Calendar How-To: For CMS Users

 
 

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

Adding/Managing Events

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.

CalendarEventsTabCMSuser.JPG

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.

 CalendarMonthViewCMSUser.JPG

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.

CalendarHomepage.JPG

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.)

CalendarEditEventDetailsCMSUser.JPG

Add New Event Form

Below is a breakdown of the fields in the New Event Form


Event Title: The title of your event

CalendarTitle.JPG


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.

CalendarDateTime.jpg


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.

CalendarSummary.JPG

 

The summary is displayed in the event listing below the event title.

CalendarEventListing.JPG


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.

CalendarDescription.jpg


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.

CalendarLocationNonCMS.JPG

Event Status: By default, your event status is hidden. To display your event on the live calendar, please change the status to live.

 CalendarNewEventCMSUser.jpg


Category: Select the relevant categories that relate to your event.

CalendarCategories.jpg


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.

CalendarTags.jpg


Images: You can add a single image or image slideshow to your event details page.

CalendarAddImages.JPG

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.

 CalendarRelatedContentCMSUser.JPG


Registration: 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.

CalendarRegistrationCMSUser.JPG

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.

CalendarEventRegistration.JPG

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.

CalendarRegistrationsCMSUser.JPG

Click on the registration to see the details about who signed up. You can download the information to Excel or print the list.


CalendarRegistrationDetailsCMSUser.JPG

 

Contact Info:  You can include contact information in this box. This is an optional field.

CalendarContactInfo.jpg

 The contact information is displayed below the summary/event description on the event details page.

EventDetailsContact.jpg

 

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.

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.

CalendarDeleteEventCMSUser.JPG

Contact

Systems Availability

  • Our online services may not be available during these maintenance periods.

    Regularly
    Fridays: 5pm-midnight
    2nd & 4th Tuesdays: 5pm-7pm

    Occasionally
    Tuesdays: 5am-7am
    Thursdays: 5pm-7pm

    Notices
    https://twitter.com/pennlawitsalert

image
Bug 00