The Calendar widget is an updated, digitized, 3D-printed sundial. Okay, it’s really a tool for storing and sharing scheduled events. It’s a personal planner for individual users, a shared calendar for an entire site, or both at the same time. It can be used to create multiple calendars for a single Site or User, to overlay the events stored in multiple calendars for simultaneous view, to send email reminders to users, and more.
Note: The calendar supports social activities. Whenever a calendar event is added or updated, a corresponding social activity notification is created. If the event was added or updated in a calendar that the current user has permission to view, the social activity is viewable in the Activities widget.
Once the Calendar widget is on a page, open the menu in the widget’s header and click Configuration.
Figure 1: The Setup → User Settings tab provides the options you need to get started quickly.
From the User Settings tab, customize the calendar’s default view and settings.
Time Format: Choose Locale, AM/PM, or 24 Hour. Locale is a dynamic setting that chooses whether to display the time in AM/PM or 24 Hour format, based on the preferences set by the User’s locale. AM/PM displays times such as 8AM or 11PM. The 24 Hour time format displays times such as 08:00 and 23:00.
Default Duration: Choose an event duration. When you add a new event to the calendar, the time you set here specifies how long events last by default.
Default View: Choose Day, Week, Month or Agenda. This sets the default for when the calendar is first displayed, but the view can be changed by clicking the appropriate button at the top-right of the widget.
Week Starts On: Choose Sunday, Monday, or Saturday.
Time Zone: Choose a time zone or check the Use Global Time Zone box.
If you check Use Global Time Zone, the time displayed depends on whether it’s being viewed by a logged-in user or a guest. If a user is logged in, the Calendar displays events using the time zone set for the user in User Personal Menu → Account Settings → Preferences → Display Settings → Time Zone. If the Calendar is viewed by a guest or a user who is not logged in, the Calendar displays events using the time zone set by the portal administrator in Control Panel → Configuration → Instance Settings → Platform → Localization → VIRTUAL INSTANCE SCOPE → Time Zone.
From the Display Settings tab, set the display behavior for the calendar.
Display Scheduler Only: By default, the list of calendars and a mini-calendar view (used for quickly navigating to a particular date) are displayed. Check this to display only the scheduler (the large calendar view showing the calendar and scheduled events).
Display User Events: Turns off the display of the current, logged in User’s personal calendar and events.
Display Scheduler’s Header: If disabled, removes the ability to toggle through the calendar views (for example, Day/Week/Month/Agenda) and access to the Add Event button.
Enabled Views: If one of the available views is disabled (Day, Week, Month, Agenda), it disappears from the scheduler’s header.
Maximum Days to Display: Set the maximum number of days to display in the Agenda view.
Maximum Events to Display: Set the maximum number of events to display in the Agenda view.
Use the RSS tab to disable RSS subscription or configure the RSS behavior.
Enough with configuration. Next you’ll learn how to use it.
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 a number of options: you can set it to to display a Day, Week, or Month, or choose a more event-oriented Agenda setting.
Figure 1: The default view is set in configuration, but a user can change it at any time.
Two calendars are included 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.
To create a new personal calendar,
- Click on 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 description, set a time zone, and decide if it’s your user’s default calendar—the one that is shown automatically whenever the widget is displayed. You can also pick a color, which color codes events whenever multiple calendar’s events are displayed at once. You can also decide to enable ratings or comments on the calendar’s events, and configure permissions.
To edit an existing calendar instead of adding a new one, select Manage Calendars from the menu.
To add or edit a Site calendar, open the menu next to the header with the Site’s name.
Figure 2: Personal and Site calendars are shown in the lower left. This image shows calendars belonging to User *Test Test* and Site *Unboxd Live*.
To add events to a calendar,
- Click on 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.Figure 3: When you click anywhere on the calendar, you’ll see the event creation pop up appear. Click *Edit* to specify details for your event.
- Name your event and assign it to a calendar. Click Save to create the event immediately or Edit to enter additional information.Figure 4: You can specify event details such as the event title, start date, end date, description, location, and more.
- If you clicked Edit, complete the Edit Event form. Enter start and end times and enter a description. To schedule an event that reoccurs, check the Repeat box and fill in the Repeat pop up.Figure 5: The *Repeat* box allows you to specify whether an events repeats daily, weekly, monthly, or yearly, how often it repeats, and when (or if) it ends.
At the bottom of the Edit Event form, there are several collapsed sections: Details, Invitations, Reminders, Categorization, and Related Assets.
In the Details section, you can move the event to another calendar and enter a location.
In the invitations section, invite Users, Sites, or Calendar Resources (see the next tutorial for more on resources: in brief, a resource is anything you might need for an event—a conference room, a vehicle, etc.). Follow these steps:
- Enter the name of an invitee (User, Site, or Resource) in the Invitations field. Hit Enter to add them to the Pending column.
- Check the availability of invitees by clicking the arrow next to the their names and selecting Check Availability. This displays their calendars (assuming you have permission to view them).
An automated email is sent to invitees who must navigate to the calendar widget to respond. See below to customize the content of the invitation.
When invitees respond to the invitation, their names move to the Accepted, Declined, or Maybe columns.
Schedule up to two email reminders to send to attendees. Reminders translate the time of the event into the recipients own time zone.
See below to customize the content of the reminder email.
Tag your event or assign it to a category so it appears in appropriate search results and is published by any asset publisher set to publish content assigned to the same category.
List an asset—such as an agenda or supplementary material for a meeting—as related to your event. Links to related assets are displayed in the Event Details window.
At the very bottom of the Edit form is a set of buttons that let you publish the changes, save the changes as a draft, and configure the event’s permissions.
Giving a user permission to add, delete, or update discussion allows them to make, edit and remove comments on the event. The Permissions permission allows a Role to update permissions for the event.
To customize email notifications for event invitations and reminders,
- From the Calendar widget, click on the arrow next to a calendar and select Calendar Settings.Figure 6: Email templates apply to a single calendar and all its events.
- Click on the Notification Templates tab. Then select either the Invite Email or the Reminder Email sub-tab.
- Edit the email as desired. At the bottom of the screen is a glossary that specifies 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. It’s a good idea to include a link to the event (use the variable
[$EVENT_URL$]) as users must navigate to the calendar widget in order to respond.
Click Save. Now your notifications contain the proper text.
The next article covers setting up calendar resources and porting data from one installation to another.
Calendar Resources and Porting
With calendar resources, you can invite entities other than people to your events. This is beneficial for finding the availability of important resources your event requires, like a conference room, laptop, or, at The Lunar Resort, the Sasquatch Space Suit used to scare guests out on Lunar hikes.
Another important topic is porting your calendar’s data from one installation of Unboxd Live to another.
Follow these steps to add a new calendar resource:
- Click on the Resources tab and click the button to add a new resource.Figure 1: Resources are accessed from the tab menu at the top of the widget.
- 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, assign it to categories, and configure its permissions. Click Save.
The resource has its own 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. Follow these steps to assign a new calendar to the resource:
- Go to the widget’s Resources tab, click the button next to the resource, and select View Calendars.
- Click Add Calendar and continue just 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.