Introducing...WebEvent Team

 "Alerts" (Summary of Unapproved Events) Screen

For calendar administrators and registered users , approve, delete, and edit events submitted to your calendar on the "Alerts" screen.

What's on the "Alerts" (Summary of Unapproved Events) Screen?

Approve: Select the corresponding radio button to approve a submitted event for inclusion in the specified calendar.

Delete: Select the corresponding radio button to delete a submitted event.

All Buttons: Add a checkmark to every event in the "Approve" or "Delete" column.

Date: The proposed date for an unapproved event.

Time: The proposed time for an unapproved event.

Magnifying Glass Icon: View the details of the unapproved event.

Title: Click the event title text link to access the "Modify Event" screen and edit event details.

Calendar: The calendar to which the unapproved event has been submitted.

Update Button: Affect the actions you have requested via the radio buttons (such as approving two events and deleting three).

What's in the "Menu Bar"?

Add: Add an event.

View: View Alerts and Calendar.

Print: Print the current view or Alerts.

Search: Search Calendar.

Options: For viewers, access Current Session Preferences.  For registered users, access User Preferences, Current Session Preferences, Calendar Configuration, Site Configuration, or export events.

Help: Access the User's Guide, request assistance or provide comments and feedback.

Login/Logout: For those registered as users, login in using your WebEvent  or Princeton NetID username and password to access additional calendars and configuration screens.

Using the Calendar Tool

Calendar Basics

How to Add an Event

How to Submit an Event

Those viewing a calendar can submit an event to any calendar that allows submission.

1. Select "Event" under "Add" in the menu bar. 
2. Provide details for the event you wish to submit for inclusion in the calendar on the "Submit Event" screen.
3. Click the "Submit Event" button.  Once the calendar administrator approves the event, it will be displayed on the calendar.

How to Modify an Event

Only calendar administrators and registered users can modify events.

1. Click on the event title on the "Calendars" screen.
2. Visit each tab on the "Modify Event" screen to alter basic event data, re-assign advanced event attributes, modify event styling, and re-schedule automated emails.
3. Choose "Change This Event" in the pull-down menu on the "Modify Event" screen.
4. Click the "Submit" button.

How to Delete an Event

Only calendar administrators and registered users can delete events.

1. Click on the event title on the "Calendars" screen.
2. Choose "Delete This Event" in the pull-down menu on the "Modify Event" screen.
3. Click the "Submit" button.

How to Display Different Calendars

Choose one of the following methods to change the calendar(s) in the current view on the "Calendars" screen:

1. Drill down to a single calendar from the current view by selecting the calendar name under "Subsets of this calendar" in the calendar selection menu located above the timeframe file folder tabs.
2. Choose a single calendar not included in the current view by selecting "All viewable calendars" in the calendar selection menu located above the timeframe file folder tabs.
   • Highlight the name of the calendar you want to display on the "Select Calendar" screen.
   • Click the "View Selected Calendar(s)" button.
3. Create a meta-calendar by selecting "All viewable calendars" in the calendar selection menu located above the timeframe file folder tabs.
   • Highlight the names of the calendars you want to display on the "Select Calendar" screen. (Macintosh users should hold down the “Apple” key to select and deselect calendars; PC users should use the “Control” key.)
   • Click the "View Selected Calendar(s)" button. (Or click the "View All Calendars" button to create a meta-calendar from all calendars to which you have access.)

How to Filter Events by Category

Choose one of the following methods to change the categories of events in the current view on the "Calendars" screen:

Using the "Add New Event/Modify Event" Screen

Logged in users with "write" access can add events directly into a given calendar via the "Add New Event" screen.  You will also see this section if you are modifying an event. 

The Basic tab includes the following fields:

Event Title: Type in the title of the event.

Date: Choose a date from the pull-down menus.

Mark As Busy All Day: Designate an untimed event as an 'all day' event. In calendars with 'prevent double-booking' enabled, this will prevent other events from being added to this date.

Start Time: Choose a start time, if appropriate.

End Time: Choose an end time, if appropriate.

Scan for Available Times: Launch an automated search across multiple calendars to find the best time and date for an event with specified individuals and/or resources.

Calendars with Write Access: Select the calendar(s) into which this event should be added. (Macintosh users should hold down the “Apple” key to select and deselect calendars; PC users should use the “Control” key.)

Calendars with Submit Access: Select the calendar(s) to which this event should be submitted pending administrator approval. (Macintosh users should hold down the “Apple” key to select and deselect calendars; PC users should use the “Control” key.)  This is particularly useful for those submitting events to the Princeton Weekly Bulletin.  After entering the information in your department or organization calendar, submit it to the PWB for approval. 

Category: Assign a category on which this event can be filtered, if appropriate. The list of available categories is created and maintained by the WebEvent site administrator on the "Site Configuration" screen. The available categories and their descriptions are:

Academic Calendars

Class schedules, academic deadlines and holidays.

Athletics

University athletic events that may be attended by the community and/or the public. Also, announcements about
participating in athletic activities.

Colloquia

Attendees are expected to participate by sharing their expertise and adding relevant commentary to the dialogue.

