Calendar Help
Creating a Calendar Event | Managing Existing Events
LOGGING INTO THE CALENDAR ADMIN TOOL
- Navigate to the day/week view of the master calendar ("Calendar" link in blue header of every page on our site.)
- Log in by clicking on the "Login to Manage Calendar Events" link in the upper left corner of the calendar screen (above the blue site header).
- Enter your regular network username preceded by an ad\ (i.e. ad\jdoe)
- Your password is your regular network password.
- Click OK.
GETTING TO KNOW THE ADMIN TOOL:
- Once you have logged in, you will see buttons in the calendar display to allow you to add, edit, copy and delete pages.
- You will also see buttons allowing you to associate others' events with your department's calendar.
CREATING A NEW EVENT
- To add a new event, you must first navigate to the day on which your event will begin.
- Check the calendar events already listed for that day to make sure there are no conflicting events for your audience or location.
- Click on the Add button (page icon with green + sign) located under the campus image.
- Fill in the Title (displays on all live calendar views) and Subtitle (only displays on day and week views)
- Fill in an event description, and include any links to other Web pages for additional information.
- The Start Date will populate automatically. End Date will automatically populate with the Start Date you provided. You may override this autofill for multi-day events.
- Note: If you are creating a recurring event, you will need to create the event once and then copy it to add additional dates (see Copying Events below). Multi-day events are events that take place over multiple sequential days (i.e. conferences, exhibits, etc.), not once weekly or monthly.
- If the event takes place all day long, click “All Day.” Otherwise fill in the Start Time and End Time in the format provided.
- Select the audience(s) for your event. This will allow your event to display on the audience dashboard pages for the audience you select (Current Students, Faculty/Staff, Alumni, Prospective Students, Parents and Visitors)
- Select which General Calendar displays you want your event to display to (Arts and Culture, Public Events, Student Organizations.) Note: All events will display on the default (master) calendar view on http://newcalendar.wlu.edu
- If you want your event to be considered for the listing on the University homepage, click the “Nominate for Univ. Homepage” button. Note that these events must appeal to a broad audience and are generally open to the entire University community and/or the public at large.
- Select which of Your Calendars you want the event to display on. This selection enables the event feed to your department homepage, if you have one.
- Select a category (or categories) for your event from the General Event Types and Your Special Event Types sections. This will aid in sorting on the master calendar and classify your event for any special display on your department homepage if that functionality is enabled on your site.
- Indicate whether the event is open to the public, and any necessary ticket information (tickets required? price, availability, etc.)
- Select a Campus Venue location for your event from the drop-down list, or indicate an alternate venue in the box provided.
- Select a contact from the drop-down list, or indicate an alternate contact in the boxes provided.
- Click "Submit."
- Click the Calendar Refresh button (blue/green arrows) next to the Add button to view your event on the live calendar.
MANAGING EXISTING EVENTS 
The Calendar Admin screen also allows you to edit, copy and delete events that you manage.
Editing Events:
- Log in to the calendar admin tool and locate the event you wish to edit on the calendar.
- Click on the Edit button (page with yellow pencil icon) This will open up the edit screen.
- Make the necessary changes to the event.
- Click “Submit”
Note that you may only edit events that you created. If you wish to make changes to an event on the calendar but do not see the edit icon, view the event and locate its contact person. E-mail that contact person with your changes.
Copying Events:
Copying events is a great way to create recurring events easily. Create the first event in a series, then copy it and change the date, location, title, etc. as many times as necessary to create the entire series.
- Log in to the calendar admin tool and locate the event you wish to copy on the calendar.
- Click on the Copy button (two-page icon with green + sign). This will open up the edit screen.
- Make the necessary changes to the copy of the event.
- Click “Submit”
Deleting Events:
Occasionally you may have need to delete a calendar event (duplicate events appearing on the live calendar, etc.)
- Log in to the calendar admin tool and locate the event you wish to delete
- Click the Delete button (page icon with red X).
- You will be asked if you are sure you want to delete the event. Click “Delete” again.
- Close the edit screen and refresh the calendar page to make sure your event no longer appears.
If you wish to delete an event on the calendar but do not see the delete button next to it, open the event in the calendar and locate the contact person listed on the event detail page. E-mail that contact person and ask them to delete it.
ADDING AN EVENT TO YOUR CALENDAR: 
You may find that an event you wish to list on your department's Web site has already been created in the calendar. Instead of duplicating the event, simply use the Flag button (green flag) to add the event to your calendar feed.
- Log in to the calendar admin tool and locate the event you wish to add to your feed.
- Click the Flag button (green flag).
- Select the calendar associations and event types that you wish to add to the event for your department's display purposes.
- Click "Submit" and refresh your department's homepage to make sure the event is appearing on your department's calendar.
Note that depending on how many events your department site is set to display (usually 3-5 at a time), the event may not appear until other department events have passed and filtered off your calendar.
