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Logging into the calendar

  1. Go to http://www.baruch.cuny.edu/calendar/ or click “Calendar” from the Baruch homepage
  2. Click “Submit Events”
  3. Click “Administrative login”
  4. The username/password is the same as the one you use to login to the computer (Active Directory)

Adding an event to the calendar

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

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

Main Information Tab

  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".


    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.
    1. If there are multiple categories the event applies to, click "Select Multiple" for the category selection. If you select 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".



  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.

Scheduling & Facilities Tab

The Scheduling & Facilities tab is where you can book a facility or facilities for your event date(s). If you are not the Space Manager (owner) of the facility or facilities, a facility request will be sent to the Space Manager of the requested facility after you finalize your event. Your event will not be published in the calendar until the Space Manager approves your facility request.  

For more information regarding this workflow, please visit the Active Data Calendar Space Reservation Workflow guide.

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

    1. Select Event Date(s) - (No Facility Required) - Pick this option if your event does not have a room.
    2. Select Event Date(s) to find available Facilities - Pick this option if your event has a room.

      NOTE: Classrooms included in the calendar do not currently include academic class schedules so availability information will not be accurate. Availability of classrooms can be confirmed by the Office of the Registrar.
       
    3. Select Facility to find available Date(s) - Pick this option if you do not have an event date in mind and wish to see the availability of a room. If you pick this option, you may skip the steps below and proceed to the section titled

      NOTE: Classrooms included in the calendar do not currently include academic class schedules so availability information will not be accurate. Availability of classrooms can be confirmed by the Office of the Registrar.
       
  2. 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 did not, 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.

  3. 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.

     
  4. 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":


     
  5. 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 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.



  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. 



  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".



    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. 



  5. Repeat this process for any other event date(s) that may need a room.
  6. 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.



  7. 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

  1. 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. 



  2. Only the following search options are applicable at the moment:
    1. The facility(s) area allows you to search against the room schedules for one or more specific rooms or buildings. If "Newman Vertical Campus" is selected, you will see room schedules for all rooms listed in the calendar that are in the Newman Vertical Campus. If a specific room is selected such as "Room 3-216" under the Newman Vertical Campus, you will only see the room schedule for that particular room.
    2. "Search for Date" will allow you to see the room schedules for the facility(s) specified for the specific dates specified here. If a room is not open on the dates specified, it will not show up in the search.
    3. "Search for Time Slot" will allow you to see the room schedules for the facility(s) specified for the time slots specified here. If a room does not have an opening with the time slot specified, it will not show up in the search
  3. Once you've put in your choices, click "Search".
  4. You will now see an area labeled "Available Facility(s)". If the room you wish to book has all white cells, that means the room is free. The other colors are explained by the legend in the "Available Facility(s)" area.



  5. To select a room or rooms, check them off and then click "Save Schedule". You will now see the Selected Facility(s) area. 



  6. 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.

  7.  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.

    If your event is in a private category, select "No. Do not make this event visible in the CUNY Calendar" as private events are not published to the CUNY calendar. 

  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".

  6. You have now successfully added an event to the calendar.

Modify/cancel/delete an existing event

  1. In the calendar service, click the "Events" tab
  2. Click "Events: Modify/Cancel/Delete".
  3. Select the event from the left-hand list and click "Submit". If you do not see the event, use the keyword search on the right if you know the event name.



    Other useful options:

    Select Events for a Specific Date Range
    - You can specify the start/end date to show events during this time period.
    Save for Current User Login Session - If you expect to modify the same set of events during your current session within the Calendar, saving this will prevent you from having to search for it again for the duration of the session.
    Save for all Future Session - If you expect to use this search again in the future, you can save the search by selecting this option and putting in a name for the search. In the future, you can access the same search by using the drop-down menu by "Select Saved Search".

  4. If you have more than one occurrence in your event, you will see the screen below. You can modify the series or an individual occurrence of the event. When you've selected which set you'd like to modify, click "Submit".

  5. Modifying the event is similar to adding an event. You can proceed through the tabs and make edits where needed. If you wish to delete or cancel an event, you can select these options on the first tab shown in the image below. When you're done with your edits, just click "Preview" and you can save or release the event.



Modifying Events with Registration / Active Registrants

Please note that it is not possible to change the event date, start time, or end time when you have people registered for your event. If you only wish to change the time of the event, it is recommended the registrants are emailed with the new time and the new time can be noted in the event description.

