WebGUI's calendar is an interactive calendar displayed on your page. You can use the events calendar to show paydays, staff meetings, project deadlines, or company events. Events on the calendar can be linked to additional information about a specific event.

Add a Calendar to the Site

1. Select the Calendar asset from the New Content menu of the Admin Bar

2. The “Calendar” screen will open.
   
   

3. Give your calendar a title in the “Title” field.

4. The “Menu Title” is the title that appears in site navigation. You can leave this blank and WebGUI will fill it in for you (by default, WebGUI will use the “Title”).

5. “URL” can also be left blank; WebGUI will generate a URL for you.

6. The “Description” field is an area to enter content about the calendar. For example, you can notify users of important events in writing, or give a brief explanation of the calendar’s purpose.

7. Set your display settings in the “Display” tab. In this tab you can set the default view (month, week, day) and the default date. The Display tab also contains many templates that can be altered to change the display size of the calendar, screen appearance, etc.
   
   

1. Hide from navigation?: if toggled to Yes, the title of the calendar will be hidden in the site navigation.

2. Open in new window?: if toggled to Yes, the asset will be opened in a new browser window.

3. Display the title?: if set to No, this assets title will not be displayed on the web page.

4. Style Template: select a style template in which to display this asset, if the asset is viewed directly. If the asset is part of a page layout with a style template applied to it, the page layout template will override this.

5. Printable Style: if “Make Page Printable” is selected a pared-down version of the content will be made available for printing.

6. Default View: this determines the default view of the calendar on the web page. The WebGUI default setting is a monthly view; you may change it to weekly, daily, or list instead.

7. Default Date: this determines the default date shown to the user. The WebGUI default date is the current date; it may be changed to reflect the first or last event on the calendar default view.

8. Month View Template: view of the calendar in month form.

9. Week View Template: view of the calendar in week form.

10. Day View Template: view of the calendar in day form.

11. List View Template: template that shows the calendar in list form.

12. Event Details Template: view of the event details.

13. Event Edit Template: view of the event edit screen.

14. Search View Template: view of the calendar in search form.
    
    

15. Print Month Template: the printable calendar template; a pared down, printer friendly version.

16. Print Week Template: the printable calendar template in week form.

17. Print Day Template: the printable calendar template in day form.

18. Print List View Template: the printable list view template.

19. Print Event Details Template: the printable event details form.

20. Visitor Cache Timeout: the amount of time, measured in minutes, before a user’s cache refreshes.

21. Daily Events Sort Order: allows you to determine if you want daily events listed in order by start/end date or by sequence number. If you select sequence number you will have the ability to alter the order in which events are displayed on the calendar. This is explained later.

22. List View Page Interval: determines the amount of time you want displayed on a single page of the list view display. Do you want only a month's worth of events displayed in a list on the page, or longer?

23. iCalendar Feed Interval: sets the period of time displayed in the iCalendar feed.

8. Set the security settings in the “Security” tab. This includes the group of users allowed to add events to the calendar.
   
   

1. Owner: the owner has full editing and viewing rights of this asset. Usually, the owner is the person who created the asset. Clicking on the gray box with “...” in it to the right of this field will pop up a list of users available to select.

2. Who can view?: if you need to limit who can view this asset on the site, choose a group from the dropdown menu.

3. Who can edit?: this determines who can edit content in the asset. Users who can edit the Calendar asset can add, edit, and delete all events.

4. Who can add Events?: this will determine the group of users who can add/edit events displayed on the calendar. These users will be able to edit and delete the events they post.

5. Commit Workflow for Events: this allows you to set a specific workflow to be performed on events upon being submitted to the calendar. For example, if you want all events to be approved before appearing on the calendar, you could indicate an approval workflow here. Note that if you have this field set to the same group as “Who can add Events?”, events posted by users in the group will not need to be approved (for example, if Content Managers can add events, and they are set to approve events, any event added by a Content Manager will not require approval before appearing on the calendar).

