Managing Calendars in UNL Events
How to create and manage calendars and share events between them.
How to post events: https://mediahub.unl.edu/media/11492
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- [00:00:00.000]Hi, I'm Keith McGuffey
- [00:00:02.035]I'm a Web Specialist with
- [00:00:04.501]I'm going to be talking today about
managing calendars in the UNL event system.
- [00:00:08.550]For this video, I'm going to be talking
specifically about calendars.
- [00:00:12.048]If you need help posting events to the
- [00:00:15.514]we have a separate video for that
on MediaHub under the Nebraska Extension
- [00:00:19.397]County Websites' MediaHub page.
- [00:00:22.728]And that's just called 'Extension
Resources: UNL Events'.
- [00:00:26.161]I'm going to post a link to this video
in the description of the video that
- [00:00:30.942]I'm currently recording, so if you need
help specifically with the events,
- [00:00:35.741]refer to this video. The video I'm
recording right now is specifically
- [00:00:39.755]for managing calendars.
- [00:00:42.738]So I'm here at events.unl.edu, and
to manage a calendar
- [00:00:47.004]it's in the same place as managing events,
so we'll click on this 'Manage Events' link.
- [00:00:52.651]In here, we have some instructions on how
to get started with the event system.
- [00:00:57.883]Off in this side toolbar, we can see some
tools that include adding a new calendar,
- [00:01:03.198]and below that we can see the calendars
that you're already subscribed to.
- [00:01:08.180]So I'm going to go ahead and say
'New Calendar' to create a new calendar.
- [00:01:12.278]Here, I can give the calendar a name.
- [00:01:15.761]I'll say "Keith's Test Calendar".
- [00:01:19.309]The 'Shortname' is what will appear
in the URL for the calendar
- [00:01:24.491]that you're creating.
- [00:01:26.391]I'll say "keithtest".
- [00:01:30.308]You can choose a default time zone with
this dropdown, and include a website.
- [00:01:35.487]The "Event Release Preference",
when you create an event, you can either
- [00:01:39.785]publish it immediately, which is the
"Immediate" option, or
- [00:01:43.518]send it to "Pending" which is a kind of
staging area for events before they
- [00:01:47.316]go live on the event calendar.
- [00:01:51.165]So I'll say "Immediate".
- [00:01:53.981]This "Email Lists", I checked with
Jeff Sturek, who is the developer for
- [00:01:58.414]UNL Events, and he said he doesn't
believe this is actually used for anything
- [00:02:02.695]right now, that it might be a legacy field
or something that was used for feedback.
- [00:02:08.376]So I wouldn't rely on this to send emails
- [00:02:12.808]But I will check this "Allow Event
Recommendations Within this Account",
- [00:02:16.390]because that will allow you to share
events between calendars.
- [00:02:21.139]So I have all my fields filled out
I'll say 'Create Calendar'.
- [00:02:27.453]So we can see here "Keith's Test Calendar"
has been created.
- [00:02:31.885]I'm actively looking at "Keith's Test
- [00:02:35.883]And up here in the URL, there's that
- [00:02:41.698]Okay, I'm going to go ahead and just
create an event real quick.
- [00:02:45.497]And again, if you need help posting
events, refer to that other video.
- [00:03:04.373]Okay, so remember I set my calendar to
automatically put events in the "Upcoming"
- [00:03:12.055]tab, and that means it's on the live
- [00:03:14.804]And on the sidebar here, under
"Keith's Test Calendar",
- [00:03:17.722]I can see the live calendar.
- [00:03:20.068]You can see that on September 19,
there's that test event I created.
- [00:03:25.000]Let me go back.
- [00:03:27.566]So I have my test calendar, with my
- [00:03:31.598]Now I am an admin on several calendars,
- [00:03:35.380]you can see down here under
- [00:03:37.879]I have a few different available to me.
- [00:03:42.229]Since I have an event on my calendar,
I can use this "Actions" dropdown.
- [00:03:46.995]And here I can move this event back
to the "Pending" tab so it's not on the
- [00:03:50.575]live calendar. I can also delete the
- [00:03:54.607]The other option is to "Recommend" this
- [00:03:57.456]And with this option, I can include this
event on other calendars.
- [00:04:02.635]So just for the sake of example,
I'm going to put this on the
- [00:04:06.519]Herbie County Extension, and I'm going
to make it live right away under the
- [00:04:10.885]"Approved". I could also put in "Pending",
so that someone else who manages that
- [00:04:14.833]calendar can review and approve at a
- [00:04:18.648]But for right now, I'll just put it
- [00:04:21.981]Submit that.
- [00:04:24.323]Ok I'm still looking at
"Keith's Test Calendar",
- [00:04:26.946]the one I made, and there's that
- [00:04:30.145]Now, if I go to the Herbie County
- [00:04:34.860]I can see under "Upcoming",
there's that same event that I just
- [00:04:38.776]created on my other calendar.
- [00:04:41.559]So it's live on both calendars right now.
I can look at the live calendar for
- [00:04:45.218]Herbie County Extension.
- [00:04:48.006]There's that test event.
- [00:04:51.572]And same on the test calendar I made.
If I look at the live calendar,
- [00:04:56.237]there's that test event.
- [00:05:02.001]Now if I'm on the Herbie County Extension
calendar, and I want to remove this test
- [00:05:09.615]event from the live Herbie County Extension
events calendar, I can move it back to
- [00:05:15.746]"Pending", or I can delete it.
- [00:05:21.311]If I delete an event that's not on the
calendar where the event was created,
- [00:05:26.826]it will still show on the calendar where
it was created.
