Calendar Admin: Creating Events – Dynamic Internet Solutions

All events, for all categories (or "calendars") are built in the master Calendar Admin database.

Since the calendar tool is integrated, or connected, to many enhanced functions, it might seem like a lot of fields to simply add an event. In reality, only a few fields are required. You can build your events with as much content, data and integration such as social media postings, as you desire.

How to Start

From the Navigation Toolbar, in the Tool Databases tab, choose Calendar Admin.
To add an event, click on any of the dates or select a different month or year from the drop down menu to go to a different month. This will automatically take you to the general tab. You can also update an event by clicking on the event name.
All of the required information is under the "General" tab(see below for more details), but there are additional tabs for additional information if needed. There is a separate section below for each tab.

General Tab

Event Title: Enter the Event title. If you leave the title blank, the event description will appear as the title instead.
*Category: Choose a category for this event. Each event must have a category. If you would like to add a new category while you are adding a new event, check the box for "New Category" and you will be prompted to enter a Category Name. You can always go in and update category details later. See information on categories below.
*Date: This is the date that you clicked on to enter the new event.
Begin Time: Enter or select the time the event will begin.
End Time: Enter or select the time your event will end.
Description: Enter a description for your new event. If your event does not have a title, this will show instead. This is a full editor, so you can build images and links within this editor as well, creating a mini-webpage for your event if needed.
Repeat: If this event Repeats, choose how often you want it to repeat from the drop down menu. Additional options will appear, depending on which option you choose. You must select an edit date, even if this is an event which will be recurring for a long time. You can select a date a couple of years out if needed, but you must select an end date so that system does not build an indefinite amount of events.
Cancelled: If the event has been cancelled, check this box. It will still appear on your calendar, but with a strikethrough through the tittle.
Allow to RSVP: Check this box if you want your users to have the option to RSVP on the even screen. Enter which email address you want to receive the RSVP, separated by a comma.
Invite a Friend: Check this box to add an email link which will allow your users to "Invite a Friend", sending them all of the information about the event.
If you have filled out all of the fields that you need to add your event, you can now hit "Submit New Event", but if you need to add additional information, scroll back up to the top and select the tab where you need to complete more information.

Location Tab

You can build locations for your events. You can either do this in the individual event or add and update many locations by selecting "Update Locations" under the "Select Options" drop down menu on the main calendar page.

Here's how to add a location to an event:

To enter Location information, select the "Location" tab towards the top of your screen.
This will take you to the Location page.
Location Drop Down: If you have already entered your desired location, select it from the dropdown.
New Location: Check this checkbox if you want to add a new location while you are adding you event. A new menu will drop down and you can enter the address. There is also a field for "Double Booking". If Double booking is allowed, you can have two events on your calendar at the same time in the same location.
Extra Location Text: Enter specific location information here, like a room number or parking instructions.
If you are done with adding or updating information about your event, click "Submit New Event" or "Update Event". If you still need to add more information, scroll back up to the top to select a different tab.

Equipment Tab

Equipment is a way to note that some particular piece of equipment is required for your event, eg. an overheard project, AV cart, tablets, etc. You can manage all of your equipment in one place by going to "Select Options" and "Update Equipment" from the Calendar Admin page. However, you can also add new equipment while you are adding or updating an event.

Here's how to attach equipment to an event:

To add equipment to your event, select the "Equipment" tab towards the top of your screen.
This will take you to the Equipment screen.
If the equipment that you need to add is already in the calendar system, you can select it from the dropdown menu.
If this is a new piece of equipment which you need to add, you can mark the checkbox for "New Equipment" and the fields for adding new Equipment will appear. Enter the name of the equipment and select if this equipment can be double booked, allowing more than one event happening at the same time to use the same piece of equipment.
If you are done with adding or updating information about your event, click "Submit New Event" or "Update Event". If you still need to add more information, scroll back up to the top to select a different tab.

Facility Tab

A facility is similar to the location option, but can be used for a more specific place within your building or grounds, for example a gymnasium, fellowship hall, or cafeteria. You can add or edit many facilities at once by clicking on the "Select Options" drop down menu on your Calendar Admin screen and selecting "Update Facilities. However, you can also add a facility while you are adding or updating a new event.

There are also two separate tools which you can use along with the facilities in the Calendar Admin-- the "Facility Use" calendar and the "Facility Request" tool. The Facility use calendar shows which facilities are being used when and the facility request tool gives your users a form to request the use of a specific facility.

Here's how to attach a facility to an event:

To attach a Facility to your event, go to the "Facility" tab towards the top of your screen.
This will take you to the facility screen.
Facility: Select a facility from the drop down menu if your desired facility is already in the Calendar Admin. OR if you want to add a new facility, click the check box for "New Facility" and new fields will appear. You can enter the facility name. If you allow double booking, two events occurring at the same time can both be attached to this facility.
Facility Notes: Enter any special notes about this facility here.
Facility Begin Time and End Time: Enter when your facility will be in use, as related to this event. This can be slightly different from the event time, if you have preparations beforehand, cleanup time after, or do not need this facility for the entirety of your event.
If you are done with adding or updating information about your event, click "Submit New Event" or "Update Event". If you still need to add more information, scroll back up to the top to select a different tab.

Social Stream Tab

If you are on the Premier or Enterprise service plan and have setup your Social Stream database, you will also see a Social Stream tab. You can use this to automatically post your events to your Facebook feed.

Here's how to use the Social Stream with an event:

Go to the "Social Stream" tab towards the top of your screen.
Automatically Post to Facebook: Select which Facebook page(s) you would like this event to the posted to.
Immediate One-time Post to Social Stream: Check this if you want the event to be posted to your social stream immediately.
Link URL (optional): Enter a URL here if you want this Facebook post to be linked to something other than the event information.
Schedule Post Date: Click on this button if you want to schedule a post date.

Select if you want the event to be posted once or if you want it to be a recurring posting.
If you want it just once, select the date.
If you want it to be recurring, set when to post to social streams: either the day of the event, the day before the event or the week before the event.
If you want email addresses notified, enter them here.
Click Close when you are done.

If you are done with adding or updating information about your event, click "Submit New Event" or "Update Event". If you still need to add more information, scroll back up to the top to select a different tab.