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  1. In the calendar service, click the "Events" tab

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  2. Click "Events: Add". This will bring you to the "Main Information" tab for your event.
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Main Information Tab

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  1. Fill out the event name.

  2. For "Publish on Selected Calendar(s)", you may have the following options described below. If you are unsure of what to select but would like your event to be visible on the public calendar, select "Public".
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    1. Select This will not display your event anywhere on the calendar. This option should only be used if you only wish to book a facility, but do not wish to have event information anywhere on the calendar. 
    2. Public - This will display the public categories available to you and will display your event on the public calendar (http://www.baruch.cuny.edu/calendar) under the category you specify.
    3. Private - This will display the private categories available to you. These categories are not exposed on the public calendar, but the event may be accessible through the private calendar and through direct links to your event.
    4. Both - This will display the public and private categories available to you. You will need to use this option if you wish to select multiple categories that are from both public and private categories for your event.
       
  3. Select the category/subcategory that best fits your event with the drop-down menu.
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    1. If there are multiple categories the event applies to, click "Select Multiple" for the category selection. If you select
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    1. this option, a screen will pop up where you can check off the categories you want the event to be under. Check those off and then click "Submit".
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  4. Fill out the event description
  5. For the event date, start time, and duration, you can opt to fill it out here or in the next screen under "Scheduling & Facilities".
  6. Click the next tab "Scheduling & Facilities" to proceed to the next screen.

Following the upgrade of the Calendar software you will notice a couple of changes within the "Event - Add and Modify/Cancel/Delete" area. The first change involves the "Schedule & Facilities" tab. A description of the change and instruction in the use of the new functionality is included below. The second change is the inclusion of a new "Request Resources" tab. The functionality related to the "Request Resources" tab is not currently in use, so please ignore this option for now.

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Scheduling & Facilities Tab

The most important changes deal with selecting a facility or room for your event. As you can see, there are now three new options in the "Scheduling & Facilities" tab:Image Added

  1. You will see three options at the top when on the Scheduling & Facilities page.

    1. Select Event Date(s) - (No Facility Required)

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    1. Pick this option if your event does not have a room.
    2. Select Event Date(s) to find available Facilities

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    1. Pick this option if your event has a room.

      IMPORTANT - Please note that many of the rooms are not set up with schedules so the use of the availability data will not be 100% accurate. If you are planning to select a room for your event that is not "owned" by your unit, please be sure to verify availability and obtain permission from the room owner prior to selection

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    1.  
    2. Select Facility to find available Date(s)

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    1. Pick this option if you do not have an event date in mind and wish to see the availability of a room. 

      IMPORTANT - Please note that many of the rooms are not set up with schedules so the use of the availability data will not be 100% accurate. If you are planning to select a room for your event that is not "owned" by your unit, please be sure to verify availability and obtain permission from the room owner prior to selection. 

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  1. If you filled out the event date, start time, and duration on the "Main Information" tab, you will find it populated on the screen here. If you

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  1. did not

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  1. , fill it out the Start Date / End Date fields and the Start and End times under "Event Time(s)".
    1. If you have multiple dates for your event, you may click "Custom Schedule" to pick out the dates your events fall upon. In the image below, we select March 26, 29, and the 30th.

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  2. After you've selected a facility option and start/end dates, click "Generate Schedule". You will now see a list of your event date(s) and time(s) under "Current Schedule". You may correct the start/end date(s) and time(s) here if necessary.

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  3. If you would like the event to only be displayed during a certain date range, visible after a certain date, or hidden from the calendar after a certain date, fill out the following section that will be displayed after clicking "Generate Schedule":

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  4. Please read the appropriate section below depending upon the facility option you've selected.

Select Event Date(s) - (No Facility Required) Option Selected

  1. If you've picked "Select Event Date(s) - (No Facility Required)", you

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  1. can proceed to the "Details & Registration" tab to finalize your event details.

Select Event Date(s) to find available Facilities Option Selected

  1. If you've picked "Select Event Date(s) to find available Facilities", check off the event date(s) you wish to book a room for under "Current Schedule". Note that you may only book the same set of rooms for the selected dates so if you have three dates in three different rooms, you will go through this process three times.

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  2. Once you've selected your event date(s), scroll down and you will see the facility search and some other options (room type, features, setup). Ignore these other options and select a room as you would've in the previously in the Calendar service. 

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  3. Once you've selected a room, click "Search". You will then see a new area called "Available Room(s)". Click the checkbox under "Select" for the room and click "Save".

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    IMPORTANT - If you receive an error after searching the room that states, "There are no rooms that match your search criteria or can be scheduled for this event." Please make sure that someone has not already entered the event you wish to add into the Calendar system. You can do this by looking at the public calendar http://www.baruch.cuny.edu/calendar for the event date and time. If there is no such event, please make sure you have authorization to use this room. If you do, please contact help desk and we will look into this.
     
  4. You should see the room now listed in the "Schedule Facility Booking(s)" area. This means the room is now attached to your event and you can proceed to the "Details & Registration" tab to finalize your event. 

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If you have multiple occurrences of the event (for instance, five open houses with identical event titles/descriptions), click "Custom Schedule" and select the dates.

After choosing your event dates click "Generate Schedule". This will update the screen and allow you to select a location and time for the event.

If your event has multiple dates, you can select a different location for each event date by checking off each date that will be using the same room.  

In the image below, the same room will be booked for the dates 3/28 and 3/30 therefore those event dates have been checked off.

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After booking a room for the dates 3/28 & 3/30, we still need a room for 3/29.  Select the "Unbooked" tab in the "Schedule Facility Booking(s)" area and the date 3/29 will be checked off in the "Current Schedule" area.  Select a room as you did the previous dates.

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  1. Repeat this process for any other event date(s) that may need a room.
  2. To confirm that all event date(s) have rooms associated with them, scroll down to the "Schedule Facility Booking(s)" area. If you see a tab labeled "Unbooked", the number in the parentheses indicates how many event dates do not have a room. If you hover over this tab, it will display the event date that does not have a room.

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  3. Once you've confirmed that your event date(s) are properly booked, proceed to the "Details & Registration" tab to finalize your event details.

Select Facility to find available Date(s) Option Selected

If you've picked "Select Facility to find available Date(s)", you do not have an event date set for your event. This option will allow you to see which rooms are open at different dates and times. 

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Add the start time and end time that you desire for your event and then click "Save". You will then see the room that you previously picked show up with the slot booked for the time slot. You may now proceed to finalize your event in the "Details & Registration" tab.

 
 

Details & Registration Tab

  1. Fill out the contact information. For the other three boxes under "Other Event Information", check them off if it is appropriate for your event. For example, if it is a school or department event, check off the school or department that is holding it. If you do not find your school or department in the list, please send a request to the BCTC Help Desk to have this added.
  2. If you would like your event listed in the CUNY Calendar (http://events.cuny.edu/ ), select "Yes. Make this event visible in the CUNY Calendar" for the "Promote in CUNY Calendar" box.

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  3. Click "Preview"
  4. On the preview screen you can opt to save the event or release the event. If you save the event, it will not be published to the calendar and will only be viewable in your account. If you release the event, it will go into the calendar. The event details area shows a preview of what your event looks like in the calendar.
  5. Select save or release event and then click "Finish".

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Adding an event to the private calendar (Private calendar users only)

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