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Managing Events and Calendar Resources with Ghanalinks's Calendar Portlet

Adding New Calendars #

You can add new personal or site calendars from the default view of the new Calendar portlet and choose which calendar’s events to display. To add a new personal or site calendar, mouse over My Calendars or Current Site Calendars, click on the arrow icon, and select Add Calendar. To manage your personal or site calendars, navigate to the same drop-down menu and select Manage Calendars. All users can manage their personal calendars. By default, only site administrators can manage site calendars.

On the Manage Calendars screen, you can click Add Calendar to create a new calendar. As usual, you can enter a name and description for the calendar and configure its permissions. Flag the Default Calendar checkbox if you’d like the new calendar to be the default calendar. All sites, including personal sites, have a default calendar. When a calendar is first visited, the events from the default calendar are displayed. You can customize the events that appear in the main area of the calendar portlet by clicking on the colored boxes corresponding to the calendars. When you click on a colored box, its color disappears and the events of that calendar are no longer displayed. Click on an uncolored box to view the events of the corresponding calendar.

new-calendar-manage-calendars.png

Figure 9.9: You have options to add or manage calendars. Also, you can toggle the colored boxes beside your calendars to show/hide your planned events.

When adding a calendar, you can also specify whether or not to enable comments and ratings for your calendar’s events. Comments and ratings can be enabled/disabled on a per calendar basis. They are disabled by default. Additionally, you can specify a color for your calendar. Events created in the new calendar will default to the color you choose.

You can edit a calendar to change its name, description, or color. You can also change the calendar’s default calendar status and flag or unflag the Enable Comments and Enable Ratings checkboxes to enable or disable comments and ratings for a calendar’s events.

Adding Events to a Calendar #

It’s very easy to add events to a calendar: just click on any day of the calendar and you’ll see an event creation popup appear. If you’ve selected the Day or Month view, you can click on the specific time when your event begins.

new-calendar-event-popup.png

Figure 9.10: When you click anywhere on the calendar, you’ll see the event creation popup appear. Click Edit to specify details for your event.

In the new event popup, you can select the calendar in which you’d like to create the new event. This is useful since sites and users can have multiple calendars. You can click Save to create the event right away or you can click Edit to specify more event information.

new-calendar-event-details.png

Figure 9.11: You can specify event details such as the event title, start date, end date, description, location, and more.

The Title you enter determines the name of the event as it’s displayed on the calendar. The Start Date and End Datetimes determine when your event takes place. You can click on the date text box to change the day and you can specify times by selecting a particular hour and minute of the day. Note: Even though the Day and Week views of the calendar break days into hours and half-hours and display events in these time-slots, that’s just for convenience. You’re free to specify whatever start times and end times you like, such as 11:37am and 12:08pm. Check the All Day box if your event lasts for an entire day. Check the Repeat box if your event takes place over multiple days. Checking this box opens another popup.

new-calendar-event-repeat.png

Figure 9.12: The Repeat box allows you to specify whether an events repeats daily, weekly, monthly, or yearly, how often it repeats, and when (or if) it ends.

In the Details collapsible section, you can specify four pieces of information. Under Calendar, you can select the calendar to which you’d like to add your event. Remember that sites and users can have multiple calendars. Under Description, you can explain the purpose of your event and add any details that you think might be useful. Use the Location field to specify where your event takes place. Lastly, the Viewable by field lets you set the permissions for your calendar.

For more advanced permissions options, select the More Options link. A list of roles for which you can permission appears in the left column. The other columns represent permissions which can be configured for the event:

  • Add Discussion
  • Delete Discussion
  • Permissions
  • Update Discussion

Discussions refers to comments on the event. So the Add Discussion, Delete Discussion, and Update Discussion permissions determine whether a role can add, delete, or update a comment on an event. The Permissions permission determines whether a role can update an event’s permissions.

In the Invitations collapsible section, you can invite users, organizations, or other calendar resources to an event. To invite a user, group, or resource, start typing the name of the entity you’d like to invite and a list of matches will appear. Select the one you want or hit Enter if the entity you’d like to invite is at the top of the list. All the entities you’ve invited to your event appear as a list under the Pending heading, which shows how many pending invitations there are. If you accidentally invited the wrong entity, mouse over its name in the Pending list, click on the arrow icon that appears, and click Remove. If you’d just like to check the status of a resource, click on Check Availability instead. When you click onCheck Availability for a calendar resource, its schedule is displayed in this calendar view. If you like to overview the availability of all the invited entities, just click on Resources Availability.

new-calendar-event-invitations.png

Figure 9.13: You can invite users, organizations, or other calendar resources to your event and can check their availability in a calendar view.

The Reminders collapsible section lets you specify up to two times when event reminder notifications will be sent via email. For example, you might like event notifications to be send one day and one hour before your event. Email is currently the only supported event notification type. To avoid confusion, the event time in notification emails is shown in the user’s time zone, and the time zone is also displayed. Of course, The portal can only calculate this properly if both the portal’s and the user’s time zones are set correctly. Users should set this for themselves when they create accounts.

The Categorization and Related Assets collapsible sections let you tag the event and select related assets, respectively. By tagging your event, it will come up in searches related to that specified tag. In addition, related assets including blogs, message boards, web content, calendar, bookmarks, wikis, and documents can be selected to include with your calendar event. When you’re done specifying event details, click Save.

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