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Calendar Help

Things to keep in mind when listing your event:

  1. Your event will be viewed by the public, so make sure that you provide a detailed description of the event. Answer: What? When? Where? Who?  Ideally, the calendar will be a one-stop shop for various audiences looking for an event to attend on campus, so the description should enable them to learn more about your event.
  2. Try to avoid using acronyms and abbreviations that only your department recognizes.
  3. You may include attachments, links, photos, etc. that are relevant to your event.
  4. Please avoid using ALL CAPS in any section of your event listing.


  1. Signing In

Sign in to the main event calendar using your Rollins AD credentials. If your department is part of a sub-calendar then you will enter and submit your events to that sub-calendar.

  1. signing in to events calendar

  2. You will sign in with your Rollins Okta SSO account information.

  3. Once you've signed in, click on 'My Profile'.
    my profile

  4. Once you hover over the left-hand menu, you should see the 'Create an Event' button.
    create and event button

Official Software Documentation


Name of Event

The shortest description of an event is its name. The name of your event will appear by default on all calendar views when visitors are looking for events on your site. 


Event Details

The primary information area for your event. In this area, you will provide all of the basic information about your event.

Basic information includes an event summary and a full description with rich text formatting, the schedule for your event, and the time zone of the event. Once you have provided a name for your event this area also contains the URL assigned to your event. You must provide all areas of the event details section in order for the event to be approved. 

Summary

The short description of the event, up to 250 characters. This area quickly introduces your event, appearing on select calendar views. Use this space to grab the attention of persons browsing your site, to entice them to click on the event, to see the event’s full details. 

Add a full description

The complete description of the event, up to 100,000 characters. Here is where you want to give a detailed description of your event. It is best to not use flyer wording or formatting in this area. Tell the visitors what your event is about in full sentences. 

By default, when you select this box, the system copies the current text in the summary into a Full Description area. This area is not limited to 250 characters, so you can more fully describe your event. The full description supports formatting, like bullet points, numbered lists, and hyperlinks. The description does not show on all views of the calendar site. It only shows on the event details page, when a site visitor clicks the event name or the event details icon. 

Please note, if you are copying text from word or outlook, you will have to strip the formatting. It is best to copy and paste into a basic text editor such as notepad first or simply type details in the space provided. 

When is the event?

Provide information about the date and time of your event here.

In this area, you can create a repeating pattern or schedule for events that occur on more than one day or provide the start and end date for events that only occur on a single day. Additionally, this area allows for you to denote events as All Day events, for your events that do not have a set start and end time. A start date, end date, and time zone are required. The other date and time fields are optional.

  1. All Day: Select this option if the event lasts all 24 hours in the date range specified. You can also select this option if the event does not have a set start and end time.
  2. This event repeats: Select this option to specify how often the event recurs (daily, weekly, monthly, etc.). If you select a recurrence option that requires it, an additional area opens for you to further specify the recurrence parameters.
  3. Do not show end date/time: Select this option to display only the start date and start time of an event. An end date and end time are still required to publish the event. This ensures the event will properly download and be displayed in personal calendars (such as Google Calendar and Microsoft Outlook) as well as in Event Sharing.
  4. URL
    Every event you create in Active Calendar has a unique URL. Your event is identified in your calendar by a unique URL appended to the web address of your calendar site and it is automatically generated after you fill in the title of your event. 
Making events private and highlighting them- Admin only features

Selecting the Make this event private option hides the event from the general public. The event will only be visible to persons visiting the calendar site that have a valid username and password, with appropriate rights and privileges, that are logged into the site. 

Highlighting an event has been removed from the calendar. It may be used in the future and will be controlled by admins only.


Categories & Keywords

Classify your events to make them easy to find. Accessed by clicking the "Categories" image in the Event Options Toolbar this area allows you to specify values to make your events easier to find when a visitor searches your calendar site. This option consists of two content areas: Keywords and Categorization.

  1. Categorization

Assign at least one category to your event. This makes them easier to find when searching and sharing. 

Categorization supports assigning predefined category values to your events. These values are created and maintained by the administrator in the site settings page. 

Categories are best used for grouping similar events, such as placing all alumni events under an alumni event category. 

  1. Most events added to the Event Calendar will NOT fall under the Academics category. This category is for important semester dates, deadlines and grades due. 
  2. Keywords

Assign tags (keywords) to your events here. This makes them easier to find when searching and sharing.

Keywords help users search for events, and are useful for grouping together related events that do not share the same categorization structure (see Categorization). For example, you can use the keyword "student-activities" to link together events like the Greek sororities interesting meetings, etc.  This area would also work well with branded hashtags.