If you need to reschedule the event for another date, it is recommended that you email all registrants and notify them of the new date, cancel the event (which will send cancellation emails to all registrants), and reschedule the event. The registrants cannot be carried over.

When you cancel an event, it will give you an option to reschedule the event. Rescheduling the event will allow you to create the event again with all of the information from the previous event already populated.

*If you delete (not cancel) an event with registrants, all of the registration information will be lost.*

Add Registration to an Event

If you would like to add a registration form to the event, please follow the steps below.

  1. On the "Details & Registration" tab when adding/modifying an event, you should see an "Enable Registration" checkbox. If you do not see this, make sure that your event date is set correctly. If it is in the past or day of, it will not allow you to set registration. Check off "Enable Registration" and the options below should appear.

  2. For "Registration Form Template", it is advised to set up your own template as this allows you to control the different options of the form. If you wish to do this, please see the section below. The standard form has a set of options that cannot be changed. The options are noted in the list below. If these options are satisfactory, then select "Use Standard Form" as the registration form template.
    • The standard form sets all registrants to "pending" which means you will have to go into the system and manually approve people who have registered for the event.
    • The standard form emails the user who created the event with a notification every time someone registers for the event
    • The standard form only asks for the user's first name, last name, and email address.
  3. For "Registration Rules", this only applies to an event with multiple occurrences (for example, an open house event that occurs every two weeks with registration). The following options are available:
    • Single Occurrence Level Registration Only Enforced - a registrant can only register for one occurrence (can only attend one open house)
    • Multiple Occurrence Registration Allowed - a registrant can register for all open house events 
  4. Make sure to set the following fields as they are required
    • Maximum Registrants - Check unlimited if you do not want a limit. If you set a limit, please be advised that the limit only counts towards registrants who have been approved for the event. If your form automatically approves registrants, they will all count towards this limit. If they are set to pending first, no registrants will be counted for the limit until you go into the registration and approve users.
    • Registration Deadline
    • Cancellation Deadline - When the user registers for an event, they also receive a link to cancel their registration. This will set a deadline for allowing cancellations
  5. You can also set the event to display if registration spaces are still available. Setting it to yes will show how many spaces are still available. 
  6. You can ignore the "Additional Registrant Information" as this is not normally used.
  7. The registration portion is done, you can proceed with other event changes or click "Preview" and finalize the event.

Create a Registration Form Template

  1. To create a customized registration form, in the calendar service click the "Registration" tab.
  2. Click "Forms: Add". You will see the screen below.

  3. Type in the Form Name
  4. Select "Registration Form without Payment" for Form Type.
  5. For "Send Confirmation Email", you can opt to send a confirmation email to the user when they register. If you do not wish for them to receive a confirmation email, select "Do Not Send Confirmation to Registrants".
  6. You will see four boxes with a list of users. To add a user, select the user in the box and then click "Add". Here's what each box does.
    • Users/Groups to Assign Form to Events - These are users who can use this form for their events. 
    • Users/Groups to Receive Registration Emails - Users selected here will receive an email every time someone registers for an event using this form. If you do not wish to receive any emails, it is recommended you add "Admin, ActiveData" to this section with no one else. If you leave this section blank, a registration email will be sent to the user who created the event using this form.
    • Users/Groups to Process Form Registrants - Users added here will be able to add/delete/approve/reject users who register.
    • Users/Groups who can Modify/Delete Registration Form - Users added here can modify this form template or delete it.
  7. After you are done with this section, click "Next". You will see the screen below.

