Active Calendar

Page: Events

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The Events Dashboard is where you manage events. Here, you can:

  • View all events for the calendar site
  • View events pending approval
  • Approve (or deny), modify, or delete events.



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Events

Events created on the calendar site are listed here. Each event will display its name, series event type, Date/Time, and Status. If you have sufficent permissions, you can create, approve, deny, change or delete events.



By default, all approved events and saved events occurring today and the next 30 days will be displayed. If your site administrator has modified the default display range in search settings, a different range of events may be displayed. Additional informaiton about the default display range can be found by visiting this page.

Default display of events dashboard


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Event filtering

You can filter the events shown in this list, to make finding specific events easier. You can filter on:

  • Keywords, by entering one or more keywords that the event must contain.
  • A range of event start dates. The default is today plus thirty days.

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Results Summary

When filtering events, a Results Summary will be displayed that provides information about the events matching your current search criteria or filter. The following information will be displayed:

  • Number of Events.
  • Start Date of Search Range.
  • End Date of Search Range.
  • Status included in filter.
  • Categories included in filter.
  • Locations included in filter.

example results summary image
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Additional filter criteria

To filter on more than just keywords and event start date, click More.



more search option link

This allows you to search by additional criteria.

more search option link

  • Categories: Select an item from the drop down to filter by an event category.
  • Locations: Select an item from the drop down to filter by an event location.
  • Event status:
  • To filter by one or more event status select the check-box to the left of the status name. By default the list includes the following two statuses Approved and Saved.
    • Pending: Events awaiting approval to publish
    • Approved: Events having received approval to publish
    • Denied: Events having been denied approval to publish
    • Saved: Events added to the site, but not yet submitted for approval (or created by an admin, but not yet published)
    • Deleted: Events not approved or published, and not pending.

Once you have selected your filtering criteria:
  • Click Search to receive your results
  • Click Clear to set the filters back to their default values


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Event Sorting

You can sort the events shown in the list by name or status. Sorting the list will change the order in which the events are displayed in one of two ways. Ascending (A-Z) or Descending (Z-A).




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Sort by Event Name

The list of events can be sorted by name A-Z or Z-A.



event list sorted by name

To sort the event list by name, follow the steps below.
  • Clicking the Name Column once will sort the list from (A-Z)
  • Clicking the Name Column twice will sort the list from (Z-A)
  • Clicking the Name Column a third time will clear the sort of the list by name and return to the default display.


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Sort by Event Status

The list of events can be sorted by event status A-Z or Z-A.



event list sorted by name

To sort the event list by status, follow the steps below.
  • Clicking the Status Column once will sort the list from (A-Z)
  • Clicking the Status Column twice will sort the list from (Z-A)
  • Clicking the Status Column a third time will clear the sort of the list by status and return to the default display.


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Event actions

If you need to take action on an event, for instance: edit, delete, or restore, use the Actions dropdown



actions drop down selected

Each event shown on this page has an Actions drop down menu on the far right side.

Choose an option from the list to:
  • Dashboard will take you to event specific reporting for that event. Click here for more information


  • Edit is the same as clicking on the event's name. If the event is a series, this option modifies only the single date and time or occurance of that series event.
    • If you wish to edit all dates and times or occurrences of a series event click Edit Series.
    • Edit series modifies all future occurrences in the series.

  • Copy Create a new event based on this event's information. You will be redirected to the Create an Event page with the event's details already filled in.
  • Cancel Changes the display of the event name to include the text, "Cancelled". An additonal Cancellation Dashboard is displayed when this option is selected.


  • Delete removes the event's next occurrence from the site.


    • If you wish to edit all dates and times or occurrences of a series event click Delete Series.

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Cancel event

When a user selects to cancel an event the following Cancellation Dashboard will be displayed.


Image of the Event Cancellation Dashboard

The following information is included in the Cancellation Dashboard:

  • Sale Items or Registrations purchased
  • Contacts to notify of the cancellation

To complete the cancellation of an event, click the "Cancel this Event" Button, and click "OK" in the confirmation pop-up. Image of Cancellation Dashboard with Cancel button featured.


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Cancelling Events with Registration or Sale Items

If the event being cancelled includes registration or sale items the following panel will be displayed.

Cancellation Dashboard with products highlighted.

Two options will be available for each item in a Drop Down.