  1. Separate each keyword with a comma. To add the keywords free and open to the public you would type free, open to the public. 

Location

Specify where your event is occurring, you can assign one or more locations to your event. Administrators create and maintain Locations on the Site Settings page. We recommend selecting only the lowest-level location for your event in the tree structure, to avoid duplication. 

It's easiest to search for a location. Select the location from the results and click 'add selected'. This will check the location in the box below. You may want to scroll down to verify that it was checked.

If a campus location is not on the list, please ask us to add it. We've added every room from Events Management database with a capacity of 50 or more.



Contact

Who should be contacted with questions regarding the event? This area should include the name of the person to contact for this event and a phone number OR email for this person. 

For the phone number:

  1. There is a field to specify the extension if you have one. This field is limited to only numbers, and only allows for 5 digits.
  2. The correct way to list the phone number is the following: 407-646-1857. Please do not list phone numbers as: 1-1857, 4076461857, or 1857 as the person viewing the event could be a student or member of the general public. 

For the email address:

  1. The email address of the person to contact for this event. Clicking on the contact email will open your default email client and allow you to compose a message to that person.  

Images

This area is where you will upload an image to your event to make it more enticing to a visitor of your calendar site. You can upload a maximum of 5 images, that are up to 3mb each, per event. Please note that some of the sharing functionality of Active Calendar requires that your image be at least 300 x 300 pixels large. It is recommended that you upload the highest quality images available so image quality is maintained for visitors of your calendar site. 

Images can be uploaded to an event. To upload a new image to an event follow these steps:

  1. Choose File.... Click to open a file locator window, from which you can add one or more images to your event.
  2. Upload: Click this link after selecting an image to attach to your event. Images you have chosen display below the Image box. Select the checkbox in an image's top left corner to designate it as “primary.” Your primary image is displayed first on your calendar page.
  3. Primary Image Checkbox: Located at the top left of an uploaded image selecting this check box sets an image as the primary image. A Primary image is the image used in the default listing of events, and is more prominently featured when a site visitor clicks on your event to see the details. NOTE: Even if your event only uses one image, you must select this checkbox. It is required for at least one image per event. 
  4. Alternate Text: Each image has a label of up to 100 characters that displays when moused over. It is also used by visually impaired web browser assistance applications for WCAG conformance. By default, this text is the file’s name, but in most cases, you can choose a better name for it. If you keep the file name, it’s best to remove the file extension (.jpg, .gif, or .png).
  5. (Delete image) Click the red X to remove that image from the event.

To add an image to an event using the Media Library follow these steps:

  1. Click "Media Library"
  2. A list of three folders will be displayed, select the folder you would like to search through
  3. Then click the "Select" link to the left of the image you wish to use.

This area also allows you to search for an image if it has been used previously. Note, any images with text and past dates on them will be removed after the event. 



Attachments

Attachments are allowed but they are not required like an image is. The attachments area is limited in two ways. Events can have a maximum quantity of 5 attachments that total up to 10mb per event. For example, you could upload 5x 2MB attachments, 3x 3.3mb attachments, or any combination that does not exceed the quantity (5) or size (10mb) limit. 

Attachments can be uploaded to an event, or added to the event from the Media Library. To upload a new attachment to an event follow these steps:

  1. Choose file... Click to open a file locator window, from which you can add one or more Attachments to your event.
  2. Upload: Click this link after selecting a file. Files you have uploaded display below the Attachment box. 
  3. Display Text: Each file has a label up to 100 characters long that displays as a link. By default, this text is the file’s name, but you can change it to something better. If you do keep the file name, it’s best to remove the file's extension (.doc, .xlsx, .pdf, etc.). 
  4. (Delete attachment) Click the red X to remove that image from the event.

 To add an attachment to an event using the Media Library follow these steps

  1. Click "Media Library"
  2. A list of files will be displayed, click the "Select" link to the left of the file name you wish to use.



Registration & Products

This area allows has been disabled until we research its capability.


Extras - Department

This area is to supplement any additional information you would like the visitor to know. This area is not required.  

If your college/department/office has a calendar widget on your homepage, be sure to select your department to make sure your events will show up properly.

Joint events? You may select more than one department, but only those located within the main or sub-calendar that you are submitting the event.


Don't forget to Save / and or Publish your Event!  - You will receive a notification that it has been approved.

Support - If you have any questions or would like to provide feedback regarding the calendar, please contact CJ Robinson in Marketing & Communications at cjrobinson@rollins.edu.

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