The diary system allows specific website managers to add/edit and delete diary events from the website using a series of buttons displayed on the diary page. These buttons are only visible to web site managers who have first logged in to the manager interface.
Adding New Events to the Diary
- First log in to the backend website manager
- After you have logged in you can return to the frontend website and go to the diary page on your site.
- Edit/Copy/Delete buttons will now be displayed against any existing diary entries and the date numbers will now also show as buttons used to add new events. If these buttons are not visible it is likely you do not have security access to edit the diary or are not longer logged in to the manager (step 1).
- Click on the date number button for the appropriate date that you wish to add an event.
- Modify the date if needed by clicking the Event Date to display a calendar date selection tool.
- You can optionally set an Event Time for the event using the dropdown list. The time selection is in 24 hour clock format.
- Categoryand Group fields should be set as appropriate for the entry (see More... below for details).
- Enter an Event Title. Try to keep this short but informative as this is the main text used to describe the event.
- More information about the event can be entered in the Event Detail field.
- A diary entry can be linked to any web page or page on the website. Either enter the full address of the page you wish to link to or select a web site page from the drop-down list.
- The Headline Eventcheckbox can be selected to mark an event with an animated star in both the diary and any overview pages. This can be used to draw attention to certain events. This option can also be used in conjunction with a scrolling headline banner if installed.
- The private checkbox can be selected to hide the event from the diary (see More... below for details on how this works).
- The private notes field is never displayed to the general public. These notes can be read by hovering the mouse over each entry in the main diary listing. Events with notes are indicated by a small red mark in the top left of the event.
- Finally click Save New Event to save this event and return to the diary page.
Edit an Existing Event
- Click the Edit button next to the event you wish to edit.
- The event information is shown and can be edited as for adding a new event above.
- Finally remember to click Save Changes to store the changes and return to the diary page.
Copy an Event
- Click the Copy button next to the event you wish to copy.
- All information from this event will be copied into a new event. The event information is shown and can be edited as for adding a new event above.
- Remember to click Save New Event to store the changes and return to the diary page. The existing event that was copied will not be altered.
Delete an Event
- Click the Delete button next to the event you wish to remove.
- A confirmation window will display asking if you wish to delete the event.
- Click OK to delete the event, or Cancel to leave the event in place.
- If the event is deleted it cannot be retrieved!
Any event can be converted to a repeating event. Repeating events allow a series of events occurring at regular intervals to be generated from a single event.
To create a repeating event:
- From an existing event or new event check the Repeating Eventcheckbox.
- A series of options will display below.
- The event can repeat daily, weekly, monthly or yearly. Select the appropriate option from the Repeatdropdown list.
- If the repeat is set to 'monthly' then a further repeat byoption is available. Instead of the date of the month it can be set to a partticular weekday in the month, I.e 1st Tuesday, third Sunday etc. This day of the week is changed by altering the from date for the repeat series.
- The event can be altered to repeat every 2nd, 3rd, 4th etc (day/week/month/year) by altering the everydropdown number.
- The repeat start and stop dates can be defined by clicking the fromand todates. this will display a calendar where the date can be selected. Note if this is a new even then the 'from' date can only be set by changing the Event Date at the top of the edit window.
Note, the event can be recognised as a repeating event by the '+' symbol which will display next to the Edit button for a particular event.
Edit a repeating event:
- From an existing event click the edit button.
- Fields (title. detail, notes etc) in the event can be altered and saved as normal for an individual repeat of the event.
- If the field should be altered for all repeats of the event then check the appropriate checkbox on the right edge of the edit window. This will copy this value to all events in the repeat series. Note it will override any individual alterations to a single event in the series.
- To alter the repeat type simply change one or more of the repeat options below the Repeat Event checkbox. Note the repeat series will be rebuilt and again any individual alterations to a single event in the series will be lost.
Delete a repeating event:
- To delete the whole repeating event series. Edit any of the events in the series and click the Delete complete series of n event(s) button. All events including the one being edited will be deleted.
- To delete the series but retain the single event edit the event you wish to keep and uncheck the Repeating Event option.
- To delete all events following a particular event edit the last event to be kept and click the Delete following n event(s) button. All events after the one being edited will be deleted.
- To delete an individual event from the series click the Delete button next to the event you wish to remove. The rest of the repeat series will remain.
Hide Event - This option can be used to hide individual events from public view. Say for example an event is tentatively set for the current year and for now just need recording but not shown to the public. Or a meeting that books a room can be set to private if that date needs blocking out, but does not need displaying to the public.
The option can be switched off at any point to make the event public again. Managers with diary access that are logged in to the manager will always be able to see these ‘hidden' events. Hidden events are highlighted in yellow and have a 'Private' prefix, which is particularly useful as a diary manager may not otherwise realise an event is still private and the public cannot see it.
Managers without diary access, the public or even members accessing the site will not see private events.
Groups and Categories - It is important to set these fields when creating an event. Groups and categories will have been setup for your particular web site requirements. If you do not set these then the event may not be listed in automatic diary summary pages used elsewhere on the website site.