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Creating, Modifying, and Removing Community Calendar Events
Revised: April 02, 2002
Contents
Overview
This document provides instructions for creating a new Calendar event,
modifying an event that you previously submitted, and removing an event that
you submitted. Note that any Calendar events that you create or modify will
not be displayed by the Community Calendar until they are
approved by an administrator.
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
Working with Calendar Events
The following tasks are available for working with events:
Create and Submit a New Calendar Event
Anyone can submit an event for the Community Calendar. After you submit
your event, an administrator will review your submission and approve or reject
it. You may be contacted by the administrator for verification before your
event is approved.
Follow these steps to create and submit a new event:
- Describe your event.
| Title |
Specify the event title |
| Sponsor |
Specify the host organization or club that is sponsoring the
event |
| Category |
Select a category of interest. By default, the Select option
is selected; you cannot submit your event for approval if you do not select a
category. |
| Cost |
Specify the cost for participating in the event. |
| Description |
Specify the event description, i.e. the focus of the
event |
| Web address... |
Specify the World Wide Web address (URL) for more event
information (if applicable) |
- Describe the location of your event.
| City |
Specify the city where the event will occur |
| Location |
Specify the location, such as area, building, and room, where the event
will occur |
| Directions |
Describe how to get to the event |
- Specify the contact information for your event.
| Name |
Specify the name of the main contact for the event |
| Phone |
Specify a phone number that potential event attendees can call for more
information about the event |
| E-mail |
Specify a e-mail address that potential event attendees can use to request
more information about the event |
- Specify the date and time for your event.
| Start Date |
Select the month, day, and year of your event |
| Start Time |
Specify when the event will begin. If the event does not have
a specific starting time, select Flexible Start Time. |
| End Time |
Specify when the event will end. If the event does not have a
specific ending time, select Flexible End Time. |
- If your event lasts for more than one day, select the number of
days in the "This event lasts for x day(s)" list.
For example, a fair may last for two days. Instead of submitting an event for
each day, submit one event and specify that it lasts for two days.
- Click Create to create your one-time event, or continue with step
7 to create a recurring event.
After you click Create, the Community Calendar reviews the event information
and displays an error message if you did not specify all of the required
information. If the event information is complete, the Community Calendar
displays a verification page where you can review the event information and
submit the event for approval. If the information is incorrect, click your
browser's Back button, adjust the event information accordingly, and then click
Create. If the information is correct, click Confirm and you're done--your
event will be reviewed by an administrator and will appear in the Community
Calendar if the Calendar administrator approves it.
Important: Save the Reference Number in a safe place! This number is
required to make changes to your event.
- Specify a recurrence pattern for your
event.
If your event recurs in a specific pattern, you can use the recurrence options
to create identical events for the other dates without submitting an event for
each date. For example, if your organization has a meeting every Monday, you
can create an event for the first meeting and create additional events for the
following meetings at the same time! Select one of the options described
below, and then specify the recurrence pattern:
| Daily Event |
the event recurs based on the day, such as every Saturday or every
weekday. |
| Weekly Event |
the event recurs based on the week, such as the first week of the
month |
| Monthly Event |
the event recurs based on the month, such as the fourth day of every
January |
| Yearly Event |
the event recurs every year on a specific date |
The following examples display the recurrence pattern for
various types of events:
| Weekly club meeting |
Your club meets every Sunday evening. Select the following options:
|
| Weekday luncheon |
Your community center hosts a daily luncheon every Monday through Friday
for senior citizens. Select the following options:
|
| City Council meeting |
Your city council meets every two weeks. Select the following options:
|
| Monthly Recycling |
Your community hosts a monthly recycling event on the sixth day of June,
July, and August. Select these options:
|
| Yearly Fair |
Your community hosts a fair on the fourth of July every year. Select these
options:
|
Note: If you specify a Start Date that does not match
your recurrence pattern, the Community Calendar will automatically adjust the
Start Date to match. For example, if you specify a Start Date of July 3, and
then specify a recurrence pattern of a Yearly Event that begins on July 4, the
Calendar will adjust the event Start Date to July 4. If the first date of your
event differs from the usual recurrence pattern of the event, submit an event
for the first date and then submit another event for the recurring event dates;
the Create a New Calendar Event Using Information from an Existing Event
function is the best way to duplicate the information from the first event for
the recurring event dates.
- Specify the final date for the recurring event.
The Community Calendar will not schedule your recurring event after the date or
number of occurrences that you specify. You may select from three options:
| No Limit--schedule for all future dates |
the recurrence is limited to the final date allowed by the Community
Calendar |
| End after x occurrences |
the recurrence is limited to the number of occurrences that you
specify |
| End by... |
the recurrence is limited to a specific date that you specify |
- Click Create to create and submit your recurring event.
After you click Create, the Community Calendar reviews the event information
and displays an error message if you did not specify all of the required
information. If the event information is complete, the Community Calendar
displays a verification page where you can review the event information and
submit the event for approval. Pay particular attention to the recurrence. If
the information is correct, click Confirm and you're done--your event will be
reviewed by an administrator and will appear in the Community Calendar if it is
approved. If the information is incorrect, click your browser's Back button,
adjust the event information accordingly, and then click Create. Your event
will be submitted for approval by an administrator, and listed in the Community
Calendar after approval.
Note: Save the Reference Number in a safe place! This number is
required to make changes to your event.
Replace a Calendar Event
After you submit an event, you may replace the event with a new event. This
function is particularly useful if you submitted incorrect event information,
such as an incorrect date or location. Unlike the Modify... tasks, this
task allows you to modify the date(s) of the event. Note that you may
replace an event before an administrator approves the original event
submission.
