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WebEvent User’s Guide: Version 4.0
Table of Contents
- Introduction to Viewing Calendars and Events
- Overview of the WebEvent Calendar Screen
- Using the WebEvent Navigation Tools
- Defining Calendar Views and Formats
- Using the WebEvent Icon Bar
- Introduction to Adding and Modifying Events
- Adding New Events
- Online Help @WebEvent.com
Viewing Calendars and Events
Introduction to Viewing Calendars and Events
WebEvent allows you to view the schedule of events in whatever way best suits your needs. Choose list view or traditional calendar grid. Switch from month view to week view. Hide the event details. Start your week on Tuesday. You make the call!
Overview of the WebEvent Calendar ScreenThe standard calendar screen has a pale grey icon bar at the top of the page that, reading left to right, contains search, options, print, help, and login/logout icons. (To the far right of the icon bar is the WebEvent logo.)
Beneath the icon bar is an optional calendar title area that may contain title and/or other calendar header information specified by the calendar administrator.
On the left-hand side of the screen above the calendar are three elements for navigating to a different timeframe: the “go-to-date” pull-down menus, the day/week/2-week/month/year tabs, and the displayed date which is sandwiched by next/previous arrows (in the Date & User bar).
On the right-hand side of the screen above the calendar is a pull-down menu for changing which calendars are displayed in the current view.
On the right-hand side of the dark blue Date & User bar, your current user status is defined. Just above that bar, assuming that you have sufficient privileges, will be a bright gold “Add Event” button.
Using the WebEvent Navigation Tools
Date & User Bar: The left-hand side of the dark blue Date & User bar defines the date range currently on display. The right-hand side of the bar defines your current user status. (If you have not logged in to the current WebEvent session, your username is "guest".)
Triple Arrows: The triple arrows that surround the date range currently displayed (such as <<<September 2001>>>) in the Date & User bar can be used to move forward or back one calendar page at a time. For example, in day view, clicking the forward arrows (>>>) will advance you a single day.
Timeframe Tabs: The yellow and blue file folder tabs (labeled day, week, 2-week, month, and year) allow one-click access to a different timeframe. For example, if you are currently in month view, clicking the week view tab will bring you to a screen showing only the week which contains the active day. (The active day is either today’s date, or whichever date you have most recently acted upon.)
Go-to-Date Menus: To visit a specific date, select the appropriate month, day and year using the “go-to-date” pull-down menus (just above the file folder timeframe tabs) and click the “Go” button. (The date will be displayed in the current timeframe view. So, if, while in month view, you selected September 20, 2001 with the “go-to-date” pull-down menus, the month of September will display and the 20th will be highlighted as the active day.)
Each time WebEvent loads a new screen, the “go-to date” pull-down menus default to today’s date. Therefore, the recommended way to refresh your screen and see the most recent changes other users have made to the calendar, is to click the “Go” button associated with the “go-to-date” pull-down menus (rather than using your browser’s “Reload” or “Refresh” button.)
Choose Calendars: To change the calendar(s) contained in the current view, use the “Choose Calendars” pull-down menu on the right-hand side of the screen, above the Date & User bar. To choose a single calendar which is contained in the current view, highlight a calendar name underneath “From Current View” and click “Go.”
To choose calendars from the complete list of available calendars, highlight “From Full List” and click “Go”. On the “Select Calendar” screen, highlight the calendar(s) you want to view and click the "View Selected Calendar(s)" button. (Macintosh users should hold down the “Apple” key to select and deselect calendars; PC users should use the “Control” key.) To view all the calendars to which you have access, click the “View All Calendars” button.
Defining Calendar Views and Formats
Calendar contents can be displayed in either a traditional calendar grid format or as a list of events.
Calendar Format: The calendar format uses the familiar columnar grid with weekday headings in year, month, 2-week, and week views.
List Format: The list format displays events in a chronological list in year, month, 2-week, week, and day views. If the calendar administrator has enabled “Enhanced List View”, an interactive three-month calendar (which functions the same as those in Year view) will also appear in the left-hand column.
To switch to the opposite calendar format, click the “Options” icon at the top of the screen, move the radio button to the appropriate format on the “WebEvent Options” form, and click “Change options”.
Using the timeframe tabs you can view event information in the following timeframes:
Year View: From this yearly overview, you can select the year, month, week, or day you want to drill down to. Click on a month name to view the events in that month. Click on a week number within a particular month to view the events for that week. Click on a day number to view the events on that day.
In list format, Year view shows all the events for the selected year.
Month View: View events for the selected month.
2-Week View: View the events for the selected week and the following week.
Week View: View events for the selected week.
Day View: View events for the selected day.
Event View: When an event includes a description and “Show Details” has not been checked on the “WebEvent Options” form, you can click on the event title to view full event details. Depending on the calendar configuration, the details will display in a javascript pop-up window or in a standard screen view similar to day view.