Conferences

Conferences hosted by University departments or groups. 

Exhibitions

Art, library and other on-campus exhibitions.

Film

Film, video, and other screenings.

Lectures

Individual speakers or panel discussions. The audience may or may not be invited to participate.

Meetings

Ongoing meetings about University community members' matters.

Performing Arts

Dance, music, theater, poetry readings, juggling, comedy, martial arts presentations, etc. This includes performances/showings that integrate receptions and talks. Also includes performance master classes and auditions.

Social Gatherings

Formal dances, receptions, mixers, class trips, cultural dinners, etc.

Spiritual Events

Events at the University Chapel or hosted by campus-based religious and spiritual groups.

Special University-wide Events

Select others, for example: President's Inauguration, Alumni Day, Reunions, Town&Gown events, University-run parades
and fireworks, and major events on campus presented in partnership between an outside group and a University
department or group.

Description: Enter a description of the event (or other details not included as separate fields).  If the option is available, designate how the description should be displayed. “Pre-formatted” text will appear onscreen exactly as it is input (including hard returns, tabs, and extra spaces). “Wrapped” text will not retain any formatting, but will automatically wrap to fit your browser or JavaScript window.

The Advanced tab includes the following fields (note that if information is not filled in, the field label will not appear in the calendar listing):

Speaker: The name of the speaker(s) for this event.

Affiliation: The university or other affiliation of the speaker(s).

Location: The room or hall designated for this event.

Sponsor: The name of the organization sponsoring the event.

Charge: The amount charged to different groups.  You may also include the phrase 'No charge' if that is appropriate.   

Audience: The intended audience for the event.  Examples are: 'All,' 'Faculty and students in the department,' 'Graduate students', 'Staff only'.

Additional Information: Anything that has not been covered in the other fields, such as the name and Web address of a paper being presented at a colloquium, the inclusion of a reception, or lunch.

Unique Event ID:  This field is used internally for those importing events through a batch process.

Contact Person: Enter the name of the person associated with and/or responsible for the event.

Contact Email: Enter the email address for the person associated with and/or responsible for the event.

Event Privacy: Designate if the event information should be readable by users who only have “read” access. “Private” events appear as untitled placeholders in the calendar to users with only “read” access.

Repeat: If this is a recurring event, first select the appropriate type of repeating period from the pull-down menu (for example, every week or every Monday, Wednesday, and Friday). Then, specify how far into the future the event should repeat. To quantify how many times the event should repeat, move the radio button to the “Times to Repeat” option and type the number of times the event should appear in the calendar into the associated field. To specify an end date instead, move the radio button to the “Repeat Until” option and highlight the end date in the pull-down menus.

As an example, to add a recurring meeting for September 5th through 7^th, you would add an event on September 5th and select the 'Repeat: Every Day' option from the pull-down menu. Then, either type “3” in the “Times to Repeat” field or select “September 7^th” from the “Repeat Until” pull-down menu. 

Priority: Set the priority (low, medium, or high) of an untimed event. (Timed events automatically display in chronological order.)

Approval Status: Move the radio button to “Approved” if this event should appear in the calendar. Unapproved events will not be visible to 'guest' users and will appear with a conspicuous “UNAPPROVED” tag to users with greater access.  Note that 'guest' users are all of those who view the calendar without logging in. 

The Style tab includes the following fields:

Title Style: Choose from normal, bold, and italic.

Title Size: Choose to enlarge or shrink the default title text size.

Title Color: Choose from several Web-safe colors.

Title Image URL: [Note: Please do not use this feature on calendars that are included in Public Events at Princeton.] Add an image associated with this event by typing in the URL of the image. For example:

http://www.WebEvent.com/logo.gif

Title URL: Enter the URL associated with this event. (When someone clicks on the event title, they will be sent directly to this URL instead of the usual event description screen.) For example:

http://www.WebEvent.com/

The Emails tab includes the following fields:

Remind: If you want to receive an email reminder (or remind others via email), choose when you want to be reminded from the pull-down menu, specify a value in the quantity field, and enter the appropriate email address (or addresses, separated by commas.)

For example, to receive a reminder 2 hours before your meeting, type “2” in the quantity field, select “Hours before” from the pull-down menu, and enter your email address in the “E-mail” field.

Invitation: Enter in the email address (or addresses, separated by commas) of users to be invited to this event.

Event Change Notification: Enter in the email address (or addresses, separated by commas) of users to be notified when the event is first added and whenever the event details are changed.

Click the “Add New Event” button to add the event into the calendar(s). Or, click the “Cancel” button to cancel any changes you have made to this screen and return to the calendar view or "Summary of Today" screen.

Using the "Submit Event" Screen

Users with only "read" access to a given calendar can submit events subject to administrator approval via the "Submit Event" screen.  

The "Submit Event" screen includes the following fields:

Select a Calendar: Select the calendar into which this event should be added.

Date: Choose a date from the pull-down menus.

Start Time: Choose a start time, if appropriate.

End Time: Choose an end time, if appropriate.

