Quick Reference Guide
Event Administration
Request an account:
● Send email to calendar-admin@columbia.edu. Training will be scheduled prior to account activation.
How to Get Help:
● Navigate to Events Homepage - events.columbia.edu and click “ Calendar Administration”
On the “Columbia University Events Administration page” click the Training tab.
➢ User Manual, FAQs, Quick Reference Guide and video tutorials are available here.
➢ For additional information, send email to calendar-admin@columbia.edu
Logon:
● Open Browser and Navigate to events.columbia.edu
● Click “Calendar Administration” Click the “Log in” Button , Enter UNI and Password
Choose Administrative Group After Login:
● If you have access to one calendar group, the calendar group name will be displayed in the upper right and left corners of the screen.
● If you have access to two or more calendar groups, Click on the name of the calendar group you would like to work with.
Add Event:
● Click the add event icon
● Enter Title (Required) / Enter Start date and End Date (Required) (click “Date” Enter end Date & Time or Duration)
● Select Calendar- cals/MainCal or special/Private for private events
● Click event recurs OR event does not recur
● Click confirmed
● Enter the event description (Max characters 1000). (Note: Only cut/paste text from notepad) (Required)
● Enter “Additional Information” Label and Text Click Bold Underline or Red (Optional) “Note: This will only be displayed on the
University Events homepage. This information will not be included when uploaded to other calendar.
● Enter Cost (Optional)
● Enter Event URL (Optional)
● Enter Image URL link or upload image (100,000 bytes max) (Optional)
● Select Location - Select Location from drop-down menu (Required)
● Enter Room Number/Area – Click Add next to Room text box , Enter Room # or area Click add
● Select Contact from drop-down menu (Required)
Create Recurring Event:
● Complete steps listed under “Add Event” (see above) 1a. Click “event recurs” 1b. Select “Frequency”
● Complete one of the frequency sections
Create Registration - Basic: - Stores UNI/Email for each restraint
● Complete steps listed under Add Event” (see above) Click “Users may register for this Event”
● Enter Max tickets allowed for event Enter Max tickets per user Enter registration open date, time and time zone Enter registration
Close date, time and time zone. Note: The duration between the registration open and close date must be at least 24 hours.
Create Registration – Custom Forms: - Stores UNI/Email for each restraint
● Complete steps listed under Add Event” (see above) Click “Users may register for this Event”
● Enter Max tickets allowed for event Enter Max tickets per user Enter registration open date, time and time zone Enter registration
Close date, time and time zone.
● Select A previously created registration form (field collection) OR
● Click add/manage to create a new registration form
1. Click Add New Custom Field Collection – Enter Name of New Form
2. Select field type from the Add New Section – Click Add
3. Enter System Name and Label
4. Publish and Lock
Select Tag(s): Click the checkbox for each tag that should be associated with this event
● Location (Required )- Select 1 location
Events Open To (Required) - Select 1 or more
● Type
(Required)- Select 1 or more Types
Category (Optional )- Select none, 1 or more
Approve Event: (Approver)
● To approve an event you must have “Approve” permission. Send email to your Calendar Group administrator to request this
permission.
● Click the Approval Queue tab / Click the “Title”
● Click check box next to “University Events Calendar” (or other calendar) in the “Suggest to” section at the bottom of screen
● Review the event and make all necessary changes then Click “Update Event”
● Click Approve Event - The event will be sent to the “University Events Calendar” queue for approval. Your event should appear on the
University Events Calendar home page within 3-4 days.
Suggest to University Events Calendar or Other Calendar: (Approver)
● Select the calendar(s) from the suggest to section. Click approve event. The event will be approved to your calendar and suggested to
the selected calendars.
Manage Event/Edit: (Approver)
● Click the “Manage Events” tab Click on the “Title” of the event you would like to edit
● Make the necessary changes then Click “Update Event”
● Edit Screen Options “Copy Event” / ”Update Event” / ”Delete Event” / Return to list
Add event to Google Calendar: - Navigate to events.columbia.edu
● Search to locate the event you would like to add to your calendar - Click the event title - Then click the icon - Your Google
calendar will open and give you an opportunity to save the event to your Google calendar.
Add event to Other Calendar: Navigate to events.columbia.edu
● Search and locate the event to add to your calendar - Click the “Add to Claendar” icon - Select the iCalendar icon to save the file
to your desktop.
● Open your personal calendar and upload the ics file
Search for Events:
● Click date of interest on the calendar widget or Click today tab - ( events will be displayed for this day and any days after )
● Click the month name on the calendar widget to display full calendar for the month
● Click one or more categories and tags in the right-hand navigation block to narrow your search
● Enter text in the “Filter By” box
Export Selected Events:
● Search for the events you would like to export (see “Search for Events” above)
● Click Export Options icon
. The search filters from step 1 will be displayed on the top line
Add New Location: Contact or Tag: Send email to calendar-admin@columbia.edu
Permalink:
● Open Browser and Navigate to events.columbia.edu
● Click the Event Title to expose the detail view
● Right Click - Select “Copy Shortcut”
● Navigate to place where link should be inserted
● Right Click - paste
Featured Event/Events Carousel: - To be considered for inclusion in the image carousel, events must be:
● Of importance or interest to the University Community
● Open to the public
● Accompanied by a relevant image. The image must have an aspect ratio of 525 pixels(w) by 229 pixels (h) with a resolution of roughly
72 dpi (Open your image using paint software like MS paint and change the size of the image)
● Send questions about the image carousel guidelines to featuredevents@columbia.edu.
Special Characters and Copying from Other Sources
● Copy content from the original source
● Open up Notepad.
● Paste the content into a blank notepad document
● Select all of your text from the notepad file and re-copy the content into the text box. The text should be free of hidden and special
characters.
Public Submission – Anyone with a valid UNI may submit an event (Do not use this method if you are a member of a calendar)
Submit an event to the University Events Calendar:
● Open Browser and Navigate to events.columbia.edu
● Click “Submit an Event”
● Enter UNI and Password
● Click “Add Event”
● Enter Title/Start and End Date/Description (All other information is Optional) Click Next Select or Enter Location Click Next Select
OR enter Contact Click Next
● Click the checkbox for each tag that should be associated with this event
● Enter email address / Enter Instructions or notes for your event / Click Submit for approval
● Click the pending events tab to view event / Click event title to edit.