University Calendar Support

Logging in to the calendar gives you access to many interactive features. CU Anschutz students, faculty and staff with university credentials have the most access to the calendar and may be given Event Editor permissions. 

Members of the general public can create an account and log in via multiple avenues. An account gives you access to many of the basic calendar features such as creating a personal calendar, tracking events you are interested in, and setting up event reminders. You may also create a custom profile.

If you do not wish to create an account, you will still be able to see all events and share events to social media.

To post an event to the calendar, you must first create a user account. All users may submit an event to be considered for inclusion on the events calendar using the public submission form. All events will be reviewed and approved by the calendar Event Editors before they are published.

Applying a Unit/Department/Division - identifying the unit hosting the event - routes the submission to the appropriate approving official, which can speed up review.

Create a user account by signing into the calendar with your university credentials (SSO).

Event Editors with the proper permissions are able to post events through the Administration Dashboard, which provides additional capabilities and bypasses the external review process.

If you represent a unit that does not have a calendar administrator, you may submit your event through our public event submission form.

A two-week minimum lead time is recommended for submissions, when possible, to make sure the editor has time to review your request with ample time for your event to be promoted on the calendar and relevant feeds. If an event does not appear to meet the requirements, it may be returned to the submitter to edit or it may be rejected with an explanation. Publication of events is at the discretion of the calendar Event Editor.

The more units that have an Event Editor, the better the calendar functions. Contact events@cuanschutz.edu to become an admin and manage the calendar postings for your unit.

When you post an event to the University Calendar, it may be displayed in the following places based on the event's settings. 

• The Main Calendar homepage
• The Place Page of the campus event location
• The Department Landing page of the unit hosting the event

If your unit utilizes a calendar widget on its website, the event might appear there as well.

1. Add events at least 5-7 days before the start date.

Don't wait to add them until the last minute and allow time for approval if you aren't an Event Editor.

2. Put additional event info in the description rather than using a flyer or text-heavy photo.

Information in flyers might be cut off or covered by classification labels when posted. They will not be accepted in event submissions.

3. Use filters, tags and keywords to classify your event and make it easier to find.

Don't leave these sections blank. Selecting a Unit/Department/Division to identify the hosting unit routes your submission to the proper approving official.

4. Use Recurring when there is more than one instance of an event.

Don't create multiple submissions unless each instance in unique.

5. Change the status of an event instead of deleting it.

An event that suddenly disappears may confuse attendees. You'll also lose all participant data that had been collected.

6. Do not post Zoom links in an event posting without enabling security features.

Use the Register or Waiting Room feature in Zoom to control access to your virtual event.

 

 

940 x 557 px is the recommended image size for the calendar. Images should be oriented horizontally for proper formatting. Do not use logos for event images or images that contain text as they do not meet accessibility standards.

You may also select an image from the Photo Library.

Log in to the calendar.

Find the event page on the calendar and click on the “Edit Event” link under the location map on the event page.

You may change the title, description, date and time, location and other information. Event type and department tags can also be added. You may also delete an event if it is a duplicate.

Unless you have Event Editor permissions, making changes to an event that has been approved and is live will place the event in the Pending Queue again for admin approval.

The primary purpose of the Unit/Department/Division filter is to identify the unit that is putting on the event. If you are submitting an event for review as a general user, this filter routes your submission to the appropriate Event Editor.

And if you are creating an event via the dashboard as an Event Editor, your permissions are tied to the unit that you represent. Applying the proper Unit/Department/Division filter allows you to publish your event without review.

Filters also allow you to identify the format (Event Type), the information covered (Topic/Interest), and who can attend (Target Audience).

The more filters applicable you select, the more searchable your event becomes.

 

ICS/iCal feeds adhere to the hCalendar standard and do not always display links in Outlook. Therefore, the URL for the event website and a registration URL may not display if someone clicks the Add to Calendar button on your event.

To ensure that links appear when someone adds your event to their Outlook calendar, type the links in your Event Description.

On the event submission form, select Virtual or Hybrid for the Location and  utilize the dial-in field to post Zoom links.

The event location will be replaced with a View Stream Information link.

Due to accessibility concerns, do not insert Zoom links into the event description where they can't be read by screen readers.

