Creating an Event
- Click on Create an Event at the top of the screen.
- Enter the name for the event in the Name of Event field. This will appear by default on all calendar views when visitors are looking for events on your site.
- The Event Details section of the event form will open automatically for you. You can navigate to other sections of the form by using the Event Options menu at the top of the form or clicking on the sections to expand them.
- In the Event Details section, enter a short description of the event in the Summary field. This appears on select calendar views and is used to grab the attention of people viewing your site.
- Put a check mark in the Add a full description box to enter a complete description of the event using up to 10,000 characters. The system will copy the current text of the Summary field into the Description area and then you can add any additional details you would like viewers to see on the Event Details page. *Note: The full description supports special formatting, such as bullet points, numbered lists, hyperlinks, and HTML formatting.
- In the When is the Event? field, enter the start date and time and end date and time of the event.
- All Day - Select this option if the event lasts all 24 hours in the date range specified. You can also use this options if the event does not have a set start and end time.
- This event repeats - Select this option if this is a recurring event (daily, weekly, monthly, etc.) and choose the desired recurrence schedule from the drop down that appears.
- Do not show end date/time - Select this option to display the start date and time of the event, but not the end date and time. An end date and time are still required to publish the event, but this setting ensures the event will properly download and display on personal calendars and in Event Sharing.
- The Timezone will default to the value set by your Site Administrator, but you can change it if needed.
- Every event you create in Event Publisher has a unique URL. Once you enter a name for the event, the Event URL will update in this field.
- Check the Make this event private option to hide the event from the general public. The event will only be visible to users with appropriate rights and privileges when they are logged into the site. The event is also excluded from sharing.
- Check the Highlight this event option to prominently feature the event at the top of your calendar.
- Highlighted events must occur within the next 30 calendar days to be displayed.
- Highlighted event must have an image to be displayed.
- By default, the next 4 Highlighted events will be displayed.
- Check the Make this event unlisted option to hide the event from the calendar. The time will still be blocked off, but only users who have access to the event URL will be able to access the event information. Click here to learn more about unlisted events.
- Use the Specify Publish/Unpublish Times to control when your event is visible to visitors on the calendar. You can enter only a Publish Date/Time, only an Unpublish Date/Time, or both a Publish and Unpublish Date/Time.
Categories and keywords allow you to classify your event to make them easier to find when visitors search your site.
- Choose Categories that apply to this event. Visitors will be able to search and filter events based on categories.
- Enter any Keywords or tags that visitors may use to search for your event. *Note: If entering multiple keywords or tags, separate them with a comma.
Add one or more Locations to your event by searching for it or selecting it from the Location List. Depending on your level of access, you may also be able to enter an Ad-hoc Location. by entering the name and address of the event location in the field.
- Using the search, enter the location name or keyword into the Location field and click Search. Matching results will display below. Check the boxes next to the locations you need and click Add Selected. This will the select those locations in the Location List box.
- Using the Location List, check the boxes next to the locations needed. If a location has sub-locations, use the arrow to expand the list in order to select a sub-location.
- To add an Ad-hoc Location, enter the name and address of the event location in the field and click Add. *Note: Ad-hoc locations will not appear in the location search drop-down.
- Enter the Name, Phone Number, Extension, and Email Address of the event coordinator or person whom visitors can contact with questions about the event. *Note: This information is publicly displayed for each event.
You can upload up to 5 images to an event each with a maximum size of 3 MB. *Note: There are several different places the Event Image will display: the Highlighted Events area, the Event Summary view, the Event Details view, and the Location view. Each image should have an aspect ratio of 1.6: 1 in order to scale properly in all views. For example, an image that is 1600 x 1000 pixels will scale properly throughout Event Publisher.
- You can Upload your own image by clicking Choose File, browsing for and selecting the file, and clicking Upload.
- Or you can select images from the Media Library.
- If you have multiple images for an event, select the check box in the top left corner of one image to select it as the Primary Image for the event. This is the image that will be used in the default listing of events.
- You can add Alternate Text to your images that will display when moused over. It is also used by visually impaired web browser assistance applications for WCAG conformance.
- Click the red x to remove an image from the event.
