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  • How to Create an Event

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Click the Create an Event button

Type in the Event Name

            Example:  Staff Meeting

You should enter the Event Title for Published Calendars if your event will be published to a calendar*

Under Event Type, click on Selected Type

Scroll down and select the most appropriate event type

            Example:  Meeting

Under Primary Organization for this Event, click Search for an Organization

Type in part of the name of the organization and press the Enter key

Click on the organization to select it

            Example:  Office of the Registrar

Repeat for Additional Organization(s) for this Event, if desired

Multiple additional organizations can be selected

Click the Next button if it shows up on the screen

 

In Expected Head Count, type in an estimate of the number people who will be attending the event

            Example:  5

You can put in a longer event description in the large text box

Click the Next button if it shows up on the screen

 

If your event has only one date and time associated with it, click the No box to indicate that it does not repeat

If your event has occurs on multiple days, click the Yes box to indicate that it does repeat

Select the actual event start date and time for the event start boxes

Normally, the event end date will be the same as the event start date

Only when an event is on multiple days and no one may enter the room during that whole time period, including overnight, should the event end date be different from the event start date

Normally the first occurrence begins and ends on the same day is check marked

However, if an event is on multiple days and no one may enter the room during that whole time period, including overnight, the check mark should be removed from the first occurrence begins and ends on the same day

If you need additional time before your event, click the Yes radio button for that question

If you need additional time after your event, click the Yes radio button for that question

Setup and pre-event times are added together to get the total amount of time required before the event

Post-event and takedown times are added together to the total amount of time required after the event

This means that the location cannot be reserved from the beginning of the setup-pre-event time through the end of the post-event-takedown time – it is already considered to be reserved during those times

Click the Next button if it shows up on the screen

For non-repeating events, click the Does Not Repeat box

For repeating events, click the most appropriate box

            Example:  Monthly Repeats

Select and enter your desired repeat occurrence information

            Example:       monthly repeats
                                    Repeats every month
                                    Radio button Repeat by day
                                    Ends after 3 iterations
                                    Occurrence list shows three dates

Click the Next button if it shows up on the screen

Select a location for your event

Locations that do not show up in your starred locations list either have a conflict or do not meet the head count requirement.  You can uncheck the boxes to turn off checking those criteria

If the location you wish to request is not available, please select another location

Click the Next button if it shows up on the screen

If you need resources, select them and enter the number needed, if appropriate

Click the Next button if it shows up on the screen

If you have a layout of how the room should be set up, you can upload it into the event by clicking the Select File button, navigating to the file and double clicking on it

Click the Next button if it shows up on the screen

For the Custom Attributes for this Event Type, click the Next button if it shows up on the screen

Do not change the scheduler on this screen

If you are putting an event in for someone else, you should change the requestor to that person

            Example:  John Doe

Click the Next button if it shows up on the screen

Select all of the categories that are appropriate for this event

            Example:       Faculty / Staff
                                    Students

Click the Next button if it shows up on the screen

Type in any comments that you would like people to see when they look at the event

Click the Next button if it shows up on the screen

Check mark the I agree box

Click the Tentative box, if shown

Click the Save button


*Events will be published to the college website in the near future