School Webmasters – Calendar Management WCMS Training School Webmasters – Calendar Management

Every school Web Admin page has links to the new calendar management pages and each district Web Admin has links to the district calendar management pages and community calendar management pages (if you have more than one community in your district). School Year Calendars: Individual calendar events need to be added by the District webmaster at the appropriate level so the entries show up on the school site calendars. Schools only need to enter events that are specific to their school. First day for students, spring break, etc. should be entered at the community or district level – whichever applies. The calendars are cascaded within the WCMS. It is very important that you enter events at the appropriate level. Entries will cascade DOWN from whatever point you make the entry. The next slide illustrates the downward cascade. You can designate events to display on higher level calendars but it isn’t automatic like the downward cascade.

From your Web Admin page you have the option to manage your calendar by List or Grid.

Procedure: Add events to Calendar Go to your Web Admin page on the authoring server. Login. Your Web Admin Page will open Select the link to Manage List. Click Add a new Calendar Event. The Calendar Event form will open.

(Event Details Tab) Enter an Event Title. Note: If you will be pushing the event up to display on the district or area calendar, for example, start the event title with the School Name. (i.e., Wilson ES: Open House) Check the Event Category. Browse the Topic Taxonomy and select the Topic(s) that apply. Browse the Audience Taxonomy and select the Audience(s) that the calendar entry is targeted to. (optional) Enter a Location. (optional) Enter a URL to link to a Web Site or page with details about the event. (optional) Enter a Description of the event. Approval Status: Check Approved if you want the event to display on the calendar once you Submit the event. Note: Leave the Approval Status boxes unchecked if you are not ready to publish the event. Click the Date Time Properties Tab.

Recurrence Properties (Date Time Properties tab) Use Add New Date/Time for a singularly occurring event or an event with an irregular recurrence. Use the Recurrence Properties for recurring events. Add New Date/Time Recurrence Properties Click Add New Date/Time. The Add Date/Time dialog box will open. Enter the Event Date or use the Calendar icon to select the date from a calendar pop up. Enter Start and End Times if they apply or check the ALL Day check box. Click Submit. Repeat steps 14 – 17 to add another date/time for the event (irregular recurrence NOT a regularly recurring event. Click Setup Recurrence. The Add Recurrence Properties dialog box will open. Enter Start and End Times if they apply or check the ALL Day check box. Enter the Recurrence Pattern. Enter the Start Date. Check the End after or End by radio button. Enter the number of occurrences or end by date. Click Submit. Note: A calendar event can have both singular event information AND a recurrence. However, do not enter dates in the recurrence range as an Event Date and Time or the event will be displayed twice on those overlapping dates. 21. Select the Contact Information tab.

(Contact Information tab) All fields are optional. Complete the fields that apply. Click the Event Sharing tab. (Event Sharing tab) Check the appropriate boxes if you want the event to appear on calendars above your Region. Click Submit.

Manage Calendar with Datasheet When the Calendar Datasheet opens it will initially display only a portion of your calendar entries. To display all entries you’ve made to the calendar: Click the Show Search Filters link. Clear the Start and End dates. Click Search.

Edit/Delete/Copy Calendar Events To edit an event, click on the Edit button in the event’s row. The Edit Event dialog box opens (just like the add event). Make your changes and then Submit again. Edit Copy Delete Simply click the event’s Delete button to delete an event. To copy an event: Click the Copy button of the event you are copying. Uncheck the Copy the Event Dates and Times check box if you do not want to copy the dates and times. Click Copy. The Edit Copied Event dialog box will open – it is the same as the Add New Event dialog box. Go through each tab of the Edit Copied Event dialog and change the information as necessary for the newly created event. Submit to add the event.