Active Calendar

Page History: Page: Create or Modify an event

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Page Revision: 12/09/2013 03:01 PM

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


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.

Name of Event


The shortest description of an event is its name. Active Calendar allows for up to 80 characters in this field.

Event Details


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, the time zone of the event, as well as determine if the event should be private or highlighted. You must supply at least a summary and date to create an event.


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 with rich text formatting

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?

A start date and end date 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.
  • 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.


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<>/event/. You can change the appended 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, and are logged into the site.

Highlight this event

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. Please note that because you can customize the layout (look and feel) to your site, highlighted events’ appearance may vary. Contact your site administrator to learn how highlighted events appear in your layout.



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. Tags consists of two content areas: Keywords and Categorization.

  • Keywords

    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

    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 you 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”.



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.



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 public displayed for each event.

  • Contact Name

    The name of the person to contact for this event. telephone and e-mail of the person to contact for more information about the 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.



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 10mb each, per event. Please note that some of the sharing functionality of Active Calendar requires that your image be at least 200 x 200 pixels. 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

  • 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.



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

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

  3. 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.).

Tickets and Discounts


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.

Basic Product Information

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

  • Item Type: Item types are created by your calendar site’s administrator; common item types include tickets, registration, or products. Item Type is required because it controls discount eligibility.

  • Payment Type: Here you choose the item’s payment type from Paid, Free, and Donation. These mean:

    • Paid: Prompts for payment at checkout (requires a cost greater than zero).

    • 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.

  • 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.


  • 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 link opens the advanced rules and information area for that item. There, you can add:

    Optional Additional Data

    • 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.

    • 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).

    • Item 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 mustsupply it to continue with the purchase. The next section describes the question collection settings.

    • 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.


  • Discounts: Discounts are used in the shopping cart, and allow for you to promote your events. By default, all events with Items are eligible for all applicable discounts. In this area, you can select which discounts can be applied to your event.

  • Choose a selection for discounts

    • Opt in to all global discounts: This selection (the default) makes the event eligible for all discounts that the event and items qualify for. A variety of rules can be created for discounts, which are created in the Site Settings area, under the Discount Setup tab.

    • Opt out of all discounts: An optional setting that exempts all items in your event from discounts.

    • Choose Specific Discounts: Select this option to choose individual discounts that can be applied to the items associated with your event. Selecting this option requires choosing valid discounts from the list that appears. Only the Discount Codes are displayed, so you’ll need to know their specifics to apply them correctly.

Question Collection Settings

  • 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.

Version Control


This area only appears when editing an event that was previously submitted for system administrator review. All comments you leave here are viewable by all calendar users.