The Calendar Admin tool is one of the most powerful modules of the CMS4Schools application. All events are organized within this master calendar and may be displayed on any main website page using the calendar page detail tools: Calendar of Events, Mini Calendar or Upcoming Events. Feeds from rSchools Today or Schedule Star can be established to include events from either of those applications as well. While the Calendar Admin has many features available, the only steps below that are required are Add/Edit Categories and Add an Event. The other sections are optional.
Permission for this module must be assigned within the Users' CMS4Schools Account. Users can be given permissions for all calendar categories or only a select few.
Faculty also have access to a calendar module and can create calendars specific to their website. There is an option when creating a calendar category in the main website admin to allow faculty members to include the calendar in their faculty calendars. This would allow you to create a calendar category like "School Year" that contains all the vacation, begin and end term, and parent-teacher conference dates. That category could then be the one place you would need to go to edit dates. Once changes were made they would be reflected throughout your website and not need to be changed in multiple places. For more information on faculty calendars, see Faculty Web Page Administration.
Accessing Calendar Admin
Within the Main Web site Administration window, click on Calendar Admin in the left side menu. If Calendar Admin is not visible, you do not have user permissions for this module. See your website administrator to obtain the necessary permissions.
Understanding the Calendar Admin Main Screen
The main calendar admin displays as a monthly calendar. Dropdown menus for month, year, and category allow the user quick filtering capabilities.
Edit Locations - Once added, driving directions to these locations will be included with any attached events.
Edit Categories - Categories are used to organize events. You control which events are displayed on a webpage by selecting which categories to display when you add one of the calendar page detail tools to a web page.
Edit Facilities - Identify which facility is used for the events.
Import - Events maybe imported from a tab-delimited text file such as Excel.
Weekly Email Settings - Members Database and Users Database users have the option of receiving a weekly email of upcoming events.
Timezone - Will ensure that the dates and times represented in your calendar reflect your local timezone for those who utilize the iCal sync feature available.
rSchool Today or Schedule Star - Settings for rSchool Today or Schedule Star. This screen shot displays rSchool Today only.
Date numbers - Each date number is a hyperlink that takes you to the New Event screen.
Add/Edit Categories - required
All events must be assigned a category which allows flexibility in how events are displayed.
To add categories:
First click Edit Categories
Enter a Category Name. Example category names are Middle School Fine Arts , High School Volleyball, or Elementary Concerts.
Choose a Custom Font Color by entering the 6-character hexidecimal code from the pop-up window. Assigning a color to a category helps the user easily identify its category. (optional)
Can Subscribe? allows User Database or Members Database users the option to receive notification of upcoming events within this category. (optional)
Faculty Can Include? allows faculty members to display this category within their own faculty web calendar. (optional)
Is an rSchool Today or Schedule Star category? This choice will be visible if your account is set up to receive a feed from either of these vendors.
Categories - Update, Delete, or Import
Update - clicking this link will display the screen in the previous step where you can change the name, color or any other designations.
Delete - eliminates a category and all events attached to it.
Import - events can be imported from a tab-delimited text file.
Add/Edit Locations (optional)
Within the main Calendar Admin page, click Edit Locations. The screen above displays.
Locations can be attached to events. By doing so, all attached events will have a link for driving directions to this location.
Click Add Location. The following screen displays.
Event Locations - Update or Delete
Update - clicking this link takes you back to the previous step where you can edit information.
Delete - eliminates the location. If events are attached to this location, you will be warned that deleting it will remove the location from the event, but not the event itself.
Add/Edit Facilities (optional)
Within the main Calendar Admin page, click Edit Facilities. The screen above will display.
Facilities can be attached to events similar to locations. Facilities are typically areas within your buildings. By utilizing this feature, facilities usage could be made available to the public by adding a Building Use Calendar to your website. When used in conjunction with a Request for Building Use tool, your website can be used as a facilities management application.
Click Add Facility.
Enter a facility name.
Choose to allow double book for this faciity by clicking the radio button.
Event Facilities - Update or Delete
Update - clicking this link takes you back to the previous step where information can be edited.