Repeat: If this is a recurring event, first select the appropriate type of repeating period from the pull-down menu (for example, every week or every Monday, Wednesday, and Friday). Then, specify how far into the future the event should repeat. To quantify how many times the event should repeat, move the radio button to the “Times to Repeat” option and type the number of times the event should appear in the calendar into the appropriate field. To specify an end date instead, move the radio button to the “Repeat Until” option and highlight the end date in the pull-down menus.

As an example, to add a recurring meeting for September 5th through 7^th, you would add an event on September 5th and select the 'Repeat: Every Day' option from the pull-down menu. Then, either type “3” in the “Times to Repeat” field or select “September 7^th” from the “Repeat Until” pull-down menu. 

Event Title: Type in the title of the event.

Category: Assign a category on which this event can be filtered, if appropriate.  The list of available categories is created and maintained by the WebEvent site administrator on the "Site Configuration" screen. The available categories and their descriptions are:

Academic Calendars

Class schedules, academic deadlines and holidays.

Athletics

University athletic events that may be attended by the community and/or the public. Also, announcements about
participating in athletic activities.

Colloquia

Attendees are expected to participate by sharing their expertise and adding relevant commentary to the dialogue.

Conferences

Conferences hosted by University departments or groups. 

Exhibitions

Art, library and other on-campus exhibitions.

Film

Film, video, and other screenings.

Lectures

Individual speakers or panel discussions. The audience may or may not be invited to participate.

Meetings

Ongoing meetings about University community members' matters.

Performing Arts

Dance, music, theater, poetry readings, juggling, comedy, martial arts presentations, etc. This includes performances/showings that integrate receptions and talks. Also includes performance master classes and auditions.

Social Gatherings

Formal dances, receptions, mixers, class trips, cultural dinners, etc.

Spiritual Events

Events at the University Chapel or hosted by campus-based religious and spiritual groups.

Special University-wide Events

Select others, for example: President's Inauguration, Alumni Day, Reunions, Town&Gown events, University-run parades
and fireworks, and major events on campus presented in partnership between an outside group and a University
department or group.

Description: Enter a description of the event (or other details including location, cost, contact phone numbers, attendees, etc.)

Your Name: Enter your name (as the person associated with and/or responsible for the event).

Your Email: Enter your email address (as the person associated with and/or responsible for the event).

Click the “Submit Event” button to submit your event to the calendar for approval by a user with at least “write” access. Or click “Cancel” to cancel the changes to this screen and return to the calendar view.

How To ...

How to Print

Although you could certainly use your browser's print function to generate a paper copy of any screen, WebEvent's internal print function is designed to provide a stripped-down, black-and-white version of the most popular screens for faster, simpler printing. To use WebEvent's print function:

1. Access the "Print" menu in the menu bar.
2. Designate the screen that you would like to print.  Choose "Current View" to print the view that is currently displayed (this could be a past or future time).  Choose "Calendar" to print today's calendar, or that of this week, 2-week period, month or year.
3. Click "Okay" or "Print" in the dialog box that should be automatically launched by your Web browser.

WebEvent's printing capabilities are controlled via the print options for the particular browser that you are using to view the calendar. So to control the size of the font or switch between landscape and portrait orientation, for example, access your Web browser print and display options.

Note: You will need to enable "Print background colors and images" (or equivalent) in certain browsers in order to print the calendar gridlines.

How to Search

WebEvent can search by keyword for events.

To search for an event:

1. Select "Calendar" under "Search" in the menu bar.
2. On the "Search Calendar" screen, type in a keyword.
3. By default, all calendars are selected.  To restrict the search to fewer calendars, select one or more calendars to include in the search.   
   (Macintosh users should hold down the “Apple” key to select and deselect calendars; PC users should use the “Control” key.)
4. By default, all categories are selected.  To restrict the search to fewer categories, select one or more categories to include in the search.
   (Macintosh users should hold down the “Apple” key to select and deselect categories; PC users should use the “Control” key.)
5. Use the month, day, and year pull-down menus to designate start and end dates for the search.
6. Click the "Search" button to launch the search.

The search results will display in chronological order in list format.

How to Export

WebEvent can export events in comma-separated format.  Users who login and have 'write' access to a calendar can export events.

To export events:

1. Access the "Export" function under "Options" in the menu bar and designate the type of data you want to export ("Events").
2. On the "Export Events" screen, select one or more calendars from which to export events.
   (Macintosh users should hold down the “Apple” key to select and deselect calendars; PC users should use the “Control” key.)
3. Designate if all events from the selected calendars should be exported or only those between specified dates. (And then use the month, day, and year pull-down menus to designate start and end dates for the export, if applicable.)
4. Select a file type (PC, UNIX, or Macintosh) for the exported data.
5. Designate if field headers should be included in the export. (Field headers, such as "start time" or "description" can serve as labels at the beginning of your export file.)
6. Click the "Download" button to launch the export.
7. Complete the export by following the on-screen prompts to specify a file name, file type, and a location for the exported data.

To access your exported data, navigate to the location you specified for the download and open the file using an application (such as Microsoft Excel) that accepts comma-separated data.