9. If you wish, enter metadata in the “Metadata” tab. This is the standard metadata tab common amongst most assets. You can learn more about it in the “Asset Basics” chapter.

10. In the Feeds tab of the Calendar asset you can enter URL's to iCalendar© files. Many external calendar applications will generate these. For example, if you have a Google© calendar you can access an iCal feed for it, and enter it into your WebGUI Calendar Feeds tab. The Calendar asset will then periodically update the calendar to display new events. Simply enter the iCal URL and click Add. The WeGUI calendar asset will pull events from this URL on a scheduled basis.

10. When your calendar settings are complete, click the save tab at the top of the screen. Your calendar will appear on the site.

Calendar View

The default monthly view of the calendar is configurable in the calendar’s Display tab. The calendar can be viewed by either month, week, day or list. To change the calendar view, click on the appropriate labeled tabs at the top of the calendar. Events are displayed using the “short” title entered at the time the event is added to the calendar.

Default/ Month View:

Week View:

Day View:

At the top of each calendar view are links that allow the user to view either past or future calendar views. For the month view, these appear as faded month names. For the weekly view these links are named “Previous Week” and “Next Week.” For the daily view, the links will take the user to the next calendar week day. These links are called “Previous Day” and “Next Day.” Clicking on an event title in any view will direct the user to the Event Details screen.

List View: Events on the calendar are displayed in a chronological vertical list as the title of the event followed by its scheduled date. Again, clicking on an event's title will direct you to the Event Details screen.

Enter an Event in the Calendar

Locate the “Add Event” link in the upper right hand corner of the calendar view. The calendar must be committed to the site before this link will appear. The Add/Edit Event screen will open.

1. Enter a shortened version of the Event Title in the “Short Title” field (a maximum of 15 characters). This shortened title will appear on the date field in the calendar view.

2. Enter the location of the event in the “Location” field.

3. Enter a detailed description of the event in the“Description” field. This description will be shown on the Event Details page.

4. Below the description field are two boxes, “Start Date” and “End Date.” Enter the beginning and ending dates for the event in these boxes using the convenient calendar pickers.

5. In the field labeled “Time,” click on the toggle that best corresponds to your event’s time. If “No specific time” is chosen, then the event will appear to last all day. If “Specific start/end time” is chosen, two additional fields will appear in which to enter the start and end date of the event.

6. At the bottom of the screen is a field labeled “Related links.” In this field you may enter the URLs (must be fully qualified, i.e. http://www.someurl.com) of any websites that relate to your event. You may enter as many links as you wish. The “Link Desc” is what users will see as the name of the link in the Event Details screen. You may also select the group of users who will be allowed to view each link.

7. You may select a group of users allowed to view this event and its details from the “Group to View Event” field.

8. In the “Attachments for this Event” field you may upload an attachment related to the event that will be made available for download in the event's Event Details screen.

9. If all event information has been entered, click save at the top of the screen. Your event will appear on the calendar.
   
   

Recurrence Tab

Use the Recurrence Tab to set up recurring events, instead of entering each repetitive event more than once. This recurrence will appear in addition to the date/time set in the Add/Edit event screen.

1. Click on the “Recurrence Tab” in the Add Event screen.

2. Select an option from the “Recurrence Pattern” field. If a staff meeting occurs weekly, click on the Weekly toggle. A menu of weekdays will then appear from which to select the day of the week the event recurs on.

This will operate similarly for the other options. The option selected in the “Recurrence Pattern” field will determine the fields displayed.

Weekly:

Monthly:

Yearly:

3. If applicable, select a “Recurrence Range.” Use this if the event will expire after a certain date range. Choose a start date, and then an end date.

4. Click save to view your event on the calendar.

In the example below, the events titled Staff Meeting and Pay Day were entered using the recurring events tab.

Event Details

You can view detailed information about an event by clicking on the event’s title in the calendar view. This will open the Event Details screen.

