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My Calendars

This screen displays all the Calendars that you have access to.  You can create an unlimited number of Calendars for any type of organization.  Calendars are managed by Calendar Managers, so you can delegate the control of each Calendar to a specific User.

Viewing Calendars

Click on the Calendar you wish to view.

Creating Calendars

If you have access to create a Calendar, click "Create Calendar" which will be visible on this screen.

Deleting Calendars

If you have access to delete a Calendar, click "Edit Calendar Properties" and then click "Delete".

TIP: To protect you from accidentally deleting all the Calendar Events, a confirmation warning message will be displayed if you attempt to delete a Calendar without first deleting all the Calendar's Events.  If you see this message, you must first delete all of the Calendar's Events before you can delete the Calendar.

NOTE: If you delete a Calendar, it will no longer appear on any Calendar Pages that might have referenced it.

Create/Edit Calendar

You can view and add Calendar Events to your Calender from this screen.

Non-published Calendar Event is are hidden from all Calendar Pages and are marked with an asterisk next to the Event Title (*).

TIP: If you manage more than one Calendar, select "-All-" from the "Calendar" pick list to overlay all your Calendar Events.

Creating Calendar Events

To create a Calendar Event, click "Create Calendar Event".

Create/Edit Calendar Properties

This screen displays the Calendar's one property, it's name.

 
New Calendar Name
Calendar Name:
Enter the name of this Calendar.

NOTE: You can change this name at anytime, and it will have no affect on any Calendar Pages that reference it.  However, keep in mind that this name will be visible to anyone that can view it's Calendar Page, if the Page displays more than one Calendar.

 

TIP: If you want to restrict edit access to this Calendar, you need to create a User with Calendar Management access to this Calendar.  If you want to restrict view access to this Calendar, you need to move the any Calendar Page that refers to this Calendar into a protected Folder.

Create / Edit Calendar Event

This screen displays the Calendar Event's details.  You can update this event at any time to change what information is displayed on any Calendar Pages that reference this event's Calendar.

 
Event Name
Name:
The name or title of the Event. This text will be displayed on any Calendar View Pages that reference this Event.  

TIP: It is a good idea to keep this text short, or at least use shorter words in the name if possible, so that it will wrap well  in case it is displayed in a small area of a Page.
 
Event Schedule
All Day Event:
Check this to indicate that an Event takes place during the whole start date and end date, or to indicate that an Event does not have a specific start or end time. If you check this, then you will only need to enter dates for the start and end dates, rather than entering dates & times. Also, if you check this, then no time information will be outputted for the Event on the Calendar.
Start Date (& Time):
This is the start date and possibly time that the Event will begin. For repeating Events, this is the first occurrence.

If this is not an all-day Event, then you can choose whether you want the start time (e.g. "2:00 PM") to appear on Calendar View and Calendar Event View Pages to Visitors or not, by checking/unchecking the "Show Start Time" check box. You might want to uncheck this if the Event does not have an exact start time.
End Date (& Time):
This is the end date and possibly time that the Event will end. For repeating Events, this should be the end of the first occurrence only.

If this is not an all-day Event, then you can choose whether you want the end time (e.g. "3:00 PM") to appear on Calendar View and Calendar Event View Pages to Visitors or not, by checking/unchecking the "Show End Time" check box. You might want to uncheck this if the Event does not have an exact end time.
Repeat:
Check this if the Event repeats. Once you check this you will need to select more repeating options that appear below.
For:
Once you select that this is a repeating Event, enter the number of times the Event will repeat and select the interval. For example, if the Event will occur a total of two times, then you would enter "1" for the number, because the Event only repeats one time.

NOTE: When creating repeating Events that span several days make sure that the repeating frequency does not allow any overlap in the Event dates.

On:

If you selected "Day(s)" for the interval, then you may select the days of the week that you want the Event to repeat on. For example, if the Event repeats on every weekday, but not on the weekend, then select Mon-Fri.

By:

If you selected "Month(s)" for the interval, then two options will appear. Select "Day of the Month", if you want the Event to take place on the same calendar day each month (e.g. the 15th). Select "Day of the Week" if you want the Event to take place on the same day of the week each month (e.g. first Friday, second Sunday, last Thursday, or etc.). For both options, liveSite looks at the start date to automatically determine which date to use for future months.

For "Day of the Week", if the start date is the 1st, 2nd, 3rd, or 4th occurrence of that day of the week, in the month, then that occurrence number is used for determining the repeating date in future months. However, if the start date is the 5th occurrence of the day of the week, in the month, then the last occurrence of that day of the week is used for future months (i.e. not necessarily the 5th occurrence, because that might not exist). In other words, if the start date is the 5th Sunday of that month, then the last Sunday will be used for future months.

 
Event Details
Short Description:
This is the short description of the Event that is displayed on it's Calendar View Page if the weekly listing format is selected.
Full Description:
This is the full description of the Event that is displayed on it's Calendar Event View Page if you need to explain the Event in detail, add a map to the location, etc.
 
Event Location(s)
Locations:
Select all of the locations where the Event will take place.
 
Post to any of my Calendars
Calendars:
Select the Calendars that this Event will be posted too.

Publish to Calendar Pages:

Select this check box if you are ready to display this Event on it's Calendar Pages. This field will only appear for Users who have been given access to publish Calendar Events.

Publishing an Event also means it will be included in site search results, assuming Site Search Type is set to "Advanced" in the Site Settings and the Calendar and Calendar Event Pages are included in the site search.

