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Learning Objectives:
1. Summarize how to create a new event calendar
2. Recall how to filter the events calendar
3. Describe the event recurrence types.
Video Script
Welcome to the Events: Adding Calendars & Events overview. In this video we will demonstrate how to create event calendars and add, update, or cancel scheduled events.
To get started, select Setup from the welcome menu. Then, select Events from the main menu. This will open the calendar settings page where you can add, edit, or remove event calendars for your building.
To create a new event calendar, select New. Then, enter a name for the event calendar. Next, add a description of what the calendar should be used for. After adding the description, assign a colour code to the calendar. All the events in this calendar will be coded with the selected colour.
The final step is to set the access for each user group. No Access means the user group will not be able to see the calendar, View Access means the user group can see the calendar but not add to it, and Full Access mean the user group can view and add events to the calendar.
Once completed, click Save. You will now see the new event calendar in the calendars list. To view a calendar’s settings, select View, to update a calendar’s settings, select Edit, and to remove a calendar from the system, select Delete.
You also have the option to adjust the default setting for calendar event notifications. Select the Edit icon beside Send Email Default, pick the appropriate option from the drop-down menu, and click Save. If required, users can change this default setting during the event creation process.
To add events to a calendar, return to the homepage by selecting Exit Setup. Then, select Events from the main menu. This will open the events calendar where you can search, view, and create events.
By default, the events calendar will show the active events from all the calendars you have access to. To view a specific event calendar, click on the All Calendars box, select the specific calendar you want to display, and click Search.
If you prefer to see the calendar events as a list, select the List View tab. You will now see the active events in ascending order. While in List View, you can conduct an all-text keyword search of the calendar, using the search bar at the top of the page. You can also switch the event status from active events to cancelled events. To return the calendar to its default settings, select Reset.
To view the details of an event, click on the event in the calendar. If you have full access to the calendar, you can then revise the event details by selecting Edit or cancel the event by selecting Cancel Event.
To create a new event, return to the event calendar and select Add New Event. Then, enter a title for the event. Next, enter a description of the event. From there, select which calendar you would like to post the event to. You will only see the calendars that you have full access to. To check the recipients associated with a calendar, select View Recipient List.
If applicable, upload any files you want included with the event, select if you want those files saved in the file library, and specify the appropriate folder. Next, enter the location of the event. Then, enter the start date and time of the event.
After that, select whether the event is recurring and if applicable, choose a repeat type from the drop-down menu. Each option has additional fields that will then need to be populated.
If you select Daily, choose whether the event repeats every set number of days or every weekday. If you select Weekly, enter the weekly frequency, and pick the days of the week the event will repeat on. If you select Monthly, either enter the day of the month and monthly frequency, or pick the week, day of the week, and monthly frequency for the event.
If you select Yearly, either enter the yearly frequency and select a specific month and day, or pick the week, day of the week, and month for the yearly recurrence. And if you select Custom, enter how many times the event repeats, and then select the date and time for each of those recurrences.
After entering the recurrence details, select the recurrence end date. This field is mandatory for recurring events. Next, select the duration of the event from the drop-down menu.
If your building has enabled the lobby display feature, you will then have the option to display the event on the Lobby Display TVs. If applicable, select the appropriate TVs from the list provided. To review how the event will display, select TV Theme Preview beside the applicable TV.
Then, review the default email notification setting and revise it if needed. This is the default you selected on the calendar settings page. Next, determine if you want to send an email reminder about the event and if applicable, enter how many days before the event the reminder should be sent. Once completed, click Save. You will now see the new event on the events calendar.
This concludes the Events: Adding Calendars & Events overview. For more information on the events feature, please refer to our user guide.