Adding Events
St Mary’s School staff (and authorised others) can add events and make bookings to most calendars. Room bookings will normally go straight into the calendar but some events may need to be approved by the calendar owner before they are publicly displayed.
Summary
- Log in, go to the calendar you require, navigate so that you can see the date you want to book, then go to the ‘add event’ page (see further instructions below)
- Add information about the event or booking, as required by the calendar (e.g. title of event, time or period, category, further details)
- Add repeat information for events or bookings that occur over more than one day (optional)
- Notify specific people if appropriate (see below)
- Set up reminder e–mails (optional)
- Check that all details are correct
- Create the event
- Return to the calendar and you should see that your event/booking has been added (bookings) or marked as Pending Approval (some events will not be displayed until the calendar owner has approved them)
1 Preliminary Steps
The Book the Hall and Book an IT Room calendars contain grouped calendars and the initial procedure is slightly different:
Adding Events to Grouped Calendars
These instructions apply to the ‘Book the Hall’ and ‘Book an IT Room’ calendars.
- Log in
- Go to either the Book the Hall or the Book an IT Room calendar
- Navigate so that you can see the day you require and check that the room is free for the time you need
- To go to the Add Event page, simply click on the name of the room calendar you wish to book
Adding Events to Single Calendars
These instructions apply to all calendars apart from the ‘Book the Hall’ and ‘Book an IT Room’ calendars.
- Log in
- Go to the calendar you need
- Navigate so that you can see the date you require
- To go to the ‘add event’ page, either click on the Add link or Add/Edit link (whichever one is displayed) in the This Calendar area, or click on the date in the calendar that you want to add the event to
2 Add event details
Under Add New Event:
- Check that the date is correct (if not, select the date you need)
- Add the title of the event or booking in the box below the date, including information as suggested
- If there is a box for further details, then do fill this in — for example:
- If you are booking the Hall or Parlour, you should add details of any requirements you may have, such as cleaning, catering, furniture or IT equipment, etc.
- If you are organising a trip, you could add details of what the girls should wear or need to bring and a link to the web site of the place you are visiting, etc. (visitors can then opt to download this information via e–mail or into their desktop calendar)
- If there is a drop–down list of choices for When included in other calendars, leave this at the default Display this event
- Most calendars require you to add a start and end time or a ‘time period’ (school lesson periods)
- Finally, a category should be selected
- Do not click the Create Event button yet!
3 Add repeat information (optional)
If the event or booking occurs more than once, then you can use this feature to set up the recurrences. For example, you could book a time for an extra–curricular activity in the Hall and set it to repeat over the whole year. Scroll down to the Repeat Information area and make your selection from the generous array of options.
Do not click the Create Event button yet!
4 Notify specific people
- This facility is used to notify others that an event has been created or modified
- If you have filled in the ‘further details’ box (under step 2 above) because you need the room to be cleaned or you require catering or equipment, please use this facility to notify the following people as shown below:
- Cleaning: Sue Heath
- Catering: Sylvia Greenaway
- Furniture: Sue Heath
- ICT equipment or support: Support
- It is also a good idea to add your own e–mail address here so that you are notified if the calendar owner changes the details of your event
- Please note that you do not need to notify the calendar owner when you add an event as this is done automatically
- Do use the ‘E–mail Address Selector’ for quick and easy insertion of addresses (use CTRL+click to select groups of people)
- Note that you can also add comments to your e–mail
- Apart from the Term Dates calendar (where people are likely to be interested in receiving information as soon as it is added), it is best to leave the Automatically notify calendar subscribers box unticked (or people will receive so much e–mail they will feel as if they are being ‘spammed’)
Do not click the Create Event button yet!
5 Set up reminder e–mails (optional)
You can also set up reminder e–mails. Typically, you will send these to yourself, or perhaps to others involved in an important meeting. (This feature is not generally used to remind visitors or parents of events as they can set up their own subscription and this is taken care of automatically.) Please note that the reminder script has been set to run every 30 minutes (from 07:00 until 23:00), so it will not be possible to receive reminders 5–20 minutes or 45 minutes before an event.
Do not click the Create Event button yet!
6 Check that all details are correct
If, after having created your event, you wish to modify it, you should use the edit/delete facility. Unless you are the calendar owner, you will only be able to edit or delete your own events or bookings.
7 Create the event
Now click the Create Event button. If all is well, you will see your event listed at the top of the ‘add event’ page. However, if you have omitted a ‘required’ field, you will need to click the Go Back button (or the Back button in your browser) to correct your error. Note that if you attempt to add an event or booking in a calendar where no time conflicts are allowed, then you will see an error message informing you of this. If you feel that your booking or event should take priority, then you should contact the calendar owner.
8 Return to the calendar
Click the View Calendar link (in the top left hand corner) to return to the calendar. You should see that your event has been added. Certain events may be labelled Pending Approval. If this is the case, then no–one else will see your event until it has been approved by the calendar owner. The calendar owner will automatically be sent an e–mail with notification of your event and will contact you if your event is deleted rather than approved.
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