Using the WebEvent Icon Bar
From left to right, the functions accessible via the icon bar are:
Search: Enter a keyword to search one or more calendars. Specify start and end dates to narrow your search. (By default the start date is today’s date.)
Options: Users with appropriate privileges can access Calendar and/or Site Configuration screens. All users can change various viewing options for the current session via the “WebEvent Options” form:
Format: View the events as a list or in calendar grid format.
Mode: Change to view-only or modify mode. In Modify Mode, clicking on an event in the calendar will access the Modify Event screen (assuming that you have write access to that calendar). In View Mode, clicking on an event in the calendar will display the event details.
Use 24-hour Clock: Designate your preferred time format (12- or 24-hour).
Show Weekends: Show or hide Saturday and Sunday. (This has no effect on list views.)
Show Event Type Icons: Turn the “To-do” icons (an exclamation point for incomplete tasks and a checkmark for completed tasks) on or off.
Show Details: Choose between showing event details on the current page or clicking on the event to read the description. (Event details will be listed beneath the calendar grid in calendar view and will directly follow each event in list view.)
Show Icon Bar: Turn the icon bar section on or off. (If you elect to hide the icon bar, a "View Options" link will appear at the bottom of the screen to allow access again.)
Show Event Author: Turn the event author credit on or off.
Start Week On: Specify the first day of the week for calendar views.
Event Sorting: Specify the order in which events should be displayed on each date. (For example, you may prefer that untimed events such as birthdays be listed before each day’s tasks.)
Click “Change options” to begin viewing events with the options you have designated. Or select “Revert to Defaults” to return to the calendar and view events with the default options.
Print: Open a new window to display a stripped-down, ready-to-print version of the current calendar view. (In most circumstances, clicking the “Print” icon will also automatically launch a print dialog box from your browser so that you only need to click “Print” or “OK” in that dialog box to print the current view.)
Help: Access the user’s guide for help using and configuring WebEvent.
Login/Logout: Depending on the privileges granted your user account, clicking the “Login” icon and entering your WebEvent username and password may allow you to access additional calendars and configuration screens. If you are already logged in, clicking on the Logout button will log you out and provide the option of returning to the WebEvent startup page.
Adding and Modifying Events
Introduction to Adding and Modifying Events
Most often you will need to login to WebEvent in order to modify events in the calendars. (Click the "Login" link on the WebEvent startup screen or click the “Login” icon in any calendar view to enter your WebEvent username and password.)
However, if the calendar administrator has enabled the “Submit Event” function, users with only “read” access can submit an event for inclusion in the calendar. The submitted event will not appear in the calendar until someone with appropriate access approves it.
Adding New Events
If the bright gold “Add Event” button appears on the right-hand side of the screen, above the Date & User bar, you can add events to the calendar. To add an event, click the "Add Event" button or click on the appropriate date number in the calendar view.
Depending on your level of access, clicking the “Add Event” button will bring up either the “Add New Event” or “Submit Event” screen. Using the “Add New Event” screen will add an event directly into the calendar. Events entered into the “Submit Event” screen must first be approved by a user with at least “write” access before they become visible to other users with only “read” access.
Add New Event: The “Add New Event” screen contains the following fields:
Basic Options
Event Title: Type in the title of the event (e.g. “X-Files Premiere”.)
Date: Choose a date from the pull-down menus. (By default, the active date will be highlighted in the menus. The active date is either the date you clicked on to access the “Add New Event” screen or today’s date if you clicked the “Add Event” button.)
Start Time: Choose a start time, if appropriate.
End Time: Choose an end time, if appropriate.
Special: Set special event attributes.
- Mark As Busy All Day: Designate an untimed event as an 'all day' event. In calendars with 'prevent double-booking' enabled, this will prevent other events from being added to this date.
- Make it a To-do: Save the event as a “To-do” (an untimed event with complete/incomplete status, which will automatically advance each calendar day until completed.)
- To-do Completed: Check off a completed task, so that the “To-do” will cease advancing each day in the calendar.
Description: Enter a description of the event (or other details including location, cost, contact phone numbers, attendees, etc.). If the option is available, designate how the description should be displayed. “Pre-formatted” text will appear onscreen as entered (including hard returns and extra spaces, for example). “Wrapped” text will not retain any formatting, but will automatically wrap to fit your browser or Javascript window. (If you choose to include HTML in your description, be careful to enter valid HTML.)
Advanced Options
Calendar: Select the calendar(s) into which this event should be embedded. (Macintosh users should hold down the “Apple” key to select and deselect calendars; PC users should use the “Control” key.)
Event Privacy: Designate if the event information should be readable by users with only have “read” access. “Private” events appear as untitled placeholders in the calendar to users with only “read” access.
Contact Person: Enter the name of the person associated with and/or responsible for the event.
Contact Email: Enter the email address for the person associated with and/or responsible for the event.
