Using the Calendar Widget
The calendar widget displays a small monthly calendar showing an overview of upcoming events. A larger area shows the Scheduler, a more detailed calendar with several options. You can set it to display a day, week, or month, or choose a more event-oriented agenda setting.
Adding a Calendar Widget to a Page
Click Add (
) to open the Fragments and Widgets panel.Under the Collaboration category in the Widgets tab, drag the Calendar widget to a place on the page.
Two calendars appear by default when the widget is first added to a page: a personal calendar for the current user and a site calendar for the current site. These are displayed in the widget’s lower left.
Next to each calendar is a colored box. Click it to show/hide that calendar’s events in the main viewing area.
Adding New Calendars
Click the arrow to the right of the My Calendars header and select Add Calendar from the menu. Fill in the Add Calendar form.
Give the calendar a name and a description.
Set a time zone.
Pick a color for this calendar’s events whenever multiple calendar events are displayed at once.
Decide if the calendar should be the user’s default, automatically shown whenever the widget is displayed.
Decide to enable ratings and comments on the calendar events.
Configure visibility and permissions.
After the calendar is created, set permissions by clicking the arrow to the right of the calendar’s name → Permissions.
Read Calendar Permissions Reference to learn more about each permission.
Click Save.
Adding Events to a Calendar
Click any day in the main viewing area to open an event creation pop-up. If you’ve selected the Day or Week view, you can click on the specific time when your event begins.
Alternatively, click Add Event.
Name your event and assign it to a calendar. Click Save to create the event immediately or Edit to enter additional information.
If you choose to edit the event, complete the edit event form. Enter start and end times and enter a description.
To schedule a recurring event, check the Repeat box and specify its frequency, duration, and end date in the pop-up.
Further configure your event through the options in the collapsed sections: Details, Invitations, Reminders, Categorization, and Related Assets.
Click Publish or Save as a Draft to publish your event later.
Details
Here you can move the event to another calendar, enter a location, and set permissions for Guests and Site Members.
Invitations
Here, you add users, sites, or calendar resources to your event.
Enter the name of an invitee (user, site, or resource) in the Invitations field. Hit Enter to add them to the Pending column.
An automated customizable email is sent to invitees who must navigate to the calendar widget to respond. When invitees respond to the invitation, their names move to the Accepted, Declined, or Maybe columns.
Click the arrow next to invitees’ names and select Check Availability. This displays invitees’ calendars (assuming you have permission to view them).
Reminders
Schedule up to two email reminders to send to attendees.
Reminders translate the time of the event into the recipient’s time zone.
Read Customize Email Notifications to learn how to customize the content of the reminder email.
Categorization
Tag your event or assign it to a category so it appears in relevant search results and gets published by any asset publisher set to publish content assigned to the same category.
Related Assets
List an asset (e.g., an agenda or supplementary material for a meeting) as related to your event. Links to related assets appear in the Event Details window.
Customizing Email Notifications
Customize email notifications for event invitations and reminders.
From the Calendar widget, click the arrow next to a calendar and select Calendar Settings.
Click the Notification Templates tab. Then select the Invite Email or the Reminder Email tab.
Edit the email as desired. A glossary at the bottom of the screen shows variables for terms that were set when you created the event. Use these variables to refer to event-specific information, such as the event’s name, date or location.
TipIt’s a good idea to include a link to the event (use the variable
$EVENT_URL$]), as users must navigate to the calendar widget to respond.Click Save. Now your notifications contain the proper text.
Creating Calendar Resources
Use calendar resources, to invite shared resources to your events so those important resources your event requires, like a conference room, laptop, or projector are available for your event.
Click on the Resources tab and click New.
Fill in the New Resource form. Enter a name, give it a description, and choose whether to set it as active.
You can also tag it and assign it to categories.
Configure its permissions.
Click Save.
The resource has its calendar that was generated automatically (this is how users can check its availability when creating events). Just as with users, however, resources can have more than one calendar:
Go to the widget’s Resources tab, click Actions (
) next to the resource, and select View Calendars.Click Add Calendar and continue as if you were creating a calendar for a user or a site.
Once a resource is created, invite it to your events just as you would an attendee.
Calendar Permissions Reference
Here’s a list of calendar permissions:
| Permission | Description |
|---|---|
| Delete | Grants the ability to delete calendars. |
| Permissions | Grants the ability to view and modify the calendar’s permissions. |
| Manage Events | Grants the ability to manage events. This includes deleting, editing, and updating them. |
| View Event Details | Grants the ability to view event details by using the View Details button. |
| Update | Grants the ability to access the calendar settings and update general calendar settings. |
| View | Grants the ability to view the calendar. |