  • Cancel Remaining: Selecting this option will automatically cancel and alert the registrant or purchaser for the product indicated. Please note: this will not automatically issue a refund. Refunds must be issued via the Events Dashboard. Click here for help on refunding.
  • Do not Cancel: Selecting this option will retain all registrants as active for this event. It is recommended that if an event is cancelled to use the Cancel Remaining Option.

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Cancelling Events with Contacts

If the event being cancelled includes subscriptions, notifications, or alerts (where a user has opted in to be notified of changes to the event) the following panel will be displayed.

Cancellation Dashboard with Contacts Highlighted.

Two options will be available for each type of conact in a Drop Down.

  • Notify: Selecting this option will automatically alert the contact via email that the event is cancelled.
  • Do Not Notify: Selecting this option will not notify the contact of the cancellation of the event. They will not recieve an email informing them of the cancellation.

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Modify event

To view and modify an event's details:



Click on the event's name or select Edit from the drop down.

edit an event
  1. Make your changes
  2. (optional) Enter a comment under Version Control indicating what you changed, why you denied the event, etc.
  3. Below the event's details, click:
    • Deny to close the event without publishing it to the site
    • Publish to approve the event and publish it to the site
    • Discard to exit the Modify an Event page without saving any changes


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Modify a Series Event

To view and modify event details for all occurrences of a Series event:



Click on the Series event Symbol to the right of the event's name. Or, Select, Edit Series from the Actions drop down.

edit a series event

  1. Make your changes
  2. (optional) Enter a comment under Version Control indicating what you changed, why you denied the event, etc.
  3. Below the event's details, click:
    • Deny to close the event without publishing it to the site
    • Publish to approve the event and publish it to the site
    • Discard to exit the Modify an Event page without saving any changes


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Copy event

To copy an event from the site and create a new event:



actions to create an event

The Create an Event screen will be loaded with the event's details.
  1. Make your changes
  2. Below the event's details, click:
    • Deny to close the event without publishing it to the site
    • Publish to approve the event and publish it to the site
    • Discard to exit the Modify an Event page without saving any changes

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Delete event

To delete an event from the site:



actions to delete an event

  • Choose Delete from the Action list at the right
  • Confirm your request in the pop-up.

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Delete A Series event

To delete a series event event from the site:



actions to delete an event

  • Choose Delete the series from the Action list at the right
  • Confirm your request in the pop-up.

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Restore event

To change an event from a deleted status use the "restore" feature.



Please note: restoring an event will change its status to saved.

actions to delete an event

  • Choose Restore from the Action list at the right
  • Confirm your request in the pop-up.

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Purge event

To permanently remove an event with a deleted status use the "purge" feature.



Please note, purged events cannot be recovered.

actions to delete an event

  • Choose Purge from the Action list at the right
  • Confirm your request in the pop-up.

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Pending Approval

This area lists events awaiting approval, and changes to unapproved events.

events that need review

To view the submited event for approval, click the Review link in the actions column.

Reviewing Submitted Events

Event Publisher uses a centralized workflow, meaning events are submitted to a single calendar site. The event will be reviewed for approval by the site administrator, or users with the "Site Event Approver" permission. When reviewing an event submitted for approval and publishing to the calendar. The create / modify event screen is displayed, with the details of the event populated.



To view the pending event, click the review link:

View of a submitted event
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Publish

If the event meets your criteria, select the publish button to add the event to calendar. Once published it will be visible to all calendar site visitors on the calendar front end (grid view, list view, summary view, and location view).

Image of the publish button on create an event
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Deny

If the event does not meet your criteria, select the deny button. This will prevent the event from being displayed to calendar visitors on the calendar front end (grid view, list view, summary view, and location view).

Image of the publish button on create an event

When the deny button is pressed, a pop over is displayed, offering you the opportunity to send a message to the event author. This message will be included in an email to the event author informing them that theyr event has been denied. They have the opportunity to edit the event, and resubmit it for approval.

Image of the deny event message
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Discard

Use this button to return to the event dashboard without publishing or denying the event. The event will remain in the pending event list.

Image of the deny event message
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Aggregated Events

This area lists events awaiting to be displayed on your calendar that meet the site aggregation configuration.

events that need review

Clicking on the name of the event will allow you to view the aggregated event's details page.

Actions here include:
  • Allow to display the event on the site.
  • Deny to remove the event from display on the site.


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