How to Request Help

To learn more about WebEvent, access "Help" in the menu bar to:

1. Read the User's Guide: Browse the Table of Contents to find relevant information or use your Web browser's "Find" function to search for a keyword.
2. Report Problems: Send an email to the Help Desk. If needed, this will be forwarded to the WebEvent site administrator.
3. Other Comments and Feedback: Send an email to the Help Desk.. If needed, this will be forwarded to the Office of Communications.

How to Request a Calendar

Department administrators may request one or more calendars through the Calendar Request Form. At the same time, they also request the WebEvent site administrator to open WebEvent registered user accounts for calendar administrators and other users who will write to the calendar.  

How to Login/Logout

The WebEvent site administrator creates a registered user by adding your NetID to the WebEvent list of users.  Calendar administrators request the addition of users when they request that a calendar be opened.  Each calendar administrator can then grant you 'write' access on a per-calendar basis. You will need to login to WebEvent to add events to those calendars.  

To login from inside of WebEvent:

1. Click "Login" in the menu bar.
2. Enter your NetID and password on the WebEvent login screen.
3. Check the "Remember Me" box to create a cookie that will allow you to by-pass the login screen when accessing WebEvent from your current machine (note: this feature is currently not working). 
4. Click the "Login" button.

The username through which you are accessing WebEvent will be displayed in the  "Date & User" bar on the "Summary of Today" screen.

To logout of WebEvent:

1. Click "Logout" in the menu bar.

Logging out of WebEvent will bring you to a screen specified by the WebEvent site administrator (such as your organization's home page or the WebEvent login screen).

Using "Logout" to leave your WebEvent session will clear your WebEvent cookie, so that you will need to login to access WebEvent again. To preserve your WebEvent cookie, you can simply close your browser window (and/or quit out of your browser application).

How to Set Preferences

For users who log in, your WebEvent experience can be personalized to match your needs. Setting "User Preferences" has a lasting impact on how you interact with WebEvent, while modifications to "Current Session Preferences" are not preserved once you exit WebEvent. 

To set user preferences:

1. For those who are WebEvent users, login using your NetID.
2. Choose "User Preferences" under "Options" in the menu bar.
3. Depending on your level of access, the following settings can be modified from the "Account Administration/User Preferences" screen:
• Add New Account: Click the "Add Account" button to add a new user or modify an existing account.
• Account Name: Enter a lowercase alpha-numeric name (no spaces, punctuation, or other special characters).
• Account Password/Change Password: Create or change the password for the user account.
• First Name: Enter the user’s first name.
• Last Name: Enter the user’s last name.
• Timezone: Select a timezone appropriate to the user's location.
• E-mail Address: Enter the user's e-mail address.
• Groups: Assign the user to one or more user groups. (Groups are defined by the WebEvent site administrator on the "Site Configuration" screen.)
• News Feeds: Select one or more news feeds to provide content on the user's "Summary of Today" screen. (News feeds are selected and enabled by the WebEvent site administrator on the "Site Configuration" screen.)
• Calendar Access Levels: Define what type of access (none, read, write, administrator) the user should have to each calendar.
• Primary Calendar: Specify which calendar should be associated with this user account (to provide information posted under "Today's Events" on the "Summary of Today" screen, for example).
• Site Administrator: Assign site administrator privileges to the user.
• Allow synchronization: Enable the user to download the Sync client software to their machine.
• Use DHTML menus and forms: Enable DHTML for interactive menus and forms.
4. Choose "Change Account" from the pull-down menu at the bottom of the screen and click the "Make Changes" button to save any modifications.

To change current session preferences:

1. Choose "Current Session Preferences" under "Options" in the menu bar.
2. The following settings can be modified from the "Current Session Preferences" screen:
• Format: Specify the calendar display format (traditional calendar grid or a list of events.)
• Mode: Designate if a user with "write" access should be able to click on an event in the calendar to edit it (modify mode) or visit this screen first to toggle to modify mode.
• Timezone: Select the appropriate timezone for your location.
• Use 24-hour Clock: Designate your preferred time format (12- or 24-hour.)
• Show Weekends: Include Saturday and Sunday in calendar view. (This will not impact list views.)
• Show Details: Display full event details beneath the calendar grid or within the list format.
• Show Event Author: Include author credit with each event.
• Start Week On: Specify start day for calendar display.
• List First: Specify the order in which events should be displayed on each date. (For example, you may prefer that untimed events such as birthdays be listed before each day’s appointments.)
• Show Meta-Calendar Abbreviations: Control display of the calendar name on the event entry when the displayed calendar is created from multiple calendars (for example by searching or selecting multiple calendars to display).  Check the box if you want the calendar name displayed with the event entry.
• User Select Sort Order: Calendar administrators can control the sort order (and display format) of the user select box. 'By netid' will sort users by their netid and produce list entries that look like 'netid (firstname lastname)'.  'By ?' will sort users by their last names and produce list entries that looks like 'lastname, firstname (netid)'.
3. Click the "Change Options" button at the bottom of the screen to save any modifications.