Make every effort to maintain the security of your Zoom event. Publishing a Zoom meeting ID on a public-facing website, such as the calendar, opens you up to Zoombombing, unwanted attendance by individuals whose only goal is to disrupt your event. Enabling the waiting room feature or requiring preregistration can significantly reduce the ability for nefarious people to impact your virtual event.

Yes, for hybrid and virtual events, Zoom integration provides the ability to:

1. Create a new Zoom meeting without leaving the event form, and

2. Include a unique Zoom access link in the registration confirmation email

Watch the Building an Event Digest tutorial or read the step-by-step guide to curate your own weekly email of upcoming events.

Unfortunately, CU Denver uses a different calendar platform and events cannot be submitted to their calendar and ours through a single submission.

Watch the Accessing the Event Administrator Dashboard tutorial  or visit the step-by-step guide to logging in to the calendar and accessing the dashboard.

Watch the Adding an Event as an Event Editor tutorial to learn how to post to the calendar in the Admin Dashboard or visit the step-by-step guide here.

The Admin Form is similar to the Public Submission Form, but allows additional and advanced functionality.

If you prefer to add multiple events at one time, Localist’s bulk uploading feature allows you to build a Excel (.xls) or CSV (.csv) spreadsheet and upload all of the events at once.

A Group/Department Officer manages a Department landing page and has permissions to . . .

• Approve/reject a Group’s/Department’s followers
• Edit the Department's landing page description and photo.
  
• Send messages to a Group’s/Department’s followers

 

The Pending Queue is where all event submissions by calendar users who are not Event Editors will be sent to await approval by an Event Editor before they are posted to the calendar. 

The queue for Event Editors is determined by the Allowed and Excluded Filters assigned to each Editor. For example, the Event Editor for the Center for Bioethics & Humanities will see only events to which that filter is applied. Events without applied filters will land in the Platform Administrator's Pending Queue. The Platform Admin will either review the submission personally or reject the posting and instruct the user to resubmit with the proper filter applied.

Visit the Approval Guide for Event Editors to learn what to look out for when reviewing event submissions.

 

 

The best way to know if you have events awaiting your approval is to check your Pending Queue at least once or twice a week.

The calendar provides the option of receiving a Pending Digest email that is sent each afternoon. Note that the Pending Digest is all or nothing - it does not take into account Allowed or Excluded permissions on a user’s account, meaning all events awaiting approval will be displayed. However, when Event Editors navigate to their pending queue, the events they see are limited by their permissions.

Contact events@cuanschutz.edu to start receiving a daily Pending Digest.

When an Event Editor in the School of Medicine is given Event Editor permissions, access is granted to the division, department and school as appropriate. This is so that events can be tagged with all three and then will appear regardless of which level the user searched for. 

For example, an event for the Division of Cardiology should display if a user searches for Cardiology events, Department of Medicine events, or School of Medicine events. If the Event Editor had the ability to only apply Cardiology, a search for Department of Medicine events would not return this result. 

Having access to all three levels means that when public events are submitted to the Pending Queue, Event Editors within the School of Medicine will see everything with the School of Medicine filter applied, regardless of which division or department it is actually affiliated with. 

The best course of action is to address any events in your Pending Queue that are tagged with your specific department or division. If it has a different unit applied to it, you can safely ignore it and allow another Event Editor to review the submission. 

Start by logging into the calendar to create an account.

Submit an email to events@cuanschutz.edu with the following information:

• Full Name
• Name of your department or unit
• Name of your unit's communicator (if you have one)
• Reason why you are adding or changing the Event Editor for your unit

 

A widget enables you to post an item once in the main calendar and publish it on separate pages, such as a unit’s homepage. You may curate which events are pulled into your widget by selecting the department, place, tags, keywords or filters. 

Widgets are not publicly available. If you'd like to add a widget to your university website, please contact events@cuanschutz.edu.

Event Editors can find per-event metrics in the event's edit form. Three reports are available: an Attendees report of all users who selected I'm Interested, an Attendee Geography report, and Page Views.

