Active Calendar

Page History: Page: Create or Modify an event

Compare Page Revisions



« Older Revision - Back to Page History - Newer Revision »


Page Revision: 07/21/2014 10:19 AM


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

Top

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. Click an icon to add this type of information to your event.


The Event Option Tool Bar Contains the following:





Name of Event

Top

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

Top

The primary content area for your event. In this content 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

Top



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

Top

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. Please note: Information that you enter in the Event Summary field is only copied once into the Full Description area. If you should choose to edit the text in the Summary field you will also need to update your Full Description to reflect the changes.


When is the event

Top

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



Timezone

Top

The time zone in which the event takes place. Events in Active calendar take place in a single time zone. Each event in Active Calendar requires that one 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

Top

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

Top

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.


Highlight this event

Top

All events become part of the calendar site, and are arranged by default in ascending date-and-time order. However, selecting the option to highlight the event will bypass this setting and predominantly display the event. Highlighted events are displayed above all other events in all views. By default, the next 4 Highlighted events that have an image(s) will be displayed above all other events in all views.




Categories & Keywords

Top

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

    Top

    Enter words in this field to support organizing and linking events. 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.


  • Categorization

    Top

    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”.




Locations

Top

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

    Top

    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

Top

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

    Top

    The name of the person to contact for this event. 


  • Contact Phone

    Top

    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

    Top

    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

    Top

    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

Top

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

Top

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

Top

  • 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.




Attachments

Top

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

Top

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

Top

  • 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.






Products

Top

Accessed by clicking the "Tickets" image in the Event Options Toolbar this area allows you to add products and registrations to your events. Products can be used to sell tickets, merchandise, or even free registration for events. Tickets requires that your site administrator has configured product types for your calendar site.

Registration and Products

Top

Users can register or purchase items for your events in one of two ways. They can provide all of the necessary information on the event details page, or they can provide all of the information on a separate, "dedicated" page. Each options has its unique benefits, which are highlighted in the sections below. To choose the manner in which users will register or purchase items for you 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.


  • In a Separate Window: 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.


  • Adding Products to Events

    Top

    Add Product: Click to add registrations, tickets, packages and tangible goods to your event. Enter the item’s name, type, cost and available quantity. Payment Type is optional. Click the Insert link. To set additional, advanced controls and information (such as longer description of the product, or limits on quantities per sale), click the More link.


    • Name: provide the name of the item to be displayed to the public. They will see this name when viewing the event. Item Name is required.

    • Product Type: Product Type is limited to one of two options, Purchase or Registrant. Selecting Registrant will automatically require the collection of first name, last name, and email address for reporting purposes. Additionally, selecting a product type of registrant will allow you to designate an item as a "primary registration".

    • Payment Type: Here you choose the item’s payment type from Paid, Free, and Donation. Please note, paid or donation items require that your calendar application is licensed to process payments. Please contact your calendar administrator to ensure your calendar is correctly configured to accept payments and donations.

      • Paid: Prompts for payment at checkout (requires a cost greater than zero). Visitors to your calendar site will be able to pay online via a credit or debit card.

      • Free: Does not prompt for payment at checkout, but still requires check-out to reserve space or claim a ticket.

      • Donation: The purchaser specifies the cost of the item. Check-out prompts for payment. Visitors to your calendar site will be able to pay online via a credit or debit card.

    • Cost: Provide the Cost associated with items that have a payment type of “paid”. This field will automatically populate if you select a payment type of free and donation.

    • Quantity: Specify here the number of this item available, such as seats in an auditorium for a concert event, or branded t-shirts. This field will automatically populate if your select a payment type of donation.

    • Insert: Click this link to make the item part of your event record.

    • Cancel: Click to clear all information that you have entered for an item before you have inserted it. To remove an item after inserting it, use Delete.

    • Delete: Click this link to delete an item from the event (as long as no one has purchased it). You will have to cancel the event, to ensure proper refunds are issued. *Note Refunds are issued only if your payment gateway can process them.

    • More: This option is only displayed after you have clicked insert, or made the item part of your event record. This link opens the advanced rules and information area for that item. There, you can add:


      Product Information

      Top

      Accessed by clicking the "More" link for an item, this area allows you to configure additional information like: item description, product category, and specify what information to collect for that item.

      • Description: Up to 1,000 characters for elaborating on the specifics of an item. This field is best used to include information regarding what is included with the item. For example, a ticket might include admission, a program, and seating at a specific section of the arena.

      • Product Category: In this drop down a list classifications are available to assign to the item. This list includes all of the active product categories that the site administrator has configured in the administration area.

