University of Hawaii Instutute for Astronomy
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Help

Maintained by W-W

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IfA Calendar Help File

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.

Organizational Principles

  • 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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Publicity Categories

  • 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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Viewing calendars

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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Dos and don'ts

  • 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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