  8. "Set New Registrants" allows you to set users to either approved or pending. If you set users to pending, you will have to approve them in the system when users register for an event. 
  9. You can send an email reminder to people who have registered for your event with a time you specify.
  10. The form text area allows you to change the wording on the registration form for the event.
  11. The email text area allows you to change the wording on the various emails sent out to registrants. The different types of emails are as follows
    • Registration Confirmation - This email is sent to users when the form is configured to set new registrants as pending (requiring approval). This email does not get sent out if you have the form configured to automatically approve users.
    • Registration Approved - This email goes out as the first email if the form is set to automatically approve registrants otherwise it is sent out after you've manually approved a registrant.
    • Registration Denied - Sent out when you deny a registrant in the system
    • Registration Deleted - Sent out when you delete a registrant in the system
    • Registration Cancelled - Sent out when a user cancels their registration or when you cancel the event which automatically sends out a cancellation email to all registrants
    • Registration Reminder - Sent out if you have the email reminder function checked off
  12. You can set a "From" email address by filling out the "Send emails from" field. If this is blank, the from email address will be from the user who created the event.
  13. Click "Next" when you're done. You will see the screen below. This is where you can specify the fields the user sees when registering for the event.
  14. As a default, the first name, last name, and email address will always be requested in the form. If you only want these three fields then you do not need to select anything on the screen and can proceed by clicking "Next".
  15. Selecting "All Standard Contact Fields (Domestic)" or "All Standard Contact Fields (International)" will include all fields displayed on the screen. This includes the following fields: Company, Job Title, Address (Domestic/International format depending upon what you selected for "All Standard Contact Fields"), Phone, and Fax.
  16. If you only want some fields from this screen, check them off. If you wish for "Job Title" to be required, then check off the required checkbox next to the field. If you do not wish to add a custom field, just click "Next" to proceed.
  17. If you want to add a field (custom) that is not shown on this screen, click the drop-down menu next to "Field Type" in the "Additional Fields" section. Select the field type that works best for your field.
    • Checkbox - A field where multiple values can be selected/are true. For example, the field "Which CUNY Schools have you visited?" could have multiple choices that would be applicable. 
    • Comma Separated Text Field - Allows users to enter different values separated by comma into a text field (rarely used)
    • Dropdown - Similar to radio button, but the interface is a drop-down menu. This is useful for fields with a large amount of choice but only allows the user to pick one (such as what state the registrant is from).
    • Radio Button - Similar to dropdown, but all of the answers are displayed on the screen instead of in a drop-down menu. This is preferred for questions with a small amount of choices such as gender of the registrant where the user can only pick one choice.
    • Text Area - Similar to text field, but allows for more text. This should be used when the user is expected to type more than one line of text.
    • Text Field - Similar to text area, but should be used for one line text. This could be a field where a phone number is requested or how many guests the user is bringing to the event.
    • Date Selector - This is a text field, but with a button that displays a calendar with dates to select from. This should be used for anything using a date such as birth date of the registrant.
  18. Once you've selected a custom field type, there are some parameters to fill in. We'll go over them below. Some of the field types have very similar parameters so they are lumped together below.
    1. Checkbox, Dropdown, and Radio Button Field Types


      • Field Label - This is the text that will show up on the form itself and be visible to the registrant. You can check off "Required" here to make this whole field required for submission.
      • Field Identifier - This is an arbitrary identifier for the form and is only handled on the back-end. It is recommended you put something that describes what this field is (for instance, gender).
      • Checkbox/Dropdown/Radio Selection Options - These are the choices provided to the user for this field. Please enter every new value on a new line.
      • Allow Write-In Response - Allows user to put in a response not shown in the list
      • Selection Display (Checkbox / Radio only) - Controls whether the answers are shown vertically or horizontally. 
      • # Per Column - How many answers to show per column
    2. CS Text Field, Text Area, Text Field


      • Field Label - This is the text that will show up on the form itself and be visible to the registrant. You can check off "Required" here to make this whole field required for submission.
      • Field Identifier - This is an arbitrary identifier for the form and is only handled on the back-end. It is recommended you put something that describes what this field is (for instance, gender).
      • Max Characters - It is not necessary to fill this out, but this is the amount of characters the user can put in. 
      • Field Data Type - This allows you to restrict the input to either alphabet/numbers/alpha-numeric
      • Width - You can specify how wide you want the field to be, but it is not required
      • Height (Text Area only) - You can specify how long you want the field to be, but it is not required
    3. Date Selector 


      • Field Label - This is the text that will show up on the form itself and be visible to the registrant. You can check off "Required" here to make this whole field required for submission.
      • Field Identifier - This is an arbitrary identifier for the form and is only handled on the back-end. It is recommended you put something that describes what this field is (for instance, gender).
      • Start Date - Allows you to set the earliest date on the calendar popup button
      • End Date - Allows you to set the latest date on the calendar popup button
  19. Once you are done setting these parameters, you can click "Preview" to see a preview of your newly created custom field or click "Add" to add it to the form. It will not be displayed on this screen when you add it, but will be shown on the preview screen. Click "Next" to proceed to that screen.
  20. After you've clicked next, you're now shown a preview of the form itself. 