Repeat: If this is a recurring event, first select the appropriate type of repeating period from the pull-down menu (for example, every week or every Monday, Wednesday, and Friday). Then, specify how far into the future the event should repeat. To quantify how many times the event should repeat, move the radio button to the “Times to Repeat” option and type the number of times the event should appear in the calendar into the associated field. To specify an end date instead, move the radio button to the “Repeat Until” option and highlight the end date in the pull-down menus.
As an example, to add a recurring meeting for September 5th through 7th, you would add an event on September 5th and select the 'Repeat: Every Day' option from the pull-down menu. Then, either type “3” in the “Times to Repeat” field or select “September 7th” from the “Repeat Until” pull-down menu.
Remind: If you want to receive an email reminder (or remind others via email), choose when you want to be reminded from the pull-down menu, specify a value in the quantity field, and enter the appropriate e-mail address (or addresses, separated by commas.)
For example, to receive a reminder 2 hours before your meeting, type “2” in the quantity field, select “Hours before” from the pull-down menu, and enter your email address in the “E-mail” field.
Priority: Set the priority (low, medium, or high) for the event.
Auto-forward: Designate if “To-dos” should be auto-forwarded so that they will reappear each day until marked "completed."
Title Style: Choose from normal, bold, and italic.
Title Size: Choose to enlarge or shrink the default title text size.
Title Color: Choose from several Web-safe colors.
Title Image URL: Add an image associated with this event by typing in the URL of the image. For example:
http://www.WebEvent.com/logo.gif
Title URL: Enter the URL associated with this event. (When someone clicks on the event title, they will be sent directly to this URL instead of the usual event description screen.) For example:
http://www.WebEvent.com/
Approval Status: Move the radio button to "Approved" if this event should appear in the calendar. Events marked "Unapproved" will not be visible to guest users and will appear with a conspicuous "UNAPPROVED" tag to users with greater access.
Event Change Notification: Enter in the email address (or addresses separated by commas or carriage returns) of users to be notified when the event is first added and whenever the event is changed.
Click the “Add New Event” button to add the event to calendar. Click the “Cancel This Change” button to cancel any changes you have made to this screen and return to the calendar view. (Choosing any one of the three “Add New Event” or “Cancel This Change” buttons on the “Add New Event” form will add or cancel all changes you’ve made to the screen.)
Submit Event: The “Submit Event” screen contains the following fields:
Select a Calendar: Select the calendar into which this event should be added.
Date: Choose a date from the pull-down menus. (By default, the today’s date will be highlighted in the menus.)
Start Time: Choose a start time, if appropriate.
End Time: Choose an end time, if appropriate.
Repeat: If this is a recurring event, first select the appropriate type of repeating period from the pull-down menu (for example, every week or every Monday, Wednesday, and Friday). Then, specify how far into the future the event should repeat. To quantify how many times the event should repeat, move the radio button to the “Times to Repeat” option and type the number of times the event should appear in the calendar into the appropriate field. To specify an end date instead, move the radio button to the “Repeat Until” option and highlight the end date in the pull-down menus.
As an example, to add a recurring meeting for September 5th through 7th, you would add an event on September 5th and select the 'Repeat: Every Day' option from the pull-down menu. Then, either type “3” in the “Times to Repeat” field or select “September 7th” from the “Repeat Until” pull-down menu.
Event Title: Type in the title of the event (e.g. “X-Files Premiere”.)
Description: Enter a description of the event (or other details including location, cost, contact phone numbers, attendees, etc.)
Your Name: Enter your name (as the person associated with and/or responsible for the event).
Your Email: Enter your email address (as the person associated with and/or responsible for the event).
Click the “Submit Event” button to submit your event to the calendar for approval by a user with at least “write” access. Or click “Cancel” to cancel the changes to this screen and return to the calendar view.
Additional Resources
Online Help @WebEvent.com
For troubleshooting tips and configuration hints, please visit the “Support” section of our Web site:
http://www.webevent.com/support/
Credits
Lead Programmer: Tom Harms
Development Team: Sebastian Barthlemess, James Cameron, Roger Lincoln, Carlos Daniel Mattos, Tom Metro, Steve Reppucci, John Tsangaris
Original Development: Ted Buswell, James Cameron, David King
User Interface: Elizabeth Cameron, James Cameron, Rosa DiTucci, Rob Donahue, Tom Harms, and the team at Velecom, Inc. (especially Greg Sheive and Robert Squier)
Documentation: Elizabeth Cameron and Kevin Smith
Quality Assurance: Anthony Romano, Kevin Smith
Acknowledgments
WebEvent began as a project at Boston University in 1994. Responding to public demand, creator James Cameron and student programmer Ted Buswell released a freeware version later that year. The commercial version of WebEvent debuted in 1997. Many thanks to those at Boston University and around the world whose contributions and comments have influenced WebEvent's current form.