Events Calendar

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Learn how to add an event to the SDSMT event calendar.

Finding the Calendar

From the main Ektron workarea, click on the Content tab at the top.

Under the Content tab, you’ll need to find the Events folder. Click on the Content folder + indicator to expand the folder, and then click on the Events folder to see the Calendar interface.

Adding a New Calendar Event

Mouseover the "New" button, then click on "Add a Calendar Event", to add an event.

The Event smart form will appear. We are now able to copy and paste into the smart form if this is easier. If not, feel free to type directly into the form.

Fill out the event form information:

Title - Keep title short as only a few words show up on the Calendar that users see.

You can add longer title in the body of the Event description.

Location - Add where event is located.

Description - Think of the information your users need, and the questions they might have about this event. Your description might include any of the following information:

- Subject matter or purpose of event (i.e. what’s going on).
- What department or organization is hosting the event.
- Who can attend (just department members, just the campus community, the public, etc.?).
- Is there a cost to attend – how much, how is it paid, deadline to pay.
- Is there a need to RSVP – to whom, by when.
- For public events, are instructions needed for locating the venue or parking (event detail page does already include link to campus map and parking map).
- Add a contact name, phone or email, should someone have questions about the event.
- A document (e.g. flyer) or an image can be added to the event if you choose.

Date of Event - Click in the Start Time or End Time box to set the dates. Click the clock icon next to each to set the times; remember to choose AM or PM. You can also click “All Day” for a full day event.

Recurrence

For a recurring event, set up dates using the Recurrence tab.

The Recurrence options can be a useful feature, because after adding your recurring schedule, you can go back to the calendar and edit a particular occurrence. So, let’s say you have a year of meetings that will always be on the first Monday of the month, except they won’t take place in June and November. You can set up 12 recurring meetings, then go delete the June and November meetings from the calendar. Likewise, if you have 12 recurring meetings on the first Monday of the month, but in May you need to have it on a Wednesday instead of a Monday. You can go edit that occurrence only. This is the best way to do any series of meetings, rather than setting them up as individual events. Ektron deals with repeat events (events with the same title) by adding a numeric character after the title. So if you set up multiple Chemistry Club meetings as individual submissions, they will appear as Chemistry Club, Chemistry Club (1), Chemistry Club (2), etc. – it is much better to use the Recurrence feature.

Taxonomy

Once the event information is entered and scheduling is done, click on the Taxonomy tab. Across the SDSM&T website, the home pages of various departments/offices show news and events related to their activities and communities. So rather than think “Who should come to this event?” as you scan the taxonomy list, think “On which web pages should this event show up?”.

Here’s some help in understanding Taxonomy options:

Audience Section

Right now, the only page listed in the audience section that is set up to display news/events is the Home Page. Before clicking "Home Page", ask yourself if your event should be publicized there. Generally we recommend that it only be marked for Home Page display if the public is invited or at least the whole campus may come. If it’s restricted to a particular group, don’t mark anything in the “Audience” section.

You are not restricted from marking your event for Home Page display, however the Marketing and Communications department reserves the right to “unmark” it, if we have a week with many events and need to make sure the highest priority ones are showing.

Calendar Filters Section

When a user goes to the campus calendar, they have the option to click on a variety of filters (Academic Calendar, Student Life, Athletics, Youth Programs, and the newly added Alumni and Foundation) if they only want to see those types of events. In the Taxonomy tab of the Ektron Editing interface, select one or more filters, that event will show up when a user chooses one of those filters.

Departments

(Academic Departments, Offices and Organizations, Research Centers, Research Laboratories, Research Special Programs)

Clicking a department/office’s checkbox on the Taxonomy tab means that event will show up in the news/events box on their home page – assuming that page is hardwired to have a calendar (most of them are, but not 100%).

If you think your event would be interesting to other departments and offices, you may include them. (If one department is having a math contest, for example, it may be interesting to members of other departments.)

Do not check mark Office of the President for any event.

METADATA and ALIAS – you probably won’t use these panels in creating your events.

Your event is now added. It’s always a good idea to look at the calendar at: ektron-stage.sdsmt.edu (the staging view of the website) to make sure your event displays the way you want it to. Events input to the calendar publish out to the home page every hour on the hour. The entire staging site publishes to the live website at 5pm every day.

Edit a Calendar Event

Click on the event, on the calendar display, that you want to edit. The Event form for that event will then display. Edit the event and be sure to save your changes. If you edit a recurring event, it will give you the option to edit the occurrence or the entire series.

Delete a Calendar Event

Locate the event, on the calendar display that you want to delete. Click on the red X delete icon. A dialog box will appear asking if you are sure you want to delete. Confirm that you do. If it is a recurring event, you will have the option to delete the occurrence or the entire series.

Can’t find an event that you thought you put in?

Below the calendar interface, events are listed and can be sorted by title or date to help you find them. You can also use the calendar search feature under the Action tab.

Adding a PDF Link to An Event

In the Library tab, click the "Events" tab under the Content folder.
Click "Add".
Navigate to the file in "Choose File".
Give it a specific title without spaces.
- The file's title may have dashes - or underscores _ to create spacing
  - i.e. file-name.pdf or file_name.pdf
Click save.
Go to the Content tab and click "Events" in the same location as in Library.
Double click the event you wish to edit.
In the description, provide some text context to what the PDF is.
Highlight the text you would like to turn into a link.
Press "Insert" then "Insert Link".
Copy the local path found at "/uploadedFiles/Content/Events/<fileName>"
- Replace <fileName> with the title you gave the file in step 4.
  - i.e. /uploadedFiles/Content/Events/file-name.pdf

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