Administration and Configuration

The WebEvent site administrator is responsible for maintaining the WebEvent Team installation via the "Site Configuration" screen. The 'admin' account has full administrative control and can perform all configuration functions, including creating calendars and users; creating custom fields, categories, and user groups; and setting default display properties.

Calendar administrators can be assigned to maintain one or more calendars each via the "Calendar Configuration" screen. Calendar administrators can control user access and set default display properties for the calendars for which they are responsible.

Site Administration Basics

How to Add a User:

1. Log in as 'admin'.
2. Select "Site Configuration" under "Options" in the menu bar.
3. Choose the "Config" tab on the "Site Configuration" screen.
4. Select “Add New User" from the "User Settings" pull-down menu.
5. Click the “Modify Settings” button.
6. Input the required account data (such as username and password) and set account attributes (such as calendar access levels) on the "Account Administration" screen.
7. Click the "Add Account" button.

How to Add a Calendar:

1. Log in as 'admin'.
2. Select "Site Configuration" under "Options" in the menu bar.
3. Choose the "Config" tab on the "Site Configuration" screen.
4. Select “Add New Calendar" from the "Edit Calendars" pull-down menu.
5. Click the “Modify” button.
6. Input the required calendar data (such as calendar name and short name) and set basic calendar attributes (such as timezone and 'guest' user access) on the "Calendar Administration" screen.
7. To be automatically prompted to finish configuring the calendar as soon as it is created, checkmark each of the following fields:
   • Set User Access to Calendar After Making Changes
   • Set Group Access to Calendar After Making Changes
   • Go to Calendar Configuration After Making Changes
8. Click the "Add Calendar" button.
9. Follow the on-screen prompts to set group and user access levels and specify display defaults for the newly created calendar.

How to Control Access to Calendars:

To modify access privileges for a single user account to one or more calendars:

1. Log in as 'admin'.
2. Select "Site Configuration" under "Options" in the menu bar.
3. Choose the "Config" tab on the "Site Configuration" screen.
4. Select the user account name from the "User Settings" pull-down menu.
5. Click the “Modify Settings” button.
6. Move the radio button to the appropriate level of access for each calendar in the "Calendar Access Levels" section of the "Account Administration" screen.
7. Choose "Change Account" in the pull-down menu at the bottom of the screen.
8. Click the "Make Changes" button.

To modify access privileges for multiple users to a single calendar:

1. Log in as 'admin'.
2. Select "Site Configuration" under "Options" in the menu bar.
3. Choose the "Config" tab on the "Site Configuration" screen.
4. Select the calendar name from the "Edit Calendars" pull-down menu.
5. Click the “Modify” button.
6. Checkmark the "Set User Access to Calendar After Making Changes" field on the "Calendar Administration" screen.
7. Choose "Modify Calendar" in the pull-down menu at the bottom of the screen.
8. Click the "make changes" button.
9. Move the radio button to the appropriate level of access for each user on the "Edit User Access" screen.
10. Click the "Update" button.

Using the "Site Configuration" Screen

This screen is available only to WebEvent administrators. To access the "Site Configuration" screen:

1. Log in as 'admin'.
2. Select "Site Configuration" under "Options" in the menu bar.

The Config tab includes the following fields:

License Key: Click “Modify Key” to access the online registration system, plug in a new permanent license key, or review your current licensed status.

Administrator’s Email: Enter the email address to which warnings and notices about the WebEvent installation should be sent.

User Settings: Select the user account name (or “Add New User") from the pull-down menu then click the “Modify Settings” button to access the "Account Administration/User Preferences" screen to change the account permissions and attributes.

Group Settings: Select the group (or “Add New Group") from the pull-down menu then click the “Modify Settings” button to access the "Group Administration" screen to add/subtract users from the group and change group access privileges.

Edit Calendars: Select the calendar (or “Add New Calendar”) from the pull-down menu and click the “Modify” button to access the "Calendar Administration" screen to change calendar attributes.

News Feeds: Click the "Edit News Feeds" button to access the "News Feed Administration" screen to enable new news feeds (or modify existing feeds) for users to include on their "Summary of Today" screen.

Categories: Create categories on which events can be filtered by users. (The number of allowed categories is equal to the size of your WebEvent license, up to a maximum of 100 categories.)

Custom Fields: Create up to ten custom fields and designate where those fields should be displayed in the interface. (Custom fields automatically appear on the “Add New Event” and “Modify Event” screens. Checking the “Submit” box will add the custom field to the “Submit Event” screen. Checking the “Details” box will include the custom field contents in the event description displayed beneath the calendar or in a JavaScript pop-up window.)

The Views tab includes the following fields:

Sort Calendars: Specify whether calendars should be listed in alphabetical or numerical order.

Show Meta-Calendar Abbreviations: Designate whether each event in a meta-calendar view should be labeled to indicate its calendar of origin. (For example, “Girls Softball Picnic Raindate (athletics)”.) Each event will be labeled by either a “short calendar name” or a calendar number, depending how the site options are configured.

Use Calendar Short Name: Designate if “short calendar names” (instead of numbers) should be used to label events in combined calendar views.

Enable DHTML forms for new users: Designate if the use of DHTML (for interactive menus and forms) should be enabled by default for newly created user accounts.

