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Last Updated: 12/4/14

Calendar

You can keep your audience aware of your organization's activities by providing an updated calendar of events on your website. Elexio Website's calendar block allows you to easily create events, display them in a variety of formats, and even display events from outside calendar sources.

If you use Elexio Database, see Displaying Database Events in Elexio Website for information on that topic.

Important concept: use multiple calendars

Keep in mind that you can create several different calendars and then display them together or separately on different calendar blocks. Think of a calendar as a holding area (database) for a particular category or group of events.

  • Instead of using one master calendar that contains all the event categories, it's best to have several distinct calendars, each with its own group or category of events. Then use calendar blocks to display the events for different calendars all in the same calendar grid or list on a page. Having multiple calendars makes it easy to set which events should display within a given calendar block...
  • For example, if you have unique calendars for Staff Events, Member Events, and Special Events, you could have a staff page calendar block displaying all events, a calendar page for the general public showing member and special events, and a separate listing of just special events on your home page.

Quick Start

  1. In the Add Block dialog box, select Calendar to place a calendar block on your page (see Creating and Arranging Blocks). The calendar controls will appear at the top of your screen.
  2. Under the Display Type heading, select the event layout you would like to use. (For more about each type, see Calendar Display Types below).
  3. If this is your first calendar block, you will need to create at least one calendar for storing your events. Click on the Add / Configure Calendars button and a calendar settings box will appear.
    • Click on the Add Calendar button to add a new calendar, then click in the Calendar Name field and enter a name for your calendar.
    • Next, assign rights to publish to the calendar (add/modify events) using the list of groups or individuals, placing a check in the box to the right of each listing that should have rights to add/modify events on this calendar.
    • Click Ok to add your calendar to the list of Available Calendars.
  4. Back in the Calendar controls, under the Available Calendars heading, select a calendar you want to display in this block and click the "right" arrow to move that calendar to the Displayed Calendars box at right. Repeat for other calendars as you like. (Similarly, to remove a calendar from the Displayed Calendars box, select it and click the left arrow).
  5. Click Ok, and the calendar block will be added to your page.
  6. To add an event to your calendar, click the Add Event button at the top left of the calendar block (this will not show on an Upcoming Events block). The Event screen will appear (see Adding/Editing an Event below).

Calendar Display Types

  1. The Grid display type shows all the days of a month in boxes, much like a typical wall calendar.
  2. The List display type shows calendar events in a list. Two months of events will display.
  3. The Upcoming Events display type shows only the next several events on your calendar.
    • When you select the Upcoming Events display type, Advanced Options will include Upcoming Events Settings.
    • In the first box, enter the maximum number of events you would like to display.
    • The Events Link box controls where the View All Events link will take the site visitor. (View All Events typically appears at the bottom right of an Upcoming Events type calendar block).
    • The Header Text box sets a heading that will display at the top of the Upcoming Events block.
    • Note: If you only wish to display certain events from a particular calendar in an Upcoming Events type calendar block, the best option is to create a separate calendar with just those special events in the calendar.

Adding/Editing an Event

  1. If you are logged into your site and have rights to edit a calendar block, a Add Event button should display at the top left of the calendar block. Click this button to add a new event. The Add/Edit Event window will appear.
    • To edit an existing event, click on the event icon: 
  2. Enter a name for your Event in the Name box.
  3. In the URL box, you may enter a URL 
    A URL is a website address. Example: http://www.SampleDomain.com
    A URL is a website address. Example: http://www.SampleDomain.com
    A URL is a website address. Example: http://www.SampleDomain.com
    A URL is a website address. Example: http://www.SampleDomain.com
    to provide a web page with more information about the event. When viewed on your calendar, the Name of the event will link to the web address you place here.
  4. Tags: sets up the ability for your site visitors to filter events by tags.Enter keywords separated by commas, that can be used to sort or filter your events.
    • For example, if your calendar is for staff events and you want a site visitor be able to quickly find only board meetings, enter "board meetings" as a tag for all your board meetings events.
    • If multiple calendars are displayed in a calendar block, you can set all the events in a given calendar to be filtered by the same tag. For instructions on how to do this, see Advanced Settings below.
  5. Source(required): select the calendar that will hold this event.
    • Remember, each calendar is like a database that stores your events. The event you add will only display in the calendar block if the block itself is set to display the source calendar you have selected.
  6. Time Zone is set to the default time zone found under Site Settings. Changing the time zone here will affect this event only. (For more on setting the default time zone, see Site Settings.)
  7. Location: enter the address used for the event. When the event is viewed, clicking the location will bring it up in Google Maps.
  8. Description: insert a description for the event. If you include a URL (starting with www or http), it will link to that web address.
  9. Event Start/End Date & Time: the start and end date and time. 
    • For a multi-day event, unless the event occurs all-day over several days (like a youth overnight trip), it's recommended that you make the event recur daily as opposed to changing the end date.
    • Note: You may change the time or date format under Site Settings.
  10. This Event has no end: check this box if you don't want your event to display an end time.
  11. All Day Event: check this box if your event occurs all-day.
  12. Repeat this event: select an option in this drop-down menu to select the recurrence style you would like.
  13. When finished, click Save Event.

Calendar event publishing permissions

Calendar blocks work with the standard Website page editing permissions, but they also provide an additional level of permissions. Event publishing permission lets a user add, delete, and edit calendar events even without any page editing rights on the site.

To give calendar event publishing permission,

  1. Access the calendar block controls. (On a page with a calendar block, on the Actions menu select Change Content, then click on the calendar block.)
  2. Click Add / Configure Calendars. A smaller window will load to configure calendars.
  3. In the drop down option box at the top of the smaller window, select the calendar you want to give permissions for.
  4. Under "All Users" find the group(s) or individual(s) that should be able to add, edit, and delete events on the given calendar.
    • Select the specific user.
    • Click the right arrow to move the selected user/group to Allowed to Modify events box.
    • View the Allowed to Modify events box to quickly see a list of all users that have been given event publishing permissions on this calendar.
  5. Click the Save button to close the smaller configuration window, then the Ok button to close the Calendar controls.

Advanced Settings

In the calendar block controls, click Show Advanced Settings. The advanced settings menu will display.

  1. In the Select a theme drop down box, select a color theme for your calendar block. The default themes provided are light and dark.
  2. Show Calendars as Tags: Checking this box will tag each event within a calendar with that calendar's name.  This will set the calendar name to display along with other tags as a filter option for the site visitor. 
    • For example, if a calendar block displays the two calendars Youth Events and Staff Events, tags titled Youth Events and Staff Events will appear in the filter list so a site visitor can easily view only the events in the Youth Events calendar or only the events in the Staff Event calendar.
  3. If your site is integrated with Database, and you are displaying the Elexio Database Events calendar, you will also have the option to Show Tags from Database and Show Database Event Types as Tags. You can elect to show all types and tags, or pick the specific ones you'd like to show.

Import an External Calendar

The calendar block allows you to import external calendars, such as Google Calendar, in iCal (.ics) format.

  1. In the calendar menu, click Add/Configure Calendars and click on the Add Calendar button.
  2. Select External iCal from the Source drop down menu.
  3. In the URL box, input the URL to your ical file.
  4. Click Save.  Your external calendar will display in the Available Calendars list.

Publishing a Calendar from Microsoft Outlook (or other calendar software) to a Calendar Block

  1. Microsoft Outlook and other external calendar software typically allow you to publish (export) a calendar to a website.
  2. Using your calendar software, follow any provided instructions to publish your calendar to a website.
  3. When the external calendar software asks for the URL of the site, enter the URL of the calendar page where you want this calendar to appear.
    • Note: Elexio does not offer technical support/training for MS Outlook or other external calendar software. Please consult the help resources made available by your external calendar provider.
 
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