Calendar How-To: For CMS Users
- What’s New with the Calendar?
- Adding/Managing Events
- Add New Event Form
- Delete an Event
What’s New with the Calendar?
We are moving from the EMS calendar software to a new calendar that is part of the LiveWhale CMS. The calendar will no longer be connected to room reservations. You will need to make your room reservations separately at https://reservations.law.upenn.edu
CMS users will also serve as calendar admins for your various departments. You will be able to add events to the calendar and manage existing events that you added or that have been added by other members of your group. Events can be managed through the backend CMS interface or through the front end calendar.
Via the Backend CMS Interface
Login to the LiveWhale CMS and click the Events tab.
You can view your group's events in month or list view. Click the Add New Event button to add a new event. To update an existing event, locate it on the calendar and click the event title.
Via the Front End Calendar
Access the calendar at https://calendar.law.upenn.edu. If you are not already logged in (you don't see the LiveWhale toolbar at the top of the page,) click the login link in the page footer. To add a new event, click the add new event button.
To edit an existing event (that you or someone in your group created), locate the event on the calendar and click to view the event details. You will see the option to edit the event in the top navigation bar. (Note: you need to be logged into the CMS to see this. If you do not see the option, click the login link in the page footer.)
Add New Event Form
Below is a breakdown of the fields in the New Event Form
Event Title: The title of your event
Start Date & Time: If the event is an all day event and does not start at a specific time, leave the time blank and check the box “All Day”
End Date & Time: Optional but we recommend you enter one in.
Summary: The summary will be displayed on the calendar list pages. We recommend that every event added to the calendar has a summary. It should be a few short sentences and include who the event is open to and information about the event such as the speaker.
The summary is displayed in the event listing below the event title.
Event Description: The details of the event. This will be displayed on the event details page. You can add photos, videos and other details if necessary to your event.
Location: If your event is being held at the Law School, you will see the location popup under Plot this event (as you start typing on the location.) You can select the option to use this location once the correct one appears. This will keep the location names consistent.
Event Status: By default, your event status is hidden. To display your event on the live calendar, please change the status to live.
Category: Select the relevant categories that relate to your event.
Tags: If your event is related to a particular institute/clinic/etc, you can tag it with that group. Tags are used to display events in various locations throughout the web site.
Images: You can add a single image or image slideshow to your event details page.
Related Content: You can enter the url of a site that has more information about the event. You can also link to a new story, gallery or other event in your group.
Contact Info: You can include contact information in this box. This is an optional field.
The contact information is displayed below the summary/event description on the event details page.
Click the Save button to save your changes.
Note: The Communications department determines which events are displayed on the web site homepage: www.law.upenn.edu.
You can include a basic registration form right on your event details page. This can work for simple RSVP’s. Check the box “Allow site visitors to register for this event” to enable this feature.
If you would like to limit the number of online registrants, then enter a number in the "Allow _ registrants before closing registration" box. This is optional (just leave blank if you do not want to limit.) You can also enter in any special instructions.
The form will be added to your event details page with the following fields: First Name, Last Name, Email, Phone, # People Attending, and a Comments box.
If you checked the option to limit the number of registrants, the form will use the # people attending field to calculate the number of slots that are available. If a user tries to register for more slots than are available, the system will return the message indicating the number of slots that are available. Once capacity is filled, the registration form is removed from the page and the message "Registration for this event is now closed" is displayed.
Note: You cannot alter the event registration form. If you need to setup a more detailed event RSVP, please use the survey tool. This feature is only available to CMS users. Other members of the School community will not see this option when adding an event to the calendar and will need to continue to use the survey tool for event registrations.
You will be able to view your registrations via the registrations link.
Click on the registration to see the details about who signed up. You can download the information to Excel or print the list.
Delete an Event
From the event details form, click the delete link located in the top right corner. This will remove the event from the calendar.