How to Enter an Event

 "Events" record activities on the calendar of Shoreline Covenant Church.  Event Titles in Upcoming Events or on a Calendar page take users to an event page that describes the Event in more detail and allows them to register for it.

The steps in creating an Event are described below. Entering Events is quite simple. You could probably figure it out simply by following the first two steps and then reading your screen. You may only need to refer to these instructions if you are confused about a given function works. These instructions will seem much simpler if you read through them WHILE you are entering an Event rather than reading them in advance without the benefit of seeing a screen.

  1. Login. Only registered users can create an Event.
  2. On any website page, scroll down to the "Create Content" menu at the bottom and click on "Event." This takes you to the "Create Event" page.
  3. Enter the Title of the Event. The Title should describe the Event in as few words as possible to the people you want to know about it, i.e. "Pioneer Club" or "Golf Night."
  4. Enter the "From date", which includes the time. This is the day and time on which the event occurs or starts. When you click on the date section, a calendar will pop up, allowing you to pick the correct date.  You can also type or paste the date, but it must be in the correct format, i.e. Oct 14 2011. Click on the time section (or hit Tab key). The time is entered two digits are a time. 01-12 for the hour. 00-59 for the minute. Type "a" for AM or "p" for PM.
  5. Enter the Enter the "To date" and time. This is the day and time on which the event ends. A meeting of a few hours will have the same date as the "From date" with a time two hours later. A two-date event will have a date of the next day. Enter the date and time as above. 
  6. If this is a one time event, skip this section. For recurring events, fill out the "Repeat" section. If you don't see the Frequency and Period fields, click "Repeat" to expand the section.
    1. Enter how often the event recurs. The simplest way to enter a recurring event is to tell the system how often in occurs by telling the system the "Frequency," for example "Every" or "Every 2", and Period, for example, "Week" or "Month." Click on the down arrow after "Frequency" and it will give you a list of options describing often the event recurs. Pick the appropriate frequency.  Click on the down arrow after "Period," and it will give you the options for time period, Days, Weeks, Months, and Years. Pick which is appropriate.
    2. In the "Until:" field, enter the last date on which the event occurs.  For example, this would be the last day of Pioneer Club or Golf nite. Pick from pop-up as you did the original date.
    3. For more complex recurring Events, click on the "Advanced" section to expand it. This allows you to specify events that only happen on certain months and certain days. You can pick any assortment of months and days. For example, if the event occurs on the Second Sunday and Third Tuesday of April, June, and August, you could define it here. You pick the Month, Day of Month, or Day of Week by click on it. To pick multiple options in a single column, click will pressing the CTRL key.
    4. For recurring Events that have exceptions, click on "Except" section to expand it. Many events skip a date on which it would normally recur.  Exceptions are common when an Event's normal date falls on a holiday. For example, if you have a meeting that normally falls on Monday and the 4th of July or New Years Day falls on a Monday, you may what to cancel (or move) it. 
    5. No need to identify every exception when entering your Event. You can add exceptions at any time by updating the Event, so don't worry about identifying every possible exception when you are creating it. You can always add them in the future as an exception approaches.
    6. To enter an Except date, pick the exception date from the date pop-up.  For multiple exceptions, click on the "Add more exceptions" button.
    7. When a meeting day is moved from the day it normally recurs to another day, you can enter both an "Except" date and an "Addition" date to describe the move.
    8. For recurring Events that have additional days, that is, days that are not described by the Repeat or Advanced sections,  click on the "Additional" section to enter these dates.  Use the date picker to pick the Additional date. To add more Additional dates, click the "Add more additions" button.
  7. Enter the Target Group for the Event. This is a pull-down list. Simply click on it and then click on the audience for which the event is intended (everyone, children, etc. )
  8. Enter the Event Description. This is a more detailed description of the event.   You do this in an environment that emulates a typical word processing program. The commands are up top, but don't worry about all the commands up top, unless you need them (which you DO if PASTING an event description, see below). The Description should include where the Event takes place, what activities take place, and who is invited.
  9. IMPORTANT IF PASTING FROM WORD: Pasting from Word will usually create "garbage" before and after the pasted text. You cannot see this garbage in the edit mode, but it will appear when you save. To eliminate it, you must look at HTML code by clicking on HTML (second to last icon on editor menu). When you do, the first line will say something like "<!--[if gte mso 9]>". Starting at this line, select (highlight) that text for the next twenty or thirty lines until after a line that says "<![endif]-->". Most of these lines begin with "<w:" or "<m:" (meaning they are Word or Microsoft code. Delete all this selected text.  Now go to the bottom of the pasted text. You will see another line that says, "<![endif]-->." Select from this line UP through the document for over a hundred lines that will mostly begin with either "mso-" or "w:" Delete all these lines. You can now return to regular editor by clicking the Hide HTML button.
  10. Do you have a picture of the Event? You can upload it and attach it to the Event by clicking to expand the "Attached images" section.
    1. If your picture is already used elsewhere on the site, a description appears in the Exiting Images section.  You can select any existing image by clicking on it. Select multiple image by pressing CTRL as you click.
    2. To upload a NEW image from your computer, click "Choose File" button. This will take you to your file browser. Browse to the picture you want to upload and click on it.  When you return to the Create Event page, you will see the name of the file next to the "Choose File" button.
    3. Rename your image to better describe it by entering an Image Title. Often the image on your computer is called by a number assigned by the camera. For Events, using the title of your Event itself is a good practice.
    4. Click the "Upload" button to upload the picture from your computer to the website. The picture is automatically resized but uploading extremely large pictures can take time (and waste storage on the system) so size can be an issue.
  11. Do you want people to "sign up" or register for your Event? If so, click on the Signup Setting section to expand it.
    1. Click the Enabled radio button to enable people to register for the Event. This means that they can enter their name, email address and phone number into the system under the Event. You can email all people signed up for an Event.
    2. If you want NEW members who are registering to login for the first time, (that is, creating a NEW user ID and Password on the website) to see an option for signing up for your Event, check the box, "Users can sign up for this event from user registration."
  12. Is this a Special Event that you want on the Front Page for a period of time? If so, click on the Publishing Options section at the very bottom of the form (right above the Save button) to expand it. You will see a radio button next to Promote to Front Page. Clicking on this box will check it and will cause the event to appear in the "Special Events" section in the left column of the site. Event will eventually appear in upper right hand corner (when cache refreshes). NOTE: By definition, repeating events should NOT be special events.  Only five special events can appear at one time on front page. If you mark a repeating event with Promote to Front Page, one event will be repeated over and over in the block. Instead make a non-repeating version of the event and promote to front page. Will create a duplicate on calendar but that is a better option than having events repeat in Special Events section.
  13. You are now done. To see what your Event record looks like, click the Preview button at the bottom of the form.  Correct anything you want to change at this point.
  14. YOUR EVENT IS NOT YET STORED. To store your Event, click the "Save" button at the bottom of the screen. This will Save the Event. It will now appear on the Church Calendar and in the Upcoming Event list.

