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Click on a topic on the left to learn how to use the
IfA Calendar to keep track of events and room reservations
on all three islands.
The calendar uses "Calcium" from Brownbear Software
as its engine. Further information is available in
the "Calcium" help pages.
- The calendar serves two purposes. It allows IfA staff to reserve public rooms for specific events, and, optionally, advertise these events on public calendars appropriate to the three Islands.
- This calendar system is "do-it-yourself";
IfA staff will normally make their own room reservations
and arrange for public events to be displayed on the calendar.
- All events are entered in the form of a room reservation
or as an "other event".
- Any event in a reservation calendar can be tagged "No
publicity" or "Publicize locally" or "Publicize
Interisland". Events that have been tagged for publicity
then automatically appear on one or more of the Manoa,
Hilo, or Maui calendars.
- The "Manoa Calendar" displays all events considered by the poster to be of
interest to Manoa-based IfA staff, even if they occur
on another island. Likewise the Hilo and Maui Calendars.
The "All IfA" calendar displays all room reservations
and other events throughout the institute, including those
that are not publicized; it contains too much information
for day-to-day use, but can be useful when scheduling
a future meeting,
Who can access the calendar?
- The calendars are all visible to the whole world, but
only people who are registered and have a password can
add or edit events.
- Any IfA member can apply for a password, and can then
make their own room reservations. We need a password
system to keep hackers out, and also so that we can tell
who made a reservation.
- You can get a password from either Wynn-Williams
or Raja
- There are two main classes of registered users:
- Faculty status. Most IfA staff
member would be given so-called "Faculty"
status; once an approved "Faculty" has logged
in, he/she can add, edit, delete or copy an event
into any location calendar (except the director's
conference room), but cannot edit, delete or
copy anyone else's event. An event is "owned"
by the person who entered it
- Secretary status. "Secretaries"
can add, edit, delete or copy all events in the location
calendars, including those belonging to other people.
This extra power gives them the ability to resolve
conflicts among "faculty" users.
- Only members of the Director's staff can enter or edit
events in the Director's conference room.
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- Anyone who adds (or edits) an event will normally put
it into a "category" which determines whether,
and how, it appears in an island calendar. The main options
are
- No Publicity. Same as blank. White background.
- Local Publicity. Considered to be relevant
only to staff on a single island. Pale green background.
- Interisland Publicity. Considered
to be relevant to staff on all islands. Pale yellow
background.
- Other categories are variants of the above but are displayed
using different colors:
- Colloquium. Like "Interisland Publicity" but orange background.
- Deadline. Like "Interisland Publicity" but pale red background.
- Class. Like "No publicity", but blue
background. Used for graduate program lectures.
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When you go to the calendar home page (http://www.ifa.hawaii.edu/ifa/calendar.htm)
you will see Manoa calendar in the main right-hand frame.
The current week will be displayed at the top of the calendar,
with the current date in red. Use the left hand column to
change the calendar being displayed. Use the grey
toolbar to change the month on display.
You can also change to a daily, weekly or yearly calendar
using the buttons on the bottom . of the page. You can also
change from a block view to a list view.
You can use the "search" and "filter"
buttons to find specific events.
You can go directly to the Hilo or Maui calendars by typing
http://www.ifa.hawaii.edu/ifa/calendar_h.htm or
http://www.ifa.hawaii.edu/ifa/calendar_m.htm
How to enter a single event
- Login using the link on the left of the screen
(when logged in you will see your name at the bottom of
the calendar).
- Choose a reservation calendar from the drop down menu.
- Click on the relevant date itself
- Set the following:
- Date (compulsory)
- Text for a new event (compulsory)
- Start time (optional: if absent you will have an
all-day event)
- Stop time (optional)
- Category (optional). Choose the publicity category
that describes how you want your event to be publicized.
More about categories.
- Set text and background colors if you don't like
the default ones (optional).
- Click on the "Create event" button (they are
all the same)
- Check your entry by clicking on the bright yellow "View
calendar" box in the top of the page.
- Logout if you are done adding or editing events
- See also Calcium help: Adding,
Editing and Deleting events
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How to edit an event
If you have "faculty" status you can only edit
or delete an event that you own, but if you have "secretary"
status you can edit or delete anyone's event.
- Choose the reservation calendar that contains the event
- Click on the date of the event (not the event
itself)
- If you own an event on that day, or have secretary privileges,
the event will appear near the top of the page with "Edit"
and "Delete" buttons.
- Click on the Edit button
- Make any changes
- Click on the "Replace event" button
- Go back to work by picking a calendar to display from
the left-hand frame
- See also Calcium help: Adding,
Editing and Deleting events
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How to copy an event
You can copy an event to another date or to another local
calendar. This latter facility is useful for setting up
teleconferences in two rooms simultaneously. If you have
"faculty" status you can only copy an event that
you own, but if you have "secretary" status you
can copy anyone's event.
- Choose the reservation calendar that contains the event
- Click on the date of the event (not the event
itself)
- If you own an event on that day, it will appear near
the top of the page with "Edit" and "Delete"
buttons.
- Click on the Edit button
- Enter the new date, and/or select a new room from the
drop-down list.
- If the event you are copying has "Publicize interisland"
or "Colloquium" stats, change the category of
the second event to "No publicity", otherwise
the event will appear twice on the display calendars.
- Click on the "copy event" button
- Go back to work by clicking a calendar to display from
the left-hand frame.
- See also Calcium help: Adding,
Editing and Deleting events
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How to set up or edit a repeating
event
- You can schedule a series of events by using the "Repeat
Information" section of the add/edit window. It is
pretty self-explanatory.
- If you try to edit a repeating event you can choose
to edit "All" or "Only this instance".
Once you modify a single instance of a series, it is no
longer part of that series.
- See also Calcium help: Adding,
Editing and Deleting events
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How to make a URL link or a "popup"
for an event
- You can make a link from an event to a relevant web
page simply by entering a URL starting with "http://....."
(eg "http://www.ifa.hawaii.edu/ifa/owen_lecture.htm")
in the box marked "Enter a URL.....window" on
the Add/Edit page.
- If you enter any text that does not start with "http"
it will appear in a pop-up box that opens when a reader
clicks on the name of an event.
- See also Calcium help: Adding,
Editing and Deleting events
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How to set up email reminders
about an event.
- You can send immediate notifications to any email address
(such as ifaall) using the "Email notification"
section of the Add/Edit page. The message goes out
when you create or edit an event.
- You can send two automatic notices to any email address
(such ifaall) at times you select from 5 minutes to 2
weeks before an event. The message will include
any text or URL you have included in the "Enter a
URL or text for a popup window" box
- See also Calcium help: Adding,
Editing and Deleting events
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- Don't mess with the box marked "When included
in other calendars" when adding or editing events.
The box should display the default message "Display
this event" .
- If you have "secretary" status and are logged
in, you will see a link marked "Settings" at
the bottom of each calendar. It leads you to a screen
called "Calendar Administration". Please
do not mess with any of the settings here; any changes
will affect everybody.
Contact
For bugs, ambiguities and inconsistencies contact Wynn-Williams
or Raja
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