Follow these steps to replace an event:
- Enter the event's Reference Number and then click Replace.
This number was provided to you when you submitted the event, and you are
required to enter this number to proceed. After you enter a valid Reference
Number and click Replace, the Community Calendar displays a form so that you
can change any or all information for the event. If you have lost the
Reference Number, contact your administrator for assistance.
- Replace the information in the Calendar event and submit it for approval.
The options in the Replace a Community Calendar Event page and the process of
replacing your event are identical to those described in Create and Submit a New Calendar Event. Note that you
click the Replace button instead of Create to submit your event for approval.
Note: Replaced events require administrator approval before they
appear in the Community Calendar.
Create a New Calendar Event Using
Information From an Existing Event
After you submit an event, you may find the need to submit another event
that is almost identical to an existing event. Rather than enter all of the
event information again, use this function to "clone" the information
from the first event and then make modifications as necessary.
Follow these steps to replace an event:
- Enter the event's Reference Number and then click Clone.
This number was provided to you when you submitted the event, and you are
required to enter this number to proceed. After you enter a valid Reference
Number and click Clone, the Community Calendar displays the Clone a Community
Calendar Event page with the event information that you submitted for the
existing event.If you have lost the Reference Number, contact your
administrator for assistance.
- Modify the information in the Calendar event and submit it for approval.
The options in the Clone a Community Calendar Event page and the process of
cloning the event are identical to those described in Create and Submit a New Calendar Event. Note that you
click the Clone button instead of Create to submit your event for approval.
Note: Cloned events require administrator approval before they appear
in the Community Calendar.
Modify a Calendar Event's
Information for All Dates
After you submit an event, use this function to modify the event
information. This function is particularly useful when the time or location of
an event is changed on a permanent basis. If the event is a recurring event,
this function will modify the information for all event dates.
Note: You cannot modify the event date with this function. To
modify the date, including all recurrences of the event, refer to Replace a Calendar Event. To modify the date for a
single event, refer to Modify a Calendar Event's
Information for a Single Date (Including Change to a New Date or
Cancel).
Follow these steps to modify the event's information for all dates:
- Enter the event's Reference Number and then click Modify All Dates.
This number was provided to you when you submitted the event, and you are
required to enter this number to proceed. After you enter a valid Reference
Number and click Modify All Dates, the Community Calendar displays the Modify a
Community Calendar Event's Information for All Dates page with the information
that you submitted for the event.If you have lost the Reference Number,
contact your administrator for assistance.
- Modify the information as necessary and submit the event for approval.
The options in the Modify a Community Calendar Event's Information for All
Dates page and the process of modifying the event information are identical to
those described in Create and Submit a New Calendar
Event. Note that you must click the Modify button instead of Create to
submit your event for approval. As mentioned above, you cannot modify the
date(s) with this function.
Note: Modified events require administrator approval before they
appear in the Community Calendar.
Modify a Calendar Event's
Information for a Single Date
After you submit an event, use this function to modify the event
information for a single date. This function is particularly useful for changes
that occur on single date, such as a meeting that usually occurs at 8 p.m. but
must be moved to 7 p.m. on a specific date. This function also allows you to
cancel the event or move it to another date. If the event is a recurring event,
this function will only modify the event information for a single event date
that you specify.
Follow these steps to modify the event's information for a single date:
- Enter the event's Reference Number and date, and then click Modify Single
Date.
This number was provided to you when you submitted the event, and you are
required to enter this number to proceed. After you enter a valid Reference
Number and date, and then click Modify Single Date, the Community Calendar
displays the Modify a Community Calendar Event's Information for <month day,
year> page with the information that you submitted for the event.If you
have lost the Reference Number, contact your administrator for assistance.
- Modify the event information as necessary.
The options in the Modify a Community Calendar Event's Information for
<month day, year> page are identical to those described in Create and Submit a New Calendar Event. Note that since
you are modifying the information for a single date, you cannot modify
recurrence rules.
- Select a new date and submit the event for approval, or cancel the event.
If the event date has changed, select the date in the Select New Date lists and
then click Modify. If the event is canceled, click Cancel.
- Review the event information and confirm it.
After you click Modify or Cancel, the Community Calendar reviews the event
information and displays an error message if you did not specify all of the
required information. If the event information is complete, the Community
Calendar displays a verification page where you can review the event
information and submit the event for approval. If the information is correct,
click Confirm and you're done--your event will be reviewed by an administrator
and will appear in the Community Calendar if it is approved. If the information
is incorrect, click your browser's Back button, adjust the event information
accordingly, and then click Create.
Note: A modified event requires administrator approval before it
appears in the Community Calendar. After approval, the Community Calendar
displays the event and indicates "Postponed" if the new date occurs
after the original date, "Advanced" if the new date occurs before the
original date, or "Canceled" if the event was canceled.
Remove a Calendar Event
After you submit an event and it has been approved, use this function to
remove the event from the Community Calendar. This function is useful if you
have submitted an event by mistake or if a recurring event is no longer being
held. If it is a recurring event, this function will remove every occurrence of
the event.
Follow these steps to remove the event:
- Enter the event's Reference Number, and then click Remove.
This number was provided to you when you submitted the event, and you are
required to enter this number to proceed. After you enter a valid Reference
Number, and then click Remove, the Community Calendar displays the Remove a
Calendar Event Confirmation page with information that you submitted for the
event.If you have lost the Reference Number, contact your administrator for
assistance.
- To remove the event, click Confirm.
The event removal will be reviewed by an administrator and the event will be
removed from the Community Calendar if it is approved
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