NOTE: You can change this at any time. It is effective as soon as you save this screen.

Unpublish:

If you want this Event to be unpublished automatically, then enter the number of days, after the Event ends, when it should be unpublished. You may leave this field blank if you don't want the Event to be unpublished automatically.

This is useful because you might not want your visitors to see info about an old event on a Calendar or in site search results. Also, it will prevent search engines from indexing info about an old Event.

If an Event repeats, then this feature will check the last repeating instance, in order to determine when the Event ends. If this feature unpublishes an Event, then all repeating instances are also unpublished. There is not currently a way to only unpublish past repeating instances, but keep future repeating instances published. Please be aware that if the last repeating instance has been removed (i.e. an exception has been added), that instance will still be used to determine when the Event ends, even though the instance might not have taken place.

This feature requires that the General Job be enabled, because it is responsible for automatically unpublishing Events. Your server admin can add a cron job/scheduled task for the General Job to run every 5 minutes. The General Job should be set to run the "job.php" script in the software directory. Even though the General Job might be scheduled to run often (e.g. every 5 minutes), Events will only be unpublished once per day, in order to conserve server resources.

 
Display Special Notes on any Calendar Event Pages
Special Event Notes:
If you would like to include special event notes for your event or facilities staff, enter them here.  Special Event Notes are only displayed on Calendar Event View Pages that have their "Show Notes" property enabled.

TIP: To use this feature, create a Calendar Event View Page that is located in a Private Folder so that only authorized Users can view the Page (and therefore the notes displayed on the Page).
 
Reservations
Accept Reservations:
Select this option if you want to sell reservations for this Event.
Manage Reservations Separately for each Repeating Instance:
Select this option if you want each repeating instance of this Event to have it's own inventory limit. (In other words, not share it's remaining spots with all instances). This option provides an easy way for you create only a small number of repeating Events to manage a large number of individual reservations.

TIP: This feature would be enabled if you were accepting hourly reservations for the use of courts at a sports practice facility, or booking appointments for professional services.

TIP: This feature would be disabled if you were accepting registrations for a instructional course that has a student limit. The class might meet over several weeks (hence a repeating event), but the course as a whole is still limited to a certain number of students.
Limit Reservations:
Select this option if you want to limit the number of reservations that you can sell to this Event*. This is important for Events where seating is limited. Leave this option deselected if you want to accept any number of reservations. This option can be enabled/disabled at any time.

NOTE: If more than one Visitor has added the last remaining spot(s) into their cart, the first Visitor to complete their purchase will get the spot(s). The other Visitors will see the 'No Longer Available Message' instead.

*IMPORTANT: If you need multiple Events to share the same remaining spots, leave this option deselected, and share a single Product and it's Inventory among Events instead.
Initial Spots:
If you are limiting the number of reservations for this Event, and Manage Reservations Separately is enabled, enter the number of initial inventory for EACH instance of the repeating Event.

NOTE: For example, if you have a sports gym to rent out, and you want to allow anyone to reserve the gym each day from 1pm-4pm, you would create a repeating Event from 1pm-4pm (repeating daily for as many weeks out as you wish). The Initial Spots should be set to "1", since only 1 reservation can be accepted for each day the gym is available.
Remaining Spots:
If you are limiting the number of reservations for this Event, enter the number of remaining spots available.

This value is automatically reduced when Orders are submitted. You can adjust this value at any time to change the available inventory.

NOTE: When 'Manage Reservations Separately for each Repeating Instance' is enabled, this value will reflect the inventory available for the specific Event instance that is currently being edited.
No Longer Available Message:
If you are limiting the number of reservations and no more spots are available, enter the message you would like to display.

TIP: If you want to include a wait list feature, create a Custom Form Page to gather the wait list information from the interested Visitors, and add a link to that Page to this message.
Reserve Button Label:
Enter the text for this Event's reservation button that will be displayed whenever reservations are being accepted for this Event.
Reservation Product:
Select the Product that will be added to the Visitor's Shopping Cart when the reservation button is clicked.

NOTE: You will need to setup a Product before creating an Event that uses the Product. When the Product is added to the Shopping Cart, the Event's Name and Event Date/Time will be appended to the Product's Full Description.
Next Page:
When the reservation button is clicked, and the Event's Product is added to the Shopping Cart, the Visitor will be redirected to this page. Typically, a Shopping Cart Page is selected.

All Event Locations

This screen displays all the Event Locations.

Event Locations are shared among all Calendar Events to offer you a uniform way to specify common event locations and prevents scheduling conflicts.

Event Locations are ideal if you have meeting rooms, conference rooms, auditoriums, or other venues where events commonly occur and you need to manage scheduling conflicts.

You can add as many Event Locations as you need and use each of them when your Calendar Managers create Events.

TIP: Since Event Locations are shared across all Calendar Events that reference them, you can change the Locations name and all Events will be updated with the new name automatically.

Managing Scheduling Conflicts

Whenever an Event is created and assigned to an Event Location, the sytem automatically checks for any scheduling conflicts for the same Event Location across all Calendars.  If a conflict is found, liveSite requests that the new Event be rescheduled and prevents it from being created.

Create / Edit Event Location

This screen displays shared Event Locations that are used to specify common locations where Events take place.

 
Event Location Name
Event Location Name:
Enter the name of this Event Location.

NOTE: You can change this name at anytime, and it will automatically be updated for any Calendar Event that references it.

 

NOTE: Only Site Managers can create Event Locations, but all Calendar Managers share these Event Locations for their Events.

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