The Global Settings tab includes the following fields which affect all calendars:

HTML Prefix: Enter the URL prefix that points to the directory where the WebEvent images and the user’s guide are stored.

Logout URL: Enter the URL for the page which should load after users log out of WebEvent.

Send Email Using: Specify either “Sendmail” or “SMTP” as your email transport system. (“Sendmail” is only available on UNIX and MacOS systems; do not select “Sendmail” if WebEvent is installed on a Windows server).

SMTP Server: Enter the name of the server to which WebEvent should connect to send SMTP email.

SMTP Port: Enter the SMTP port number (almost always number 25) of the email server that will handle email reminders and notifications.

SMTP ‘From’ Email Address: Enter the email address you want mail to be “from” when WebEvent sends email reminders and change notifications.

Use ‘https’ for URL Prefix: Specify if WebEvent should use “https” rather than “http” to build WebEvent URLs.

Verify Email Addresses: Specify if WebEvent should verify the authenticity of addresses entered into reminder and notification fields. Choose “Complete” if WebEvent should check that all email addresses are entered as “name@company.com”. Choose “Short” to accept any text in email address fields.

Enable “Cookie” Authentication: Designate if users should be allowed to save a cookie on the computer so that they do not need to log in each time they access WebEvent.

Cookie ID: Enter the unique identifier WebEvent should use to store cookies on users’ computers. (Modifying this entry will force every user to login the next time they access WebEvent.)

Cookie Expiration (in days): Enter the number of days WebEvent cookies should last. 

Open New Window for Event Info: Designate if WebEvent should use JavaScript to open a new window to display event details to users with only "read" access (or any user in view mode).

Open New Window for URLs: Designate if WebEvent should open URLs in a new window.

Hide Look-through Days: Designate whether WebEvent should show event information from adjacent months in the current month view (i.e., displaying Wednesday’s info in a differently colored cell when the month starts on a Thursday.)

Hide Look-through Days in Print View: Designate whether WebEvent should show event information from adjacent months in the month print view.

IP-Based 'Guest' Calendar Security: Enter security information (as described below) to use incoming IP addresses to limit 'guest' user access to specified calendars.

Format the security information as follows:

calNUM IPNUMs

where "calNUM" is the calendar number (such as "cal2") and where IPNUMs is one or more full IP numbers (separated by spaces) that use one of the following three formats:

1. Full IP address:  128.197.20.30

2. Wildcard which matches any entry in that position: 128.197.20.*

3. Range entry: 128.197.20.10-50

If any IP address information has been specified in the IP-Based Guest Calendar Security field for a given calendar, then only 'guest' users with matching IPs will be granted access to that calendar.

The Cal Defaults tab includes the following fields which apply to meta-calendar views and serve as the default values for newly calendars:

Prevent Double-booking Events: Prevent multiple events from being scheduled during the same time period. Only timed events (with a “Start Time” and/or “End Time”) or those marked “Busy All Day” will be affected by conflict resolution.

Allow Event Submission: Allow users with only "read" access to submit events that are subject to administrator approval.

Default Edit Mode: Specify which edit mode will be active when users first visit the calendar. (“Modify mode” will allow users with appropriate privileges to click on a date to add an event or click on an existing event to edit it. “View mode” requires users to visit the “Current Session Preferences” screen to switch to “Modify mode” before adding or editing any events to which they have sufficient rights.)

Write Access Mode: Define the type of access that users with "write" access should have in this calendar. ("All": users with "write" access can add, modify, or delete any event in the calendar. "Author": users with "write" access can add new events, but modify or delete only the events they have created. "Add Only": users with "write" access can only add new events.)

Default Calendar View: Select the view users will see when they first visit the calendar (day, week, 2-week, month, or year.)

Default Calendar Format: Select the calendar format users will see when they first visit the calendar (Calendar or List.)

Enhanced List View: Designate if the list view should include an interactive three-month calendar in the left-hand column.

Default Event Privacy: Select the default privacy status for new events (public or private.)

Default Priority: Select the default priority (high, medium, or low) for new tasks and untimed events.

Default Title Size: Select the default title size for new events (smaller, normal, or larger).

Default Title Color: Designate the default title color for new events.

Default Title Style: Select the default title style for new events (normal, bold, or italic).

Calendar Start Year: Select the year when the calendar should begin.

Calendar End Year: Select the year when the calendar should end.

Use 24-hour Clock: Designate your preferred time format (12- or 24-hour.)

Show Weekends: Include Saturday and Sunday in calendar view. (This will not impact list views.)

Show Details: Display full event details beneath the calendar grid or within the list format.

Show Event Author: Include author credit with each event.

Force Show Event Author: Designate whether events with neither contact name nor contact email should display author credit. (In the case of missing contact information, the user who last modified the event will receive author credit.)

Show Next/Previous at Bottom: Duplicate the "Date Bar" (which allows users to move from one timeframe to the next) beneath the calendar.

Start Week on: Specify start day for calendar display.

List First: Specify the order in which events should be displayed on each date. (For example, you may prefer that untimed events such as birthdays be listed before each day’s appointments.)