  21. You don't have to do anything on this screen, but do verify all the fields you selected/added are shown, and then you can click "Finish". You're now done and should be able to add/modify an existing event and use this form for registration. 

Managing Registrants

  1. In the calendar service, click the "Registration" tab
  2. Click "Registrants: Active". You will see the screen below.

Download CSV Export for Event

  1. Follow steps for "Managing Registrants" above
  2. If you wish to get a CSV export with the registrants, click "Download" on the right side of the screen for the event.

Increase/Decrease Maximum Registrants for Event

  1. Follow steps for "Managing Registrants" above
  2. If you click the link with the number of maximum registrants, this will allow you to increase/decrease registrants for this event.
    1. You cannot decrease the number of registrants to an amount lower than the number of people registered for your event. If you have 8 people registered, you can only set this number to 8 at the lowest which effectively closes registration since the maximum number has been met.

Approve / Deny / Cancel Registrants from Event

  1. Follow steps for "Managing Registrants" above
  2. If you click the link with the number of pending, approved, denied, or cancelled registrants, this will show you a list of registrants with the specified status for that event. This screen is shown below.



  3. To change the status of only one registrant, click the drop-down menu under "Action" for the individual's row and select an action (approve/deny/delete/cancel). After selecting the action, the calendar service will automatically perform the given action.
  4. To change the status for multiple individuals, but not all, check the "Change Status" checkbox next to their name. Then click the action (approve/deny/delete/cancel) next to "SELECTED:". Click "Submit".
  5. To change the status for all listed, click the action (approve/deny/delete/cancel) next to "ALL:". Click "Submit".

Email Registrants from Event

  1. Follow steps for "Managing Registrants" above
  2. If you click the link with the number of pending, approved, denied, or cancelled registrants, this will show you a list of registrants with the specified status for that event. This screen is shown below.



  3. To email registrants, either click "Select all" if you wish to email all registrants or click the individual's checkbox under "Email". Click "Submit". The email screen is shown below.

  4. You should see the registrants' emails in the textbox labeled "Third Party Recipients". You may add additional email addresses if you wish.
  5. Fill out the "Message Subject" and the body labeled "Create Custom Email Message". When you're ready to send the email to your registrants, click "Submit". The next screen will show you a preview of your message. You can click "Submit" again to send the email.

Creating a link to a specific event for distribution

If you wish to send a link to users to a specific event, please follow the steps below:

  1. Go to the Baruch Calendar (http://wwww.baruch.cuny.edu/calendar )
  2. Find your event on the calendar and click on it. You should see the screen below after doing so.

  3. In the address bar (highlighted in blue at the top of the image), copy this URL/address. This is the link that you can distribute to users to see your event specifically in the calendar.

Creating a link to a set of events for distribution

If you wish to create a link to a set of events to distribute to users, such as all of your open houses, please follow the steps below.

  1. In the calendar service, click "Marketing" tab
  2. Click "Generate: Quick Link". You will see the screen below.

  3. Let's go over the view type which controls how your set of events will be displayed in the calendar. Options detailed below. It's recommended that you use "Summary" as the view type, but you can choose from one below.

    • Grid - Shows events in a grid

    • Category - Shows events in a list, organized in sets by category

    • DateTime - Shows events in a list, organized in sets by Date/Time – Similar to Summary view, but shows some description text of the event and the time is listed in the left-column

    • Location - Shows events in a list, organized in sets by location

    • Summary - Show events in a list, organized in sets by Date/Time - Similar to DateTime, but shows minimal information for the event (Image of Event (if any), Event Title, Start-End Time, Location) 

    • Gantt - Shows events in a gantt chart

  4. Look through the other options to find out the settings you want. For example, if we want to only show events for Open House events from the Accountancy department from the current day up to next year, we would do the following:
    • Category(s)/Subcategory(s) - Select "Open Houses"
    • Schools/Departments - Select "Accountancy"
    • Check off "Current Date to # of Days" and type in 365
  5. When you are done, click "Submit". Scroll up and you will see a new window labeled "Retrieve Quick Link". Copy this link, this will be the link you distribute to the users.

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