Delete - eliminate the facility. If events are attached to this facility, you will be warned that deleting it will remove the facility from the event, but not the event itself.
Import Events (optional)
Click on the Import link at the top of the Calendar admin page. This link enables the import of events from a tab-delimited text file.
Determine which category the events will go into from the drop down list or choose All Categories to import into all categories.
Click Continue (hidden behind the drop down in screen shot above)
The detailed field description above is provided describing the necessary placement of data in the tab-delimited file.
Browse to locate the import file
Click Import Events
Weekly Email Settings (optional)
Every Thursday night approximately at midnight, an email will be generated to all users with a valid email in the Members Database and Users Database who have requested to receive this weekly update. This email will contain a calendar displaying upcoming events from the main calendar.
To determine the settings of this option, click on the Weekly Email Settings link at the top of the Calendar admin. The following will display:
- Enter a Subject line or leave blank to use the default Subject line
- In the text box, enter the text that will be included at the top of each of these emails
- Check the box to include the category for each event
- Choose from the drop down list the day you wish the email to be sent
- Also, choose the number of days into the future the list of events should include
- A test email can be generated by supplying an email in the text box and checking the box
- Check the box at the bottom to turn off the Automated Weekly Email
- Click the Update button.
Setting the Timezone (optional)
Setting the Timezone enables iCal users to accurately sync with the Calendar of Events on your webpage.
Step 1: Choose the appropriate region from the drop down list and click Continue.
Step 2 will display. Choose the appropriate Timezone and click Save Timezone.
rSchool Today or Schedule Star
rSchool Today (shown) or Schedule Star links will be visible only if your account has been previously set up to sync with either of these applications.
Add an Event
To add an event to the calendar:
Click on the date number. A New Event screen displays:
Enter an Event Title or if left blank, the event description will appear as the title. This is the text that will appear on the calendar describing the event. It is recommended that you enter an Event Title.
Choose the appropriate category from the dropdown list. This will be your only means of organizing all your events; therefore, we strongly recommend that you have these categories set up prior to adding events to your calendar.
The date will pre-populate, but you may enter a different date if desired.
These fields are optional:
Date description - used only if additional information is necessary.
Begin and End Times
Description - Use this field to provide further clarification for an event. For example: you can enter the main contact for the event with an email address. To view this description, Web site users will need to click on the event on the calendar.
Location - Choose the appropriate location for this event from the dropdown box. If the location does not appear in the drop-down, you can click on the New Location button to add the new location to the database. By selecting a location, users will be able to click on a link to open driving directions to this location.
Extra Location Text - This text area could be used to enter written directions to an event or to include specific location information, i.e. Back doors will be open between 6:00 and 6:30 pm.
Facility Use Yes/No - If checked Yes, this event will appear on your Building Use Calendar.
Attachments - Documents that provide additional event information may be attached to this event.
Links - URLs may be attached to this event.
Recurrence - Each radio button (except None) when chosen will display options for the recurrence.
Allow to RSVP - Check this box if you want your Web site users to be able to email an RSVP for this event. If you check this box, you will be asked to enter an email address where these RSVPs will be sent.
When all the desired fields have been entered, click the Submit New Event button at the bottom of the page.
Update an Event
Within Calendar Admin click on the event on the calendar that you want to update. This will bring up the Update Event screen for this event.
Make the desired modifications to the fields for this event.
If this is a recurring event, you will need to check the boxes next to the events that this change needs to apply to.
Click the Update Event button at the bottom of the page.
Delete an Event
Within Calendar Admin, click on the event on the calendar that you want to delete. This will bring up the Update Event screen similar to the one above.
If this is a recurring event, you will need to check the boxes next to all the events that need to be deleted.
Click the Delete Event button at the bottom of the page.
View Events on your Website
The Calendar Admin link on the left side administration menu bar is used for adding, editing and deleting events only.
To view events, you will need to add a Calendar of Events, Mini Calendar or Upcoming Events tool to a web page. See Calendar of Events - Page Detail for additional information.