The Headers/Footers tab includes the following fields:

Meta-Calendar Header Text: Specify “Wrapped” or “Pre-formatted” and then enter the header to be displayed above each meta-calendar created. (“Pre-formatted” text will appear onscreen exactly as it is input (including hard returns, tabs, and extra spaces). “Wrapped” text will not retain any formatting, but will automatically wrap to fit the browser window.)

Meta-Calendar Footer Text: Specify “Wrapped” or “Pre-formatted” and then enter the footer to be displayed beneath each meta-calendar created. (“Pre-formatted” text will appear onscreen exactly as it is input (including hard returns, tabs, and extra spaces). “Wrapped” text will not retain any formatting, but will automatically wrap to fit the browser window.)

Header for Meta-Calendar Print View: Enter the text to be displayed at the top of print views containing multiple calendars.

The Support tab features:

• A link to WebEvent, Inc.'s online support pages which include FAQs, user forums, and a technical support request form.
• An email link to WebEvent, Inc.'s technical support team.
• Specific information about the copy of WebEvent installed on your server, including your installation values and details about your CGI environment.

Click the "Change site configuration" button to execute your selections. Or click the "Revert to saved configuration" button to cancel any changes you have made to this screen (and ignore the unsaved settings).

Calendar Administration Guidelines

All Princeton University departments and programs are encouraged to request one or more calendars for adding public events. Calendar owners should read the following guidelines and also the FAQ.

Types of calendars

There are three types of calendars that an organization or department may maintain:

1. Public events calendars. The content of these calendars "rolls up" to the main "Public Events at Princeton" calendar. 

2. Semi-public events calendars. The content of these calendars does not roll up to the main "Public Events at Princeton" calendar, but the calendars are visible to the public when the user chooses to View All calendars.   In the future, we plan to offer the option of Princeton-only access.

3. Private calendars. In the future, we may offer private calendars as well for internal, not public, use. 

Calendar Organization 

Additionally, regular hours of operation are not appropriate for a calendar that rolls up to "Public Events at Princeton." 

Below are several scenarios for how to organize your calendars.

1. One calendar. The simplest case is one calendar with all of the group's public events displayed on the one calendar.  If your group has several people who update calendars, each of them can be added as a registered user when you request the calendar.  They then will be able to login to WebEvent using their NetIDs and write to the calendar without administrative approval.  

2. Multiple calendars.  You may also request a top-level calendar and several sub-calendars, each administered by a separate individual.  The sub-calendars can then be embedded in the top-level public calendar.   Embedding is accomplished on the Options/Calendar Configuration screen under the Preferences tab.

3. Public and internal calendars. Another use for sub-calendars is the case where your group has public events which should be part of the Public Events at Princeton calendar and also events internal to your group.  In this case, you should request 2 calendars: the public calendar will be included in Public Events at Princeton; the semi-public calendar will contain events that will not be included in Public Events at Princeton;  the semi-public calendar will be linked from your web site and will include both public and semi-public events.

Who may administer a calendar

Calendars are granted to officially recognized organizations that are hosting University-sponsored events on campus, such as:

academic departments, programs and centers 
administrative offices and groups 
athletic groups 
faculty organizations 
libraries 
museum and exhibition spaces 
performing arts and media venues 
religious and spiritual organizations 

A procedure will be developed along with the Office of Undergraduate Students for obtaining student organization calendars. 

Alumni classes may be granted calendars upon approval by the Alumni Council, but most class events will not appear on the main Public Events at Princeton calendar. 

Fill out the Calendar Request Form to obtain one or more calendars.

Naming Conventions

Choose a calendar name that reflects the content of the calendar.  For example, 'Graduate College' or 'Undergraduate Student Government.'  If your name starts with the word Princeton, Office, Center, School, or Program, move that word to the end of the title so that viewers of the sorted list will be able to find your calendar more easily.  

Guidelines for formatting entries

For those who use the online Add Event form, please follow these formatting guidelines:

• Use capital and lower-case letters, not all-caps.
• Within the Additional Information field, you can use basic HTML to add a link to a Web site. Please use discretion and link only to Web pages that give further details about the event or the speaker. HTML example:
       <a href="http://calendar.princeton.edu">Calendar Link</a>
• Do not include images in any event on a calendar that is part of Public Events at Princeton.
• In the future, HTML will also be available in the Description field.
• Please do not change text color or size or style of emphasis. 
• No JavaScripts are allowed.
• Do not include beginning and end times with exhibitions, installations, or other long term repeated events.  This will enable them to be displayed at the bottom of the list for each day.
• If possible, within the event description, list additional dates that an event occurs.

Using the "Calendar Configuration" Screen

The Calendar Configuration screen is available only to users who own a calendar and login with their NetID.  To access the "Calendar Configuration" screen:

1. Once you have requested one or more calendars through the Calendar Request form, you can login using your OIT NetID and password.  Select Login from the top menu bar.  
2. Select "Calendar Configuration" under "Options" in the menu bar.
3. The current calendar configuration is identified at the top of the screen. Use the "Select calendar" pull-down menu to choose a different calendar, if necessary.
4. Click the “View configuration” button.

