Entering Public Events

Introduction

There are four ways that events may be added to your public events calendar(s):

They may be added directly by calendar administrators via the administration web client.
They may be imported by superusers via the administration client.
They may arrive from an external source by way of a subscription. Subscriptions may be set up by a calendar administrator in the administration client.
They may be suggested by authenticated members of your user community via the submissions web client, then published by calendar administrators via the administration client.

Log into the Administrative Web Client

The administrative web client is the control center for managing public events. When logged in you are presented with the main menu tab view that will look like this:

for a typical event administrator, and like this:

for a super user.

Add a non-recurring event

Select the “Add Event” link under the “main menu” tab.
Type in a title for the event.
If you are working with a single public calendar for publishing (the default) you will not be presented with a calendar to select. However, if you are working with more than a single publishing calendar or are logged in as a superuser, you must select a calendar. Typically this would be the default cals/mainCal.
Select all day if this is an all day event.
(Optionally) select floating if you don’t want to be restricted by time zone or
If you haven't selected all day:
1. select a start date
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2. select a start time
3. select an end date for the event
4. select an end time or duration, or select this event has no duration or end date.
Under recurrence leave at this event does not recur. See the next section for recurring events.
Leave the event status as confirmed, or if the event is likely to be updated, select tentative. If an event has been canceled, select canceled; this will display a cancellation notice in the event title in calendar suites and data feeds.
Enter more details about the event in the description. You must add something here.
(Optionally) enter a cost for the event.
(Optionally) enter a URL for the event, if you have a web page with more information about it.
(Optionally) enter a URL for an image (jpeg, for example) to be displayed with the event details.
Select a location for the event. For a more comprehensive list of locations, click on all. preferred lists locations you've already used.
Select a contact for the event. For a more comprehensive list of contacts, click on all. preferred lists contacts you've already used.
Select the topical area(s) with which you want to tag the events
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Select the “add event” button

Add a recurring event

Follow steps 1 through 6 above
Select event recurs
Select how often the event recurs under frequency. For example if the event recurs every month, select monthly.
Leave at forever -or-
Select times and type in a number to specify how many times you want the event to recur -or-
Select until and add an end date. Note: the end date you specify here is different from the end date you specified earlier for the event. The end date here is the date you want the recurrence to stop and not the end date for the event.
For more advanced options, click show advanced rules. You might need to re-select monthly(or frequency of your choice) to see the advanced rules.
1. If you want the event recurring every other month type in 2 under the interval label or any interval of your choice.
2. You can specify how you would like the event to recur. For example, if you want the event to recur on the first Monday and Tuesday of the month and also on the last Monday and Tuesday,
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  select as shown in the diagram.
3. You can also create exceptions for your recurring events. For example, if there is a public holiday on a Monday you have designated your event to recur. Create an exception by deleting the recurrence instance of the event after it is created.
4. You can also create one-off recurrences for the event. Select a date under the “recurrence and exception dates” field and select the “add recurrence” button.
Follow steps 8 through 16 above to add the event.

To Edit/delete an event

Select manage events under main menu. Alternatively you can search for the event by typing the event name under event search in the main menu.
You can show all events or active events or you can filter events by selecting a category.
To edit an event, select the event under the Title column or, if the event recurs, click on master under the Description column. Changes you make to the master affect all instances of the event. To edit or delete a single instance of an event, click on instance under Description.
When you are done with your changes click on update event.

Importing events

Superusers can import events in the adminitration client by clicking on the System tab, then clicking Upload ical file. The currently active group will own the events. You may only import events into true calendars (not calendar aliases), e.g. public/cals/mainCal. Because of this, it is a good idea to set categories on the event in the ical file prior to import. We will allow import of events with topical area tagging in upcoming releases.

Subscribing to an external source of events

You may also wish to consider subscribing to the ical file instead of importing its events.

Suggesting events using the Submissions Client

The submissions web client allows authenticated members of your community to suggest public events. Using the quickstart, you can log into the client from the Bedework quickstart jump page: http://localhost:8080/bedework/

Submitted events do not automatically go into the public calendar. They are placed in a "moderation" queue, visible from the administration client under the Pending Events tab. Event administrators can publish, delete, or update the event. If the event is published, it is displayed in the public calendar for the administrator's calendar suite.

Adding an event through the submissions is very similar to adding an event in the administration client. Most of the fields are the same. The main differences are that the fill-in form is broken into a few screens -- with next and previous links added, the submitter's email address is requested, and a text box is provided for any additional instructions. The calendar administrator who is reviewing the suggested event might email the submitter for clarification. Another difference is that there is no place to add recurrence rules. The submitter can cover those in the instructions text box.

Processing submitted events in the Administration Client

To administer a submitted event

Log into the administration client
Select the Pending Events tab
Select the event title link under the title column

Under Event Information you can see details about the event. If the user who submitted the event has suggested a location for the event, you can create the new location under Add Location in the Main Menu tab. You can hide the event comments by clicking show/hide. You can also edit the other fields on the form. For examle, you might click on a topical area.

To claim the event, click on Claim Event. A claimed event becomes the property of the currently active group. Only members of that group (and superusers) will be able to update, delete, or publish that event.
To publish the event, click on Publish Event. If your set up includes more than one calendar or your are logged in as a super-user, you will need to select a calendar to publish the event. If you follow the single calendar model, this would typically be the “cals/MainCal”. Once an event is published, it will appear on the public calendar.
You may also Update the contents of the event while leaving it in the queue or Delete it.