Updating Events

You can correct Event information at any time. You can change its dates or times for any one meeting or all meetings. You can retitled it or change its description.

  1. Click on any Event Title on a Calendar page. This takes you to the Event page.
  2. Click on "Edit" at the top of the page. You should see this tab at the top of the page, if you have permission to edit the event. Editors and administrators have permissions to edit any Event. Other users have the ability to Edit their own events.
  3. Correct or add information using the instructions above. (What you forgot to say where the event was?)
  4. CHECK DATES AND REPEATING INFORMATION! If date formats have been changed on this site since this information was entered, the old information may have to be re-entered. Make sure, for example, that your repeating dates still show a frequncy period and re-add if necessary.
  5. Click Save button to store your changes.

Deleting Events

It is not necessary to delete PAST dates since they just go into the past and don't show up again on most lists. However, if you cancel (or duplicate) an Event, you might have to delete it.

To do this, simply do the following:

  1. Click on any Event Title on Calendar page. This takes you to the Event page.
  2. Click on "Edit" at the top of the page. You should see this tab at the top of the page, if you have permission to edit the event. Editors and administrators have permissions to edit any Event. Other users have the ability to Edit their own events.
  3. Scroll to the BOTTOM of the page. You will see a Delete button. Click on it.
  4. The system will ask you to verify the delete. When you verify, the page will be deleted.