Events can have a maximum of 5 attachments that total up to 10 MB. For example, you could upload five 2 MB attachments or three 3.3 MB attachments, or any combination that does not exceed the quantity of 5 or the total size limit of 10 MB.
- Add an Attachment by clicking Choose File, browsing for and selecting the file, and clicking Upload.
- Or you can attach a file from the Media Library.
- Each file has a Display Text label that displays as a link. It will default to the file's name, but you can change this to something better.
- Click the red x on an attachment to remove it from the event.
Registration allows you to track attendance and create tickets for your event. Adding a Sale Item allows you to offer tangible goods that can be purchased. When adding a Registration, the system will collect first name, last name, and email addresses for reporting purposes. Adding a Sale Item will not collect this information. You can also use a pre-made product template to add items to your event.
Adding a Registration or Sale Item
- Click either Add Registration or Add Sale Item.
- Check if you would like to Enable Ticketing. This will include a printable ticket that can be scanned to track event attendance.
- Enter the Name of the item.
- Enter additional details for this item in the Description field.
- Provide the Cost associated with this item and the Quantity available.
- Put a check mark in the Donation box if you would like to allow the purchaser to specify the cost of the item.
- Click Show More Options to view additional options.
- On the Questions tab, select which information you would like to collect. *Note: If you selected Add Registration, First Name, Last Name, and Email Address will already be marked as required fields.
- On the Add a Question tab, you can add custom questions for other information you may want to collect.
- The Sale Dates tab allows you to set a timeframe for when ticket or product sales will begin and end, as well as minimum and maximum number of items that can be purchased at one time.
- The Advanced tab allows you to enable a Waitlist for sold out events, as well as select a Category for the item. You can also chose to Share Question Information. For example, if 5 tickets are purchased, the system will only require one First Name, Last Name, and Email Address to be entered for the purchase.
- Click Add to save the registration or sale item to the event. Add additional items as needed.
Adding an Item using a Product Template
Your system administrator can pre-configure products to offer with your events. These product templates can include: Product Name, Product Description, Payment Type, Product Type, Cost, Quantity, Product Category, and Item Questions.
- Click Use Product Template.
- Select the Product Template from the drop down.
- Click Insert.
- This item will then be added to your event.
- Display items on a separate page - All of the items available for the event will be displayed in a new window. The only information that will be displayed on the event details page is a "Register" icon. Clicking on that icon will open the new window showing the available items.
- Registration products share quantity - This allows you to pool or link all registration items together to share quantity. For example, you may have a maximum capacity of 100 registrations, but you can sell any number of Student, Staff, or Guest Registrations up to a total of 100. *Note: Only Items added with a product type of "Registration" can share a maximum quantity.
- One Click Registration - The allows you to configure registration items to use an "express checkout." When enabled, the person registering for the event will bypass the confirmation page, allowing for immediate registration from the event details or dedicated registration form. *Note: One Click Registration is only available on events that do not offer sale items. If sale items are also available, users will complete the normal checkout process.
- Allow registration until the end of the event - Check this option if you would like to offer at the door sales or would like for people to be able register for the event after it has started. You will be able to accept registrations up until the set end time of the event.
This area only appears on sites where your administrator has configured Custom Event Fields on the Event Setup page to collect additional information for each event. Required fields are marked with an asterisk (*) symbol.
Saving and Publishing an Event
- Click the Save button at the bottom of the form to save the details of the event. *Note: This does not submit the event for approval or publish the event to the calendar.
- Click the Submit button to save the event and submit it for review and approval. *Note: Only Standard users will see the Submit button.
- Click the Publish button to save the event and publish it on the calendar. *Note: Only Site Administrators and Tenant Administrators will see the Publish button.
- Click the Discard button to cancel requesting the event and return to the Events Dashboard.
Conflicting Event Details
After you click Publish, you may see a notification at the bottom of the page if this event conflicts with another pending or approved event. The error will list the details of the event that is in conflict with the event you are trying to publish. You can edit the date, time, or location of your event to prevent the conflict and click either Save or Publish.
Allowing a Double Booking
If you have the correct user permissions, you may be able to allow a double booking in cases when you know the two events will not interfere with each other.
- Check the box to Allow Double Booking.
- Click Submit.