Configure Calendars in Master Calendar

A calendar is the organizational tool that you use to display events in Master Calendar. You can organize and display events on a calendar by days week, month, or year. You can define a calendar as broadly or as narrowly as you need to meet your specific business needs. For example, if you are managing events for a university campus, you could define a calendar for the entire campus, another calendar for a specific college, or even another calendar for a specific department. The maximum number of calendars that you can define is equal to the maximum number of calendars for which your organization is licensed. You can view events for a single calendar, or you can select multiple calendars and view all their events in a single combined calendar. 

The default settings for Master Calendar determine how the information is displayed for events on a combined calendar. To set the default behavior for Master Calendar refer to Setting Default Site Behavior for Master Calendar.

To add a calendar, you must add the required Details information. Optionally, you can specify the users who have access to the calendar, and you can add user-defined questions (UDQs) for the calendar, or you can add this information at a later date. This topic guides you in creating new calendars and working with existing ones.

Navigation

Navigate to Admin > Groupings & Calendars > Calendars. 

ClosedCreate a New Calendar

  1. Under Actions, click Add. 

    The Details tab opens, where you add the basic information for the calendar such as its name, the grouping to which it belongs, its access level, its default information, and so on.

  2. Enter the information for the calendar.

    • Calendar Name – The title or name of the calendar.

    • Calendar Status

      • Active – The default is Active.
      • Inactive – You can set a calendar status to Inactive even if the calendar has associated events. If you set a calendar status to Inactive, then users cannot view it or log in to it to see any associated events.
    • Calendar Description – A text description of the calendar.
    • Grouping – Available values are all active and inactive groupings currently available in Master Calendar.
    • Calendar Manager Name – The name of the person responsible for managing (adding, updating, and editing events, and so on) for the calendar.

    • Calendar Manager Email Address – The email for the Calendar Manager.

    • Approval Email Address – The email addresses for any additional persons who are responsible for approving or denying requests to submit events to the calendar. Separate multiple email addresses with a comma.

    • Calendar Access – Determines who has access to view the calendar:

      • Public – The default value. If you select this value, any person who accesses your Master Calendar site can view the calendar.
      • Private – If you select this value, only users who can log in to Master Calendar and who have been granted access to the calendar can view the calendar.

    • Show Calendar Manager Contact Information – Selected by default. Indicates whether the contact information for the Calendar Manager should appear on the Calendar Managers list.

    • Allow Public Submission of Events – Selected by default. Indicates whether anybody who can view the calendar can submit events to the calendar.

    • Show Cancelled Events – Selected by default. Indicates whether canceled events should be displayed on the calendar.

    • Subscription – Determines who can subscribe to receive information about additions or modifications to the calendar.

      • Off – The default is Off, which means no subscriptions for either guests or users.
      • Authenticated Users – Only users can subscribe.
      • All Users – Both guests and users can subscribe to receive information about additions or modifications to the calendar.

  3. To specify users, UDQS, or both for the calendar at a later date, click Save to save the calendar as an active calendar in Master Calendar.

    To specify the users, UDQs, or both for the calendar at the time that you are adding the calendar, continue to one or both of the following:

ClosedEdit an Existing Calendar

When you edit a calendar, you can edit information for the calendar (such as the calendar name, the email for the Calendar Manager, and so on). You can also activate or de-activate the calendar, and associate users with it.

  1. Select the calendar that you want to work with. 

    Under Actions, select Edit.

  2. The calendar page opens on the Details tab.

  3. On the Details tab, edit the information for the calendar.

    • To deactivate a calendar, under Calendar Status, select Inactive.

    • To activate a calendar, select Active. 

  4. Click Save.

ClosedAssociate Users with a Calendar

To associate a user with a calendar, the user must be classified as a Standard user or less. You cannot add a user to the calendar if the user is defined as an Administrator or higher. A user must be defined in Master Calendar before you can add them to a calendar.

  1. Click the Users tab. 

    Any users who are already assigned roles in Master Calendar appear on this tab.

  2. In Search By, select User Name (the default search criterion) or Email Address.

  3. Do one of the following:

    • To search for all users (other than administrators) who have not already been assigned to a role for the selected calendar, leave the Find field blank and click Go.
    • In Find, enter the search string and then click Go.

    The search is limited to the exact order of the characters in the string; however, the search string is not case-sensitive and the search string can be found anywhere in the search results. For example, the search string “clark” returns Clark Davidson, Matthew Clark, and so on.

    The user names that match your search criteria and that have not already been assigned to a role for the selected calendar (Viewer, Requester, and so on) appear in the Users field.

  4. To indicate the type of access that the user is to have to the calendars in Master Calendar, select the calendar (Ctrl-click to select multiple calendars), and then click Add to move the calendars to the access type.

    • Viewer – Read Access. The user can only view events on the calendar.
    • Requester – The user can view events on the calendar and submit events to the calendar; however, the submitted event is posted only if approved by the Calendar Manager.

    • Calendar User – The user can view events on the calendar and submit events to the calendar and the events are automatically posted without approval by the Calendar Manager.

    • Calendar Manager – The user can carry out all administration functions for the calendar (edit the calendar, create calender URLs, submit events to the calendar without approval, add/edit/delete special dates, and so on.)

  5.  Click Save.

    If you do not select a calendar for the user, the calendar is considered to be a private calendar—the user cannot view events on the calendar, submit events to the calendar, and so on.

ClosedAdd UDQs to a Calendar

A user defined question (UDQ) is a pre-defined prompt that displays to users when they book events for this calendar. You can set the prompt as mandatory so that users must answer it before submitting an event to the calendar.

A UDQ is pre-defined in Master Calendar and must be defined before you can associate it with a calendar. To add a UDQ to Master Calendar, see Edit User-Defined Questions.

  1. Click the UDQs tab. 

    The UDQs defined in Master Calendar are listed by UDQ name in the Questions field.

  2. Click Save to save the calendar as an active calendar in Master Calendar.
  3. Select the UDQ (CTRL-click to select multiple UDQs) and use Add (>) and Remove (<) to move them from Questions to Selected Questions.

ClosedDelete a Calendar

To delete a calendar from Master Calendar, the calendar must be Inactive.

  1. From the Inactive tab, select the calendar you want to delete. To select all calendars for deletion in a single step, select Name.

    If you have multiple pages of calendars to delete, you must repeat this entire process on each page.

  2. Under Actions, click Delete.

    A confirmation message opens.

  3. Click OK.
  4. Click OK.

ClosedGenerate a Calendars Report

You can generate a Calendars report, which lists all active or inactive calendars configured in Master Calendar. 

To generate a Calendars report, click Print. 

An preview of the Calendars List report launches, where you can search report, send it to a physical printer, print the current page, and export the report to a file and save. The report includes the calendar name and description, the email address for the calendar administrator, the grouping to which the calendar belongs (if applicable), the public or private classification for the calendar, and the default format and view (for example, List and Weekly). It also indicates whether canceled events and weekends show on the calendar.

PDF is the default format for exporting to a file. Other allowed formats are Xls, Xlsx, Rtf, Mnt, Text, Image, and Csv.