New extension! The Calendar allows members to schedule, discover, and attend events. Planners can set dates, times, locations, and other information about an event and can invite users to get the word out. Planners also can determine exactly who can see or attend an event with access levels. Members can let others know whether or not they plan on attending an event with Yes, No, and Maybe responses.
Events exist in the community just like any other content type, such as documents or discussions, and can be created in Spaces, Groups, or your own personal space. Events show up in your activity stream and are searchable, taggable, and visible throughout the community.
This document will cover the functionality unique to Events, including creating, viewing, and attending.
How can I create an Event?
- Select Create an event in the Actions menu or Create > Event in the dark red navigation bar, and choose a place for the event to show.
- An event must have a name, as well as start and end dates/times.
- Start and End Dates/Times: You must specify values for all four fields. The start date and time must be before the end date and time. An event can be created for any date and time (including in the past) or duration, as long as the start time is before the end time.
Important! The time zone displayed next to the Start/End Time fields is determined by the time zone you have selected in your user preferences. Note that though a time zone is displayed when you are creating or editing an event, the time zone is not saved for the event. Instead the start and end times are stored as a point in time and are displayed according to the viewer's selected time zone (in their own preferences).
- Event Type: This field is purely metadata at this point. In the future, Event Type will act as a means for filtering and color-coding events.
- Event Planners
The creator of an event has the ability to designate other users as planners. Planners have many of the same rights as the event creator in that they are able to edit (but not delete) the event and invite other members. Multiple members can be added as planners by simply typing a name in the text box and selecting the appropriate member from the list. If the member you are looking for doesn't come up, you can click the Select People link to search for the member. A planner can be removed from the planner list by selecting the Remove link next to the user's name. Note that while the Remove link displays next to the creator's name, the creator cannot be removed from the list.
- Event Visibility & Attendance Policy: While events will always respect the visibility rules of their space, group, or personal space, an event creator can further restrict those rules to determine who can see and attend the event by selecting a visibility/attendance policy for the event.
--Open events are visible to anyone who is allowed to see events in the current place. Any user who can see the event can choose to attend it.
--A closed event, while visible to anyone who is allowed to see events in the event's place, can only be attended by those who are invited by the creator or planner(s).
--A private event is only visible to its creator, its planners, and its invitees. You cannot attend a private event unless you are invited to it.
- Regardless of the policy type selected, an event creator can place an attendance cap on the event. This will prevent overcrowding of the event by disallowing any members from attending the event once the cap has been reached.
- Tag the event appropriately and click the Create event button.
How can I view an event?
When you select an event in the calendar, you will see the the details provided by the event's creator when the event was created or last modified. This includes the date and time, in the viewer's time zone, the event description, location, and contact information.
You also will be able to act on the event in various ways, depending on your permissions.
--Edit event: Only the event creator, event planners, and administrators will see this option. Selecting this link will take you to the Edit Event page, which is nearly identical to the Create Event page.
--Invite others: An event creator or planners are permitted to invite other users to attend the event. This can be done up to the event's end time, after which the link will no longer be visible. Selecting the link will display the invitation box, where you can choose which members to invite to the event. Once the invitations are processed and sent, the invited members will show up in the Awaiting Responses section.
--Export attendees: This link is visible only to the event creator, planners, and administrators of the event's place. It will compile data about an event's attendees in a CSV file that can be downloaded. If desired, the person performing the export can select additional profile data to include in the export file. A member's display name and attendee status will be included in all reports. For privacy reasons, a member's email address is never included.
--Cancel event: Only the event creator or a place administrator is able to cancel the event. This will delete the event and any invitations that have been sent.
--Move event: This link will be available only to the event creator or a place administrator. Either will need to have content creation rights to the place where the event is being moved.
--Add to featured content: A place administrator is allowed to add an event to the place's featured content widget. This link will not be available to event creators, unless they are also administrators for the place the event resides. This link also will not be displayed for anyone if the event is located within a user's profile area.
