Administrator Help for the Community Calendar

Revised: April 30, 2002

Contents

• Administration Overview
• Terms
• Administrative Tasks

Administration Overview

The Community Calendar Administration page is a password-protected area where administrators may maintain Community Calendar events and other options. Administrators can create new Calendar events, approve and reject events, and maintain administrator e-mail addresses for notification. To visit the page, specify the following URL in your web browser and replace the 'your-website-domain' with your organization's domain name:

http://your-website-domain/cgi/calendar/protected/

The webmaster of your organization controls which accounts may access the Community Calendar Administration page by using the Web Access Controller (WAC).

Important: When your kinetic service was first set up, the webmaster of your organization was provided with a username and password to access the WAC and MOREnet-provided web applications. To delegate the administration tasks of the Community Calendar to other administrators in the organization, the webmaster must add a username and password for each administrator to the calendar table in the WAC. See Restricting Web Site Access with the Web Access Controller (WAC) for more information.

The Community Calendar Administration page is divided into two sections:

• the top section allows you to create new events, manage user-submitted events, and maintain administrator e-mail addresses
• the bottom section allows you to select Community Calendar events to modify

The buttons beside the Event Selection Criteria in the bottom section perform an action upon an event. To use these buttons, specify your Event Selection Criteria and then click a button. If your criteria matches the information for one event, you may immediately perform the action. If your criteria matches the information for multiple events, the Community Calendar displays a list of events and you may choose the appropriate event.

When you use the Event Selection Criteria, remember the following:

• You may use any combination of Event Selection Criteria
• The Reference Number must be a complete and valid number
• The Event Date must be complete--select a month, day, and year
• All of the text options are case insensitive, including Title, Sponsor, Description, and City
• Remember to "select the box" if you want to select events within From date and Until date

Terms

Understanding the following terms is essential:

Event

A meeting or activity. The activity may occur once (a one-time event) or many times (a recurring event).

Event Date

A date when a meeting or activity occurs. Recurring events are scheduled for many event dates. When you modify a single event date, you modify only one occurrence of the event and the other occurrences remain unchanged.

Recurrence

A pattern that defines how an event recurs on one or more future dates, such as a daily, weekly, monthly, or yearly event

Administrative Tasks

The following tasks are available on the Community Calendar Administration page:

Create a New Calendar Event	create a new event. It may be a one-time event, or a recurring event.
Approve or Reject Calendar Events Waiting for Approval	approve or reject events submitted by users for approval
Maintain E-mail Addresses for Event Submission Notification	maintain list of administrators that receive e-mail when users submit events
Postpone or Advance	move the date of an event forward or backward
Cancel Single Date	cancel an event date
Modify Single Date	modify the event information for a single date
Modify All Dates	modify the event information for all dates
Replace	replace an existing event with a new event
Clone	use an existing event's information to create a new event
Remove	remove an event that was submitted by mistake, the event no longer occurs, or the sponsoring group has disbanded

Create a New Calendar Event

Users and administrators perform the same process when they create a new event, with one exception. Unlike user-submitted events, administrator-submitted events are automatically approved and immediately added to the Community Calendar.

At the Community Calendar Administration page, click Create to begin the process of creating a new event. For more information about the options in the Create a Community Calendar Event page, see Create and Submit a New Calendar Event in the user documentation.

Approve or Reject Calendar Events Waiting for Approval

When a user submits a new event, the event is added to a list of events that are waiting for administrator approval and administrators on the notification list are notified by e-mail that an event was submitted. These events are not added to the Community Calendar until they are approved by a Calendar administrator.

Follow these steps to approve or reject new events:

1. At the Community Calendar Administration page, click Approve or Reject.
   The Community Calendar Events Waiting for Approval page is displayed, with the event Reference Numbers, Titles, Status information, and the dates of submittal.
   
2. Click a Reference Number button to view an event.
3. Click Approve or Reject.
   Approved events appear in the Community Calendar. Rejected events are removed from the list of events that are waiting for approval.

Note: The list is sorted by Reference Number, followed by the times that the events were submitted. If a user submits an event and then modifies it before it is approved, multiple events will be listed with the same reference number. When this occurs, approve a New Event before a Postponed, Advanced, or Canceled event.

Maintain E-mail Addresses for Event Submission Notification

Administrators may maintain a list of e-mail addresses that are notified when an event is submitted for approval. This notification is useful for reminding administrators to approve or reject user-submitted events for an active Community Calendar.

Note: Do not add non-administrator e-mail addresses to the notification list. Do not remove another administrator's e-mail address without consent.

Follow these steps to maintain the notification list:

1. At the Community Calendar Administration page, click Maintain.
   The Community Calendar displays a text area with the current e-mail notification addresses.
   
2. Add or remove one or more addresses.
   Type a new address on a new line in the text area. To remove an e-mail addresses, select it and use your browser's "cut" or "delete" functions. Each e-mail address must be on a separate line.
   
3. Click Update.
   The Community Calendar updates the list of e-mail addresses.
4. Confirm your changes to the list of addresses.

Postpone or Advance

Use the Postpone or Advance feature to move the date of an event forward or backward. Follow these steps:

1. At the Community Calendar Administration page, specify your Event Selection Criteria and then click Postpone or Advance.
   If your criteria matches the information for one event, you may immediately perform the action. If your criteria matches the information for multiple events, the Community Calendar displays a list of events and you may choose the appropriate event.
   
2. Select the new event date and then click Postpone or Advance.
3. Review and confirm the event information.
   After you click Postpone or Advance, the Community Calendar displays a confirmation page where you can review the event information before it appears in the Community Calendar. If the information is correct, click Confirm and you're done. If the information is incorrect, click your Web browser's Back button, select the correct date, and then click Postpone or Advance.
   

Cancel Single Date

Use the Cancel Single Date feature to cancel an event date. This feature is useful for canceling an event on a specific date. Follow these steps:

1. At the Community Calendar Administration page, specify your Event Selection Criteria and then click Cancel Single Date.
   If your criteria matches the information for one event date, you may immediately perform the action. If your criteria matches the information for multiple events, the Community Calendar displays a list of events and you may choose the appropriate event date.
   
2. Click Cancel Single Date to cancel the event that occurs on the date shown in Original Date to Cancel.
3. Review and confirm the event information.
   After you click Cancel Single Date, the Community Calendar displays a confirmation page where you can review the event information before it appears in the Community Calendar. If the information is correct, click Confirm and you're done. If the information is incorrect, such as you've selected the wrong event to cancel, click your Web browser's Back button until you return to the list of events or the Community Calendar Administration page.
   

Modify Single Date

Use the Modify Single Date feature to modify event information for a single date. This feature is particularly useful for changes that occur on a single date, such as a meeting that usually occurs at 8 p.m. but must be moved to 7 p.m. It also allows you to cancel the event or move the event to another date. If the event is a recurring event, this feature will only modify the event information for a single event date that you specify. Follow these steps:

1. At the Community Calendar Administration page, specify your Event Selection Criteria and then click Modify Single Date.
   If your criteria matches the information for one event, you may immediately perform the action. If your criteria matches the information for multiple events, the Community Calendar displays a list of events and you may choose the appropriate event.
   
2. Modify the event information. You may also select a new Start Time, End Time, and/or date.
3. Click Modify to modify the event, or click Cancel to cancel the event.
   Note that the Cancel button performs the same action as the Cancel Single Date feature described above. Unlike the Cancel Single Date feature, you can also change the event information, such as change the description to note why the event was canceled.
4. Review and confirm the event information.
   After you click Modify or Cancel, the Community Calendar displays a confirmation page where you can review the event information before it appears in the Community Calendar. If the information is correct, click Confirm and you're done. If the information is incorrect, click your Web browser's Back button to modify the event information again.
   

Modify All Dates

Use the Modify All Dates feature to modify event information for all dates. This feature is particularly useful when the time or location of an event is changed on a permanent basis. Follow these steps:

1. At the Community Calendar Administration page, specify your Event Selection Criteria and then click Modify All Dates.
   If your criteria matches the information for one event, you may immediately perform the action. If your criteria matches the information for multiple events, the Community Calendar displays a list of events and you may choose the appropriate event.
   
2. Modify the event information.
   For more information about the event information options, see Create and Submit a New Calendar Event in the user documentation.
3. Click Modify to modify the event.
4. Review and confirm the event information.
   After you click Modify, the Community Calendar displays a confirmation page where you can review the event information before it appears in the Community Calendar. If the information is correct, click Confirm and you're done. If the information is incorrect, click your Web browser's Back button to modify the event information again.
   

Replace

Use the Replace feature to replace an existing event with a new event. This feature is particularly useful to replace an event that contains incorrect event information or replace an event that was scheduled on the incorrect date(s). If the event follows a recurrence pattern, all occurrences of the event are replaced. Follow these steps:

1. At the Community Calendar Administration page, specify your Event Selection Criteria and then click Replace.
   If your criteria matches the information for one event, you may immediately perform the action. If your criteria matches the information for multiple events, the Community Calendar displays a list of events and you may choose the appropriate event.
   
2. Modify the event information.
   For more information about the event information options, see Create and Submit a New Calendar Event in the user documentation.
3. Click Replace to replace the event.
4. Review and confirm the event information.
   After you click Replace, the Community Calendar displays a confirmation page where you can review the event information before it appears in the Community Calendar. If the information is correct, click Confirm and you're done. If the information is incorrect, click your Web browser's Back button to modify the event information again.
   

Clone

You may find the need to create another event that is almost identical to an existing event. Rather than enter all of the event information again, use the Clone feature to "clone" the information from the existing event and then make modifications as necessary. You may also want to use the Clone feature to create a recurring event that has the same information as another event, but that differs in recurrence rules. Follow these steps:

1. At the Community Calendar Administration page, specify your Event Selection Criteria and then click Clone.
   If your criteria matches the information for one event, you may immediately perform the action. If your criteria matches the information for multiple events, the Community Calendar displays a list of events and you may choose the appropriate event.
   
2. Modify the event information as necessary.
   For more information about the event information options, see Create and Submit a New Calendar Event in the user documentation.
3. Click Clone to create the new event.
4. Review and confirm the event information.
   After you click Clone, the Community Calendar displays a confirmation page where you can review the event information before it appears in the Community Calendar. If the information is correct, click Confirm and you're done. If the information is incorrect, click your Web browser's Back button to modify the event information again.
   

Remove

You may find the need to remove an event from the Community Calendar. This feature is useful if an event was submitted by mistake, the event no longer occurs, or the sponsoring group has disbanded. If it is a recurring event, this feature will remove every occurrence of the event. Follow these steps:

1. At the Community Calendar Administration page, specify your Event Selection Criteria and then click Remove.
   If your criteria matches the information for one event, you may immediately perform the action. If your criteria matches the information for multiple events, the Community Calendar displays a list of events and you may choose the appropriate event.
   
2. Review and confirm the event removal.
   The Community Calendar displays a confirmation page where you can review the event information before it is is removed from the Community Calendar. Click Confirm if you are positive that you want to remove the event.