Managing an Events Calendar in Reason

Notes

  • Requires a special page; if your site does not have an events page contact someone in the Web Services Group to set one up for you
  • This page is a "smart" page; you will not be editing it directly. Instead, you will be managing a list of individual events, which the events page will use to assemble the calendar.
  • Unlike images and assets, you do not have to place the event on the event page; the event will show up there automatically when you add it.
  • An event may show up in several places on Carleton's web site, depending on how you set it up and whether other people place it on their events calendars.
  • An event calendar has two parts: a listing page, where visitors can browse through multiple events, and a details page, where a visitor can get full information about a particular event.
  • By default, the central events calendar will link to your site so that visitors can see the full information you entered.

If you're setting up a brand new calendar:

  • Determine which event categories you will use on events calendar. These categories will provide visitors with specialized event listings.
    • Select general categories
      1. Choose Categories in the Borrow menu
      2. Click Select next to the categories that your events will fit into
    • Add custom categories
      1. Choose Categories in the Add/Edit menu
      2. Click on Add Category
      3. Give your custom category a name; you can ignore the rest of the fields.

How to add an event: two methods

Adding an event yourself

  1. NOTE: If there is a chance that someone else has already added this event to another site's calendar, please start with the second set of instructions below, and only add the event yourself if no one else has already done so.
  2. Choose Events in the Add/Edit menu
  3. Click Add Event
  4. Fill out the event form:
    • Event Title: The name of the event. If this event will appear on the central calendar, please add descriptive information, like "Biology Seminar: Mitochondrial Replication in Eukaryotic Organisms" rather than just "Mitochondrial Replication in Eukaryotic Organisms"
    • Date & Time of Event: When is this event happening? (if it repeats, enter the first time it happens.) Enter the date in mm-dd-yyyy format, and if the event is an all-day affair, enter 12:00 AM as the time.
    • Duration: How long does this event last? If you're not sure, it is OK to leave these as zeros.
    • Repeating Events: If this event repeats on a regular schedule (like a committee meeting), choose one of the options: daily, weekly, monthly, yearly. Once you choose a repetition option, the form will adjust to provide you with options for that option.
    • Sponsoring Department or Organization: The sponsor of the event. This may be automatically filled out with the name of your office or department, but you can enter another campus group if they are sponsoring it instead.
    • Username of Contact Person: This will automatically fill out with your username. If someone else should be contacted with questions about the event, enter their username instead.
    • Contact Department or Group: If people should contact a different group (like a student organization) than the one that is sponsoring the event, enter the name of that group here. If the sponsoring organization is the same as the contact organization, you can leave this field empty.
    • Brief Description of Event: A spot for a short (1 sentence or so) description of the event. Some calendars, including the central events calendar, will show this on the listing page under the name of the event.
    • Full Event Information: Here you can enter as much information as you'd like about the event. This will show up on the details page for this event.
    • URL for more info: If there is a web site the contains more information about this event, you can enter its URL here. Please note that if you enter a URL here the central events calendar will link to that site rather than yours.
    • Keywords: For help in searching for the event.
    • Audiences: This helps Reason figure out which people to promote the event to. Uncheck the audience groups who don't need to see this event in their events calendar.
      • Note: unchecked groups can still discover the event; this does not "hide" an event from them.
    • Show or Hide?: Determines whether the event shows up at all on the public web site. Like live/pending for Reason pages.
    • Sharing: This determines where the event will show up. You have two options:
      • Shared
        • Event will show up on your site and on the central events calendar
        • Event will be available for other sites to borrow it and place it on their events calendars
      • Private
        • Event will only show up on your site.
  5. Hit Save and Continue Editing
  6. Check your form to make sure everything looks right. Make sure to check the Event Occurs On field below the date portion of the form to double check that Reason understands your intentions for this event. This field formats dates as yyyy-mm-dd.
  7. Click Save and Finish
  8. Go to your public site and reload your events page to see the new event.

Placing an already entered event on your events calendar (Borrowing)

  1. Choose Events in the Add/Edit menu
  2. Click the Borrow tab.
  3. If you are already borrowing some events, they will show up at the top of this page, under Selected.
  4. Use the filters or page through to find events you want to place on your calendar
  5. Once you have found an event that you would like to place on your calendar, click Select next to that event.
  6. The event will move up from the Unselected list to the Selected list.
  7. Go to your public site and reload your events calendar to see the new event.