Yes, for hybrid and virtual events, Zoom integration provides the ability to:

1. Create a new Zoom meeting without leaving the event form, and

2. Include a unique Zoom access link in the registration confirmation email

As an Event Editor, your Pending Queue will be populated only with events that have had one or more of your Allowed Filters applied. Allowed Filters are assigned to your user account when it is created and ensure that you see only the event submissions that are relevant to your area. If you are not seeing event submissions for a particular department in your Pending Queue, contact events@cuanschutz.edu to make sure that the department's filter is one of your Allowed Filters.

Some filters are reserved for particular units to maintain the integrity of the filter. For example, University Dates and Deadlines is exclusively for the Office of the Registrar and Financial Aid to highlight critical information for students and faculty. Other departments should rely on the available filters to classify their postings.

If there is an event that you expect to find in your Pending Queue and you can't see it, this is likely because the event was submitted using the Public Submission Form and a filter was applied that is excluded from your permissions. An example is the University Dates and Deadlines event type which is reserved for use by the Office of the Registrar and Financial Aid. Even if an event is tagged with your unit, if it has the University Dates and Deadlines filter applied as well, you won't see it. 

The Platform Administrator will remove this filter from any events in the Pending Queue to make it visible once again.

When in the Administration Dashboard, Tags can be used in addition to Filters to further communicate information about your event. They can also be used to group similar events that don't require an entire unique filter. Because they use free-text and are not selected from a predetermined list, they can be specific to a particular event.

For example, a graduation event can be added to the calendar as a stand-alone event. By applying a Spring Commencement tag, this event can be grouped with all other graduation activities.

Our University Calendar has been set up to display the first tag applied to an event publicly on the event card. This can help to emphasize that the event is part of a larger happening on campus, identify the hosting unit (if not a department already in the directory), or provide further context.

Contact events@cuanschutz.edu if you would like to add a unit to your event that you do not have permissions for (or you want your unit added to someone else's event). 

If the event has a different owner, we will need to get their permission before adding your unit. 

Event Editors can embed and display events or series of events on pages separate from the main calendar, such as the unit's website homepage an Events webpage, and more using Localist Widgets.

 

The public Widget Builder can be accessed by navigating to Content > Widgets > Public Widget Builder (tab at top right of page)

 

1. Select one of the custom Widget templates. Templates 1, 3 & 7 were designed by Web Services to complement Sitefinity webpages. 

2. Choose the number of results you wish to display, up to 50.

3. Choose the number of days ahead you wish to display, up to 365.

4. Select the Content for your Widget by matching filters in the events you wish to display. Generally, you will select your unit from the Unit/Department/Division menu to ensure that only your own events populate on your webpage. However, you can choose other criteria if desired. 

Note: If you want to display only very specific events in your Widget, by applying a unique Keyword to these events (e.g. events page widget) and putting it into your Widget, only events with the Keyword will show up.

5. Further specify which events to include or exclude by selecting a Content Must Match option from the menu or Excluding Content with certain filters. 

6. Choose your Display Options to further modify the appearance of your Widget on your webpage. 

7. Preview your Widget to determine if it meets your needs.

8. Click on Generate Embed Code and copy the code. 

9. Locate the page in Sitefinity that you wish to place the Widget on. 

10. Drag and drop the Localist Calendar Embed Widget from the right side of the page and place it on the desired location on the webpage.

11. Click Edit on the widget and paste the Localist embed code into the widget.

12. Save your changes and publish your page.

If you are familiar with HTML code, you can make minor adjustments to the embed code after placing it in a the Sitefinity Localist Calendar Embed widget. 

However, you will not be able to modify the criteria used to select which events display on your webpage. Instead, you will need to generate a new embed code if you want to display different events. 

Most likely this is because you don't have events on the calendar that match the filters that were selected for your Widget's embed code. 

Double check that your events are tagged accordingly and within the date range specified in the embed code.

Bulletin is the Localist calendar's own native newsletter tool that allows Event Editors to send emails highlighting future events to a list of subscribers. 

Calendar Event Editors have the ability to send Bulletin newsletters.

 

Not every unit will be eligible to use Bulletin, however. If your unit does not have enough events on the calendar to populate an email or your calendar postings do not consistently adhere to the guidelines for brand standards, you may not be given access.

Email events@cuanschutz.edu to see if you are eligible to use Bulletin.