Working with the Calendar of Events

Adding a New Event or In-Service

  1. Select Add New Event from the options. You may be prompted to enter your web account username and password (usually your x1 account). After you are authorized, the new event's page will load.
  2. Enter your event information. How you enter a new event depends on the nature of the event. For example, most events occur on one day and are entered all at once on one page. For events occurring at many different locations or over two or more days, more information must be entered on subsequent pages.
  3. Select Submit.


Examples

The following descriptions should give you an idea of how these different types of events should be entered:

One Day Event

  • You want to enter a staff meeting.
  • Select Add New Event from the options.
  • Login if necessary.
  • Fill out the new event form.
  • Select Submit.
  • A Results page appears. Select Done.



Multiple Day Event for one group of people

You are giving a 3-day seminar or a series of meetings (ie Master Gardeners)

  • Select Add New Event from the options.
  • Login if necessary.
  • Fill out the new event form for day 1.
  • Select Submit.
  • On the Results page, check the boxes next to the values you want preserved for the next form (all are checked by default).
  • Select Add Another Session and the Add New Event form appears again (general info is read only at this point).
  • Scroll down and enter/verify the Date/Time/Location of the second day of your seminar or series. In the Continuation for same attendees? field, use the drop-down menu to select Yes.
  • Change or fill-in any additional information needed that wasn't preserved from the previous entry. Select Submit located at the bottom of the form.
  • On the Results page, select Add Another Session and then add the third day by changing the date, specifying Yes in the Continuation for the same attendees? field.
  • Submit the form.
  • On the Results page, select Done.

Important: This option should not be used if you are offering several independent sessions of the same program since the program will not be a continuation of the previous session. Recording for all Multiple day events occurs at the end of the seminar or series. Numbers recorded should be the number of individuals in the group that attended the series, not a total of all individual meetings.

Multiple Location Event

You are conducting a training via satellite to 10 sites.

  • Select Add New Event from the options
  • Login if necessary
  • Fill out the new event form for location one and select Submit.
  • On the Results page, check the boxes next to the values you want preserved for the next form (all are checked by default) and then select Add Another Session.
  • The Add New Event form (General Information) appears again. Scroll down to the Date/Time/Location section. Change the location information to the second site and then specify No on the select list that asks if you are adding a continuation for the same attendees.
  • Change any additional information needed that wasn't preserved from the previous entry.
  • Select Submit.
  • On the Results page, select Add Another Session and then add the third location by changing the Location/Address information, specifying No for the continuation question again.
  • Add the rest of the locations in the same way. After adding the last location, select Done on the Results page.


Reoccurring Event (same program on different days)

If you are hosting the same program on different days, for example, you are hosting "Who Get's Grandmas Yellow Pie Plate?" on five different days.

  • Select Add New Event from the options
  • Login if necessary
  • Fill out the new event form for the first day and select Submit.
  • On the Results page, check the boxes next to the values you want preserved for the next form (all are checked by default) and then select Copy Event.
  • The Add New Event form (General Information) appears again. Scroll down to the Date/Time/Location section and change the needed information.
  • Change any additional information needed that wasn't preserved from the previous entry.
  • Select Submit.
  • Add any other dates in the same way. After adding the last date, select Done on the Results page.

Field by Field Description of the Event Entry Form 



Event Title:    The event title is limited to 255 characters (Required field).   
Description:     The description of the event may be any length (Required field)
Categories: Check one or two categories under which the events falls (Required field).
Staff In-Service  If the event you are entering is an offiical staff in-service that should appear on the staff in-service listing, select "Yes." The default is "No."
Event URL:      If there is more information available about the event at a URL, specify it here. The URL may be up to 255 characters long. Please be sure this a complete URL (i.e. http://www.extension.iastate.edu/mydirectory/eventinfo.html). This is an option that is frequently overlooked and should be utilized if at all possible. (Optional).
Contact Name:      The contact name can be up to 50 characters (Required field).
Contact Phone: The contact pohne can be up to 14 characters.  Suggested format is (###) ###-####. (Required field).
Contact Email: The contact email can be up to 50 characters.  Please enter the entire email address (i.e. name@iastate.edu). (Required field).
Date: The date of the event is entered here. Suggested format is mm/dd/yy.  (Required field).
Time: Enter the time of the event is to start or the time you want people to arrive (i.e. 1:00 p.m.) (Required field).
Duration: Enter how long the meeting will last in hours or minutes. Enter only a number in the duration field and then use the select list to the right of it and choose hours or minutes. (Required field). Note: Events lasting for days are now entered a day at a time (see Reoccurring Events section).
Location Name: Enter the location name (Required field)
Address:     Enter the street address of the location of the event (Optional).
City: Enter the city in which the event is located in or near (Required field).
County: The county in which the event is taking place (Required field).
State:     The default is IA
Zip: Enter the zip code of the event location (Optional).
Registration Deadline:     If the event has a registraiton deadline, include that date. Suggested format is mm/dd/yy (Optional).     
For In-Services Only: If the event you are adding is an in-service, complete this section.  If it is not, ignore this section.


























































 

Editing an Event

Note: Past events cannot be edited or deleted.


  • To edit a future event, go to the event detail page (by doing a calendar search and then select the correct event in the search results).
  • Select Edit (located to the right of the title). The initial Edit page allows you to change information for a specific day of an event. (To change the title, description or other general information that applies to all days, select Edit description.)
  • Make your changes and then select Save Changes. You can select Delete to delete one or all days of an event (you will be asked to specify). You can also select Add New Session to add another day to the event.
 

In-Services


  • In-services are entered the same as events and should be entered using Add New Events from the options.
  • If you want attendees to pre-register, be sure to put your email address in the Contact Email field.
  • To sign-up for an in-service, you will need to email the contact person.

Deleting an Event


Note: Past events cannot be deleted.

  • To delete a future event, go to the event detail page (by doing a calendar search and then select the correct event in the search results).
  • Select Edit (located to the right of the title).
  • Scroll to the bottom of the edit page and select Delete to delete one or all days of an event (you will be prompted to specify).

Recording Attendance


Attendance can be recorded for public events after they have occurred.

  • To record attendance, go to the event detail page (by doing a calendar search and then select the correct event in the search results). If your event is not listed, you may want to refer to the Frequently Asked Questions section of this document.
  • Select Record Attendance (located to the right of the title). A screen will appear that lists the program and sessions and allows you to enter your attendance, total number of contact hours. Multiple day meetings/seminars/series reporting should reflect the number attending the series; not a total of numbers from each meeting individually. You can also select your corresponding program plan number for reporting purposes. Plan numbers correspond to the Program Area's Plan of Work numbers. Any questions about what number an event should be reported under should go to the appropriate program director.
  • Once all this information is completed, select Submit

     

Return to the Calendar of Events Information