      • Mark as primary registration: This option is only applicable when using the "On a separate window" option. When selected the item will behave and be displayed differently on the ticketing page. Designating an item as a primary registration allows for the creation items as "options" or "upgrades" to the primary registration. For example, upgraded seating, VIP packages, or guest passes could be added as additional items to be listed as an upgrade or option to a primary registration. Visually, primary registrations and non primary registrations will appear like so:
        • Primary Registration 1
          • Item A
          • Item B
        • Primary Registration 2
          • Item C
          • Item D

      • Primary registration notes: The visitor it limited to selecting one primary registration item per visit. Visitors will select one from the drop down, provide the necessary information and complete the registration process. If an event is configured to have more than one primary registration item registering for more than one primary registration item will require the user to visit the registration page more than once.

      • Limit quantities per sale: Here you set minimum and maximum required purchase amounts per item, per transaction. A minimum requires the users to add no fewer than that quantity of an item in the cart. The user can purchase up to the maximum quantity (leave blank to not impose an upper limit).


      Waitlist

      Top

      Waitlist allows for collection of information of persons who would like to add a currently sold out item to the cart. When an item is sold out, the add to cart icon will be replaced with an icon that reads, "Join Waitlist". Waitlist will collect the following information when a person joins the waitlist.

      • First Name
      • Last Name
      • Contact Email
      • Contact Phone
      • Notes

      You can access the waitlist in the reporting section of the application. Click Here to navigate to reports.


      Questions

      Top

    • Questions: Here you choose which information a purchaser or registrant is prompted to supply when registering for the event, or purchasing the item. Select the box beside a field, and the purchaser can supply that information; click the Required box to the right of a field, and the purchaser must supply it to continue with the purchase. The next section describes the question collection settings.

    • Add a Question: In this area, you are able to create a custom questions specific to this item. You will create the information that a purchaser or registrant is prompted to supply when registering for the event, or purchasing the item. When creating the question you will need to supply a Display Name and Type.

      1. Display Name: This text field is the value to be displayed as a title when an item that uses this product field is added to the cart. For example, if you need to collect the registrants highest level of education completed an appropriate display name could be: highest level of education completed.

        Please note, this field is limited to a total number of 50 characters.


      2. Type: This drop down menu controls how (and in certain cases what) information is collected for this product field. Visitors will be prompted for this information when an item that uses this product field is added to the cart. You can only select one option from the list of available types, each of the available options is described below.

        • Text: Selecting this product field type will allow the visitor to type a text input in response to the information requested by the product field. This type is best suited when the response(s) that will be generated will vary greatly and predefined responses may not be appropriate.


        • Yes/No: Selecting this product field type will present the visitor with a check box that they can check to indicate a "yes" or "no" response. It is important to note that this field is presented to the visitor as a single check box, not two separate yes or no check boxes. Therefore, it is important that you phrase your "Display Name" in a manner that will encourage the visitor select the checkbox for a "yes" response and leave the checkbox blank for a "no" response.


        • Single Choice: Selecting this product field type will allow the visitor to select a single response from a list of predefined values. This product field type is unique in that it allows for you to specify the list of responses (information) that will be available to the visitor. If you select Single Choice as the type you must specify the acceptable responses in the "Options" text box. Each option should be listed on a new line. For example, if your available responses are: North, South, East, and West, you should enter them into the box like so:

          North
          South
          East
          West


          This type is best suited when the response that will be generated should be limited to a predefined group of acceptable values and the visitor is only intended to select one item from the list of options.

        • Multiple Choice: Selecting this product field type will allow the visitor to select one or more than one response(s) from a list of predefined values. This product field type is unique in that it allows for you to specify the list of responses (information) that will be available to the visitor. If you select Multiple Choice as the type you must specify the acceptable responses in the "Options" text box. Each option should be listed on a new line, for example if your available responses were: Red, Yellow, and Blue, you should enter them into the box like so:

          North
          South
          East
          West


          This type is best suited when the response that will be generated should be limited to a predefined group of acceptable values and the visitor should be able to select more than one item from the list of options.

      3. Save: Selecting this link will add the question to your event. Visitors will be prompted to answer the question when they add this item to the cart.

    • Sale Dates: Enter starting and ending lead times, as measured from the start of the event, when the item is available for purchase. For example, you might say tickets go on sale 10 days before the event, but stop being sold online 2 hours before the event start time.

    • Display options: Select whether to show the purchasing start date and/or end date to calendar site visitors.





    Question Collection Settings

    Top

    • Collect information for each item sold asks the purchaser at checkout to provide the information in quantity equal to the item quantity. For example, a purchase of five tickets results in a request for five first name-last name combinations.

    • Collect information only once per item asks the purchaser at checkout to provide the information once for the item, for the full quantity of that item purchased. In this case, a five-ticket purchase results in a request for only one first name and last name, to apply to all five tickets.




Extras

Top

Custom Event Fields Information

Top

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.


Version Control

Top

This area only appears when editing an event that was previously submitted for system administrator review. All comments that you input will be sent to the system administrator when they review your event. These comments will only be visible on the event while it is in a pending status. Once the system administrator approves or denies the event, all comments are reset. All comments you leave here are viewable by all calendar users.