The Access tab includes the following fields:

User Access: Select the user account name from the pull-down menu; then click the “Modify Access" button to change the user's access to the calendar(s).

Group Access: Select the group from the pull-down menu; then click the “Modify Access" button to change the group's access to the calendar(s). [Note that Groups are currently not used at Princeton.]

The Preferences tab includes the following fields:

Calendar Name: Specify the calendar name.

Short Calendar Name: Specify the abbreviation to be used in certain combined calendar views.

Timezone: Select the appropriate timezone for your server or calendar location.

Admin Email Address: Enter the address (or addresses separated by commas) to which email messages regarding changes to the calendar should be sent.

Email Changes to Admin: Notify the admin email address(es) specified above of all changes made to events in the calendar.

Approval Email Address: Enter the address (or addresses separated by commas) to which notice of events submitted by users with only "read" access should be sent.

Email Public Submissions to Approval Address: Notify the approval email address(es) specified above of all events submitted by users with only "read" access.

Calendar Header: Designate “Wrapped” or “Pre-formatted” and enter any header information you want shown above the calendar. (“Pre-formatted” text will appear onscreen exactly as it is input (including hard returns, tabs, and extra spaces). “Wrapped” text will not retain any formatting, but will automatically wrap to fit the browser window.)

Use Header in Print View: Designate whether the full calendar header (or just the calendar title) will appear in the print view.

Calendar Footer: Designate “Wrapped” or “Pre-formatted” and enter any footer information you want shown beneath the calendar. (“Pre-formatted” text will appear onscreen exactly as it is input (including hard returns, tabs, and extra spaces). “Wrapped” text will not retain any formatting, but will automatically wrap to fit the browser window.)

Show Calendar Name with Embedded Cals: Designate whether each event title should be followed by a label identifying its calendar of origin. (For example, “Girls Softball Picnic Raindate (athletics)”.) Each event will be labeled by either a “short calendar name” or a calendar number, depending how the site options have been configured.

Embedded Calendars: Select one or more other calendars which should always be included in the current calendar view. (Macintosh users should hold down the “Apple” key to select and deselect calendars; PC users should use the “Control” key.)

Default Description Text for New Events: Enter any text that should be automatically inserted into the description field of each new event. (This is an excellent way to prompt users for specific information, such as “location”, “attendees”, or “job #”.)

The Settings tab includes the following fields:

Prevent Double-booking Events: Select this if you want to prevent multiple events from being scheduled during the same time period. Only timed events (with a “Start Time” and/or “End Time”) or those marked “Busy All Day” will be affected by conflict resolution.

Allow Event Submission: Allow users with only "read" access to submit events subject to administrator approval.  Default for new calendars. 

Default Edit Mode: Specify which edit mode will be active when users first visit the calendar. (“Modify mode” will allow users with appropriate privileges to click on a date to add an event or click on an existing event to edit it. “View mode” requires users to visit the “Current Session Preferences” screen to switch to “Modify mode” before adding or editing any events to which they have sufficient rights.)

Write Access Mode: Define the type of access that users with "write" access should have in this calendar. ("All": users with "write" access can add, modify, or delete any event in the calendar. "Author": users with "write" access can add new events, but modify or delete only the events they have created. "Add Only": users with "write" access can only add new events.)

Default Calendar View: Select the view users will see when they first visit the calendar (Day, Week, 2-Week, Month, or Year).

Default Calendar Format: Select the default format users will see when they first visit the calendar (Calendar or List).

Enhanced List View: Designate if the list view should include an interactive three-month calendar in the left-hand column.

Default Event Privacy: Select the default privacy status for new events (public or private).

Default Priority: Select the default priority (high, medium, or low) for new tasks and untimed events.

Default Title Size: Select the default title size for new events (smaller, normal, or larger).

Default Title Color: Designate the default title color for new events.

Default Title Style: Select the default title style for new events (normal, bold, or italic).

Calendar Start Year: Select the year when the calendar should begin.

Calendar End Year: Select the year when the calendar should end.

Use 24-hour Clock: Designate your preferred time format (12- or 24-hour).

Show Weekends: Include Saturday and Sunday in calendar view. (This will not impact list views.)

Show Details: Display full event details beneath the calendar grid or within the list format.

Show Event Author: Include author credit with each event.

Force Show Event Author: Designate whether events with neither contact name nor contact email should display author credit. (In the case of missing contact information, the user who last modified the event will receive author credit.)

Show Next/Previous at Bottom: Duplicate the "Date Bar" (which allows users to move from one timeframe to the next) beneath the calendar.

Start Week on: Specify start day for calendar display.

List First: Specify the order in which events should be displayed on each date. (For example, you may prefer that untimed events such as birthdays be listed before each day’s appointments.)

Click the "Change calendar configuration" button to execute your selections. Or click the "Revert to saved configuration" button to cancel any changes you have made to this screen (and ignore the unsaved settings).

Additional Resources

For troubleshooting tips and configuration hints, please visit the support section of our Web site at: