You need to login to the Web Event Calendar in order to add events in the calendars.
However, if the Web Event Calendar Administrator has enabled the "Submit Event" function, users with only "read" access can submit an event for inclusion in the calendar. The submitted event will not appear in the calendar until someone with appropriate access approves it.
Adding New Events
If the bright gold "Add Event" button appears on the right-hand side of the screen, above the Date & User bar, you can add events to the calendar. To add an event, click the "Add Event" button or click on the appropriate date number in the calendar view.
Depending on your level of access, clicking the "Add Event" button will bring up either the "Add New Event" or "Submit Event" screen. Using the "Add New Event" screen will add an event directly into the calendar. Events entered into the "Submit Event" screen must first be approved by a user with at least "write" access before they become visible to other users with only "read" access.
Add New Event: The "Add New Event" screen contains the following fields:
Event Title: Type in the title of the event (e.g. "Afterwork Affair".)
Date: Choose a date from the pull-down menus. (By default, the active date will be highlighted in the menus. The active date is either the date you clicked on to access the "Add New Event" screen or today's date if you clicked the "Add Event" button.)
Start Time: Choose a start time, if appropriate.
End Time: Choose an end time, if appropriate.
Description: Enter a description of the event (or other details including location, cost, contact phone numbers, attendees, etc.).
Calendar: Select the calendar(s) into which this event should be embedded.
Contact Number: Enter the phone number associated with and/or responsible for the event.
Contact Email: Enter the email address for the person associated with and/or responsible for the event.
Click the "Add New Event" button to add the event to calendar. Click the "Cancel" button to cancel any changes you have made to this screen and return to the calendar view.
Submit Event: The "Submit Event" screen contains the following fields:
Select a Calendar: Select the calendar into which this event should be added.
Date: Choose a date from the pull-down menus. (By default, the today's date will be highlighted in the menus.)
Start Time: Choose a start time, if appropriate.
End Time: Choose an end time, if appropriate.
Event Title: Type in the title of the event (e.g. "Afterwork Affair".)
Description: Enter a description of the event (or other details including location, cost, contact phone numbers, attendees, etc.)
Your Name: Enter your name (as the person associated with and/or responsible for the event).
Your Email: Enter your email address (as the person associated with and/or responsible for the event).
Click the "Submit Event" button to submit your event to the calendar for approval by a user with at least "write" access. Or click "Cancel" to cancel the changes to this screen and return to the calendar view.
Modifying and Deleting Events
To modify or delete an existing event, please contact the Web Event Calendar Administrator.