The Event Details screen contains the full event information entered when the event was first created and added to the Calendar. To return to the calendar view, click on the appropriate tab at the top of the screen.

Edit an Existing Event

You may edit event information by accessing the Edit Event screen from the Event Details screen.

1. Enter the Event Details screen for the event you’d like to edit by clicking on that event’s title in the calendar view.

2. At the top right hand corner of the Event Details screen you will see three links: Edit, Delete and Print.

3. If you simply wish to remove the event from the calendar click on the “Delete” link. Once this has been done, it can not be reversed, so make sure you have chosen the correct event to delete

4. If you wish to change the information displayed about the event, click on the “Edit” link. If this event was originally added as a recurring event, editing it will only edit this specific instance of the event, not all in the recurrence pattern.

5. The “Add/Edit Event” screen will open. This is the same screen used when the event was created. Simply change the information in the fields that need to be altered. When you are finished making the appropriate changes, click save at the top right hand corner of the screen.

Search the Calendar

The Event Calendar’s search function will allow you to search for a specific event by keyword and date range.

The “Search” tab is located at the top of the calendar view, to the right of the tabs labeled Day, Week, Month and List.

1. Click on the “Search” tab to open the search screen.
   
   

2. In the field labeled “Keyword,” enter a word or short phrase that relates to the event you are searching for. For example, if you are looking for a holiday, enter that holiday’s name.

3. In the “Start Date” and “End Date” fields, enter a date range in which to search. Click in the field to reveal calendar pickers.

4. Click search.

5. A screen displaying your search results will appear.

6. Click on the name of the event to be taken to that event’s Event Details page.

Feeds

In the Feeds tab of the Calendar asset you can enter URL's to iCalendar© files (ics). Many external calendar applications will generate these. For example, if you have a Google© calendar you can access an iCal feed for it, and enter it into your WebGUI Calendar Feeds tab. The Calendar asset will periodically update the calendar to display new events.

To use the Feeds tab:

1. Click on the Feeds tab in the Calendar asset.

2. Enter the iCal feed URL into the “Add a feed” field.

3. Click the Add button to the right of the field. You can add additional feeds if you wish.

4. Click save.

The WebGUI calendar will pull in events from the feed you added and will update the calendar hourly.

In addition, you can take the iCal feed from another WebGUI calendar. This will allow you to pull events from multiple Calendar assets throughout your site for display in one central location. To do so, add ?func=ical to the end of a Calendar asset's URL. Then, enter that URL into the Feeds tab of another WebGUI calendar.

In the next example, an iCal feed was created out of the community calendar on webgui.org (http://www.webgui.org/wg/calendar?func=ical) and entered into the Feeds tab of a calendar that existed on a WebGUI demo site. The events from the community calendar, such as the WebGUI Drink in the Netherlands on the 12th and the Last 7.4 Release on the 24th, have been pulled into the calendar displayed on the demo site. This is a great way to pull events from several locations in an organization's site for display in one location.

iCal

The iCal function allows events from your WebGUI calendar to be exported for view in iCalendar©.

The iCal link is located in the upper right hand corner of the Calendar asset, near the Add Event link. Clicking on the iCal link will create a feed.ics file. Import the feed.ics file into iCalendar and it will display your WebGUI Calendar events. The events will be pulled on a schedule, so it may take awhile for them to appear.

Edit Order of Events

When the calendar asset is configured, the option is available in the Display tab to order events by sequence number. This is done in the Daily Events Sort Order field.

When this field is set to Order by Sequence Number you will be able to reorder events in the Week view of the calendar. This will in turn alter the order in which events are displayed in the month and list view.

To do so:

1. Enter Admin mode.

2. Enter the Week view of the calendar asset by clicking on the Week tab.

3. The events listed in the Week view will have small up and down arrows to the left of them. Click on these arrows to move an event up or down in the order of display. The changes will also reflect in the other calendar views.