- [00:05:30.158]So I deleted that event from Herbie
- [00:05:34.124]but if I go back to my test calendar,
that event still exists.
- [00:05:42.405]Let me recommend this back Herbie
- [00:05:49.202]So now it's in both places, right?
It's on Herbie County
- [00:05:53.667]and it's on my test calendar.
- [00:05:57.065]Now if I delete it from my test calendar,
because it was made on the test calendar,
- [00:06:02.468]it will delete it from anywhere it's
- [00:06:06.096]If we go back to Herbie, you'll notice
it's not available there anymore.
- [00:06:12.732]So that's how to share between calendars
- [00:06:18.125]Now, if there's events you would like
to share from calendars you don't manage,
- [00:06:22.260]there's a couple of options.
- [00:06:24.290]One is - let me get back to my test
- [00:06:28.655]We can go to "Users and Permissions"
and add the person from the calendar
- [00:06:34.370]that we want to pull events from
to our calendar and have them push
- [00:06:38.052]events to our calendar.
- [00:06:40.269]Another option is subscriptions.
- [00:06:44.316]So with subscriptions we can pull events
from other calendars to our calendar.
- [00:06:50.431]So I'm going to add a subscription.
- [00:06:56.012]This "Title" is just for me. I don't
believe anyone sees the title of
- [00:07:00.261]your subscription except for people who
work on the calendar.
- [00:07:04.410]So I'll say "Test Subscription".
- [00:07:06.977]And I can choose from all of the
calendars within the UNL Event system
- [00:07:13.856]which one I want to pull from.
- [00:07:15.806]So I'm going to pull from - let's go to
Student Affairs -
- [00:07:25.120]Student Affairs. And see there's the long
name and there's that shortname that's
- [00:07:29.001]up in the URL. So if there's two that have
similar names, look for that shortname URL.
- [00:07:37.215]Ok, this will pull any upcoming events
from the Student Affairs calendar, and
- [00:07:42.863]I can say either pull those events into
my "Pending" area, or make them live
- [00:07:48.045]right away without me needing to review.
- [00:07:51.110]For this, I'm going to say, put them in
the "Pending" area, and I'll say
- [00:07:54.743]add subscription.
- [00:07:57.858]Ok, let's go back now to
- [00:08:04.439]We can see we have a pending event,
it's "Family Weekend".
- [00:08:09.754]And we know this is a subscription event
because it says "Preview", right?
- [00:08:14.319]If I try to edit this, I don't actually
have any ability to edit any of the
- [00:08:20.234]content because this is not my event,
and it's not an event from a calendar
- [00:08:25.349]I'm an admin of.
- [00:08:32.547]Alright, like other pending events that I
can create, I can put this to the upcoming
- [00:08:37.695]and it will now be live on the live
- [00:08:46.425]There we go.
- [00:08:50.157]Now if I delete this from my calendar,
again, because I don't own this event
- [00:08:56.554]and it wasn't made on my test calendar's
calendar, deleting this will just delete
- [00:09:03.320]it from my page, my calendar, not
Student Affairs' calendar.
- [00:09:09.034]So don't worry about messing up
someone else's calendar with subscriptions.
- [00:09:16.182]Ok, let me go to a calendar with some
- [00:09:22.296]Ok, so I'm looking at UAAD's calendar
now. I can see we have a few
- [00:09:26.545]upcoming events here.
- [00:09:28.127]And again, I can recommend these to
other calendars that I'm an admin of.
- [00:09:36.092]I can delete them individually or move
them to "Pending".
- [00:09:40.624]I can also, if I want to take every event
here and move them to "Pending"
- [00:09:46.239]I can do it all in one bulk action or
delete them all in the same manner.
- [00:09:52.120]Now the "Past" tab shows events that
have happened already,
- [00:09:57.801]and if - you can see I have 33, you might
have well over that - and if you want to
- [00:10:02.666]clean those up, get rid of those, you can
use this "Clean Up Old Events" option.
- [00:10:07.248]And this will permanently delete any past
events from your calendar.
- [00:10:12.696]You can set that by year, too. If you want
to only go back one year or all the way
- [00:10:16.559]to ten years.
- [00:10:19.494]Finally, let me go back to my test
- [00:10:23.142]If I wanted to change the name of my
calendar or the URL associated with it,
- [00:10:29.474]all of that is under the "Edit Calendar
- [00:10:34.572]So here this looks similar to the setup
for the calendar we did earlier.
- [00:10:39.903]And on this as well you can also clean up
your calendar events.
- [00:10:45.185]"Manage Calendar" then brings you to where
you can create new events.
- [00:10:49.750]"Live Calendar" shows you what a user
will see of your calendar.
- [00:10:54.599]"Users and Permissions" allows you to
- [00:11:01.546]And to do this you just look up their
username in this dropdown and then
- [00:11:06.994]give them the permissions you would like
them to have, if they can edit the entire
- [00:11:12.926]calendar, or just events individually.
- [00:11:17.807]And like this says, the person needs to
have already logged into the events
- [00:11:22.239]manager prior to them showing up in this
- [00:11:29.437]Okay, so I've made a test calendar,
and run some tests,
- [00:11:32.721]now I want to get rid of it.
- [00:11:34.185]I'm going to go to "Edit Calendar Info",
and I'll just delete this calendar.
- [00:11:41.600]There we go, we can see I'm back to
my individual event publisher.
- [00:11:46.031]Alright, if you have any questions,
comments, concerns, drop me a line.
- [00:11:49.946]Keith McGuffey, my email is
- [00:11:54.695]Thank you!
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