--Add to calendar: This link will be available to any member who can view the event. Selecting the link will initiate the download of an iCalendar file with the name of <event name>.ics.
- Attendance Section: The attendance section of the event summarizes which members are attending the event, also capturing who has explicitly declined, who has tentatively accepted, and who has not yet responded to an invitation to the event. If members are able to attend the event being viewed, they will be able to select their attendance status to modify it.
Selecting a new attendance status will cause the attendance summary to be updated immediately. Note that the attendance status summary sections will only show the five most recent people to select a particular response. If more than five people have selected a response, a See all link will appear, which, when selected, will display a scrollable box containing all users who have selected that attendance status.
There are some circumstances under which a member who would normally be able to RSVP to an event will not be permitted to do so. These reasons include:
--The event has ended.
--The event is at capacity.
--The event is closed.
What do I do if I am invited to an event?
- Action Alerts: If you are invited to an event, the event invitation will show up in your Action Alerts tab.From here, you can choose the appropriate response or simply dismiss the invitation. You do not have to RSVP from here. You can always do it later from the event's detail screen. The event also will show up in your Profile Calendar.
- iCalendar: You also will receive event invitations as iCal-embedded emails if you have selected to receive emails for your Action Alert notifications.
- Event Updates: Once you have RSVP'd with either Yes or Maybe to an event, any updates to the event will be displayed in your Notifications tab in your What Matters Actions Queue. Similar to invitations, if you have elected in your user preferences to receive emails for your Notifications, you will receive an iCal update email that will update your calendar. Additionally, delete notifications will be sent as emails in order to remove them from your iCal calendar.
Event Calendars are installed in three distinct areas.
- User Profile: The Profile Calendar exists as a tab entitled Calendar on the user profile page. It is also easily accessible using the calendar button in the dark red navigation bar.
The Profile Calendar will display different events, depending upon who is viewing it. If you are viewing your own Profile Calendar, you will see events you have created, are attending (RSVP of Yes and Maybe), or have been invited to attend. When viewing another user's Profile Calendar, you will see events they have created or are attending (Yes and Maybe). You will not see events they have been invited to attend. It is also important to note that you will not see events that you would not normally be able to see, such as events in a private group or a private event.
- Places: Every place will have a Calendar tab. This includes spaces and groups.
- Widgets: An Event Calendar Widget can be placed on the Overview page of any place. (Join the Group Owners group for more information.)
The calendar displays each event for the date(s) on which it occurs. Events that are scheduled for multiple days will span those days on the calendar, while events that are scheduled for part of the day will display in a time slot below the all-day events. The calendar itself offers three views: Month, Week, and Day, with the Week and Day views displaying the events in an agenda-style timeline.
NEW Calendar Widgets are available!
The NEW! Calendar extension offers several widgets for showcasing events on group Overview pages within Thinkfinity Community.
The Event Calendar Widget displays events on a month-by-month basis, within a navigable calendar, and it can be displayed within a group Overview page.
--Small View: The small view will show all events for the current month in a list format, grouped by day. Selecting an event will display its details.
--Large View: This widget offers a flexible way to show events to group members who visit the group, as it will bring events to their attention right away.
The Upcoming Events Widget will show a configurable number of events that have not yet occurred. An event will disappear from the widget once it has ended. Selecting a listed event will take you to the event's detail page. The widget can be displayed on the group's Overview page.
The Event View Widget, like the Document View Widget, presents a single event. It shows most of the information available when viewing the event directly, leaving out some extraneous details, as well as No, Maybe and Awaiting responses. You can RSVP to the event, if permitted, by selecting the RSVP button at the bottom of the widget.
The Tagged Event Widget looks just like the Event View Widget, but the event it displays will vary over time. The widget will display the next event with a specific tag. Once that event has ended, the next event will be displayed. This is useful for communities that feature a series of similar events.
If you try a Calendar Event widget in your group, please tell us what you learn.