Instructions for adding events to your school’s calendar

STEP 1: Logging on to the WebEvent Calendar System

Go to the District Website at http://www.kcs.k12tn.net/ and click on “Calendars” on the home page
Click on Login in the blue title bar (just below “Administration” link of banner).
Enter your Username and Password.

Click Login to access the calendar administration site.
Select Your School Calendar if necessary. Click on “Show Calendar List, then click on Edit Favorites or Select Calendar to bring up the list of available calendars. Click in the LEFT column to select your calendar, then click on the RIGHT arrow to move your school’s calendar name into your favorites or selected list. Click OK. Your calendar should then be active and you are ready to begin adding events. NOTE: You may be automatically brought to your calendar. If so, skip this step since it is not necessary.

Notice that the User is now you (not guest) and that there is an “Add Event” button to the right of your “User” name.

STEP TWO: Adding an Event

When you click the “Add Event” button, you will be presented a screen that asks for the event TITLE, the DATE, START and END times (or ALL DAY), a DESCRIPTION of the event, and a chance to assign the event to a CATEGORY from a list of categories. There are other options, but concern yourself with these essential calendar elements first. Take a few minutes to become acquainted with this form. If at any time you need additional help, click the “Help” button in the upper right corner. To change the date, click in the Date box and a calendar will popup allowing you to navigate to a give date. Click the correct date. (You can edit this entry later should the date change). Enter Start and End times - otherwise it is listed as a n all day event.

Please feel free to suggest other CATEGORIES as you feel you need them. Categories are used to filter out selected calendar elements.

In the description, remember that EVERYONE is viewing this calendar. Make the description short but meaningful. Here is the opportunity to provide valuable information such as directions and locations of meetings. This information is displayed when the user clicks on the event title on the calendar. If the event is for a limited audience (5^th grade teachers only, etc), you might want to include this information.

ADDING A WEBLINK: (Optional)
If you click the “STYLE” tab, you have the option to add a TITLE URL to this calendar event. (It is NOT required) Use this to add a website link to your entry. For example, if your entry is about a field trip to the Tennessee Aquarium, you might enter http://www.tnaqua.org/ in the Title URL. Then the user could click on this link and visit the site as a resource for the trip. Your visitor would see the link “Visit this Site” on the calendar entry. THIS IS AN OPTION – not a requirement – for an event entry.

To complete the entry:

When finished, click “ADD” to place the event on the calendar.

That’s all there is to it.

Additional Help can be accessed simply by clicking the “Help” key in the top right corner.

When finished, close the browser or click Logout.

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BRIEF DESCRIPTIONS OF EVENT SUBMISSIONS CHOICES:

These terms and help are available by clicking help, but we have listed them here for your convenience.

Add Event Basic settings

Assuming you have Write permissions for a calendar, you can add calendar events and set various properties for your event. In the Basic tab:

Send change notification: Select email notifications of event changes to those users who are subscribed to the calendar. (May or may not be an active option).

Title: Name the event. – Be as descriptive as possible, but keep it SHORT –

Date: Specify the date for the event. By default, the active date appears. The active date is the date you clicked in the calendar, or the current date if you clicked Add Event.

All Day: Specify that the event is an all-day event. An all day event is considered an "un-timed event". In calendars that are enabled for Prevent double-booking, this setting will prevent other events from being added to the date.

Start Time: Choose a start time, if appropriate.

Scan for Available Times: Search across multiple calendars to find the best time and date for an event with specified individuals and/or resources. See Scanning for available times.

End Time: Choose an end time, if appropriate.

Repeat this event: Set up a recurring event and its schedule.

Select the check box, and then, under Interval, specify an interval such as Every Month and how many times you want the event to occur. Alternatively, select Repeat Through and specify a date through which the event should occur.

For example, to add a recurring meeting for January 5 through 7, add an event on January 5 and select Repeat: Every Day. Then, enter 3 in the times field -- or, select January 7 in the Repeat Through date menu.

Calendars: Specify the calendar or multiple calendars to which to add the event or submit the event for approval.

To display the list of available calendars, click the Select button for the Add to or Submit to list.

Category: Assign a category to the event (optional).

Event Privacy: Designate if the event should be visible to certain users. Select Public to allow users who have only Read access to see the event. Select Private so that the event appears as an untitled placeholder for users who have only Read access. ON SCHOOL CALENDARS – ALL EVENTS SHOULD BE MARKED ‘PUBLIC” or the guest user will not see it.

Description: Provide a description of the event or other details, such as location, cost, contact phone numbers, attendees, and so on. This is an important feature and should be used thoroughly to provide as much information to your guest visitor as possible. It can keep phone calls to a minimum if you use this feature carefully.

Priority: Set the event priority: Low, Medium, or High.

Reminder: Send email reminders prior to the event. (The list of email recipients is specified in the Emails tab.)

In the first Reminder field, specify how many minutes, hours or days before the event you want to send the email reminder. Then, In the second field, select Minutes Before, Hours Before, or Days Before.

(Custom fields): Any site-specific custom fields, such as location. price, or notes, created by your site administrator appear after the Reminder fields.

Contact Person: Identify the person associated with and/or responsible for the event.

Contact Email: Specify the email address for the contact person.

TIP:

One of the easiest ways to create a NEW event is to simply COPY an existing one.

Logon as usual, select ANY event on your calendar:

Select COPY (other choices are EDIT and DELETE).

Change the date, title, and description and other information. Click Save.

TITLE URLSs vs TITLE IMAGE URLS:

You will see a field (second after title) labeled “TITLE IMAGE URL”.

It is usually best to not enter anything here. The purpose of this field is to set a path to an image on a file server so that the image can be displayed in the listing. If you want to use this, call the Public Affairs Office and ask Dave about it.

TITLE URL: This is found if you click “Styles” tab while editing/entering an event. This is useful tool to use if you would like to provide the user an Internet link to a website for more information. Just enter the COMPLETE URL (include the ‘http:// in front of the site address as in http://www.kcs.k12tn.net ; www.kcs.k12tn.net would not work).

Keep it Current
Keep your calendar up to date. Make any changes in event dates when necessary. To change the date of an event, just login and select the event, edit it, click on the popup calendar and select the new date, then save it. The event is then moved to the new date.

Guest Submissions of events need your approval:

Your calendar allows ANYONE to submit an event. The event will not be posted to your calendar until an administrator approves the event for posting.

If there are unapproved events when you login, you will see a bell like the one above listed beside your user name. Read the list, clicking Approve or Delete as desired. You can review the event content by clicking on the Event Title. After marking each or some for approval or denial, click Update to post the events. Click Done when finished updating. You can leave an event UNMARKED if you want to give it further consideration or have questions. The event listing will contain the name of the contact person.

IT IS VERY IMPORTANT THAT your Administrator check this DAILY if you have a very active submission rate. Otherwise your user(s) will become disillusioned and frustrated with the system.