Adding an Event

When you log into the LiveWhale application, you'll be placed into the Your Events screen.

Note: If you are a member of more than one Calendar Group, you can switch into that group by hovering over your name in the upper right-hand corner, and then clicking the Switch groups: option. Select the appropriate group name from the drop-down menu.

Add a new event:

  1. Click the Add New button, or the Add an event link in the top banner.
  2. Event Title:
    Enter the event's title in the space that says, Enter a title for this event. *This is a mandatory field.
  3. Event Summary:
    Enter a brief 1 (or max 2) sentence into the Add a short summary option to describe the event. This should not be the event description. The Summary will appear underneath your event's title on the public calendar list of events. You can use the basic text formatting options (bold, italic, underline) to enhance your text. You can also add a link to another URL.
  4. Event Image:
    To add an image to your event, click the image icon or the Add/change images link. This will open up the Add/change images window. Images are taken from your Group's Image Library or may be selected from the Global Image Library. To choose an existing image from your Image Library, click the image under Your image library. If you want to upload a new image to attach to this event, click the Upload Images button on the lower left-hand corner of the window. Newly uploaded images will be added to the Image Library and attached to this event. 
  5. Featured Event:
    If you wish for your event to be added to our featured event section on the public calendar page, click the star next to Featured event in order to highlight it. Keep in mind that we can only feature up to 4 events per day. Note: To be considered for our Featured Events listing, your event must have an associated image.
  6. Date & time:
    Enter in the event's date into the Event Date option. In the & time option, enter in the event's time. If this is an all-day event, check the box labeled All Day. If you wish to add an end date or time, check the box labeled Add ending date & time, and enter in the appropriate information. If you wish to create this event in a different time zone other than your default time zone (which, for most folks is EDT), select the appropriate time zone by clicking on the button labeled EDT. This will open up a drop-down menu from which you may select the appropriate time zone for your event. Read more about changing the time zone for your event.
  7. Repeating Event Settings:
    If this event should repeat on a schedule, check the box labeled Repeating event. From the drop-down menu that says, How often?, choose your repeating schedule. Read more about Managing Repeating Events.
  8. Location:
    For Event location, add the name and/or address for the location for your event. If you want to choose from a list of pre-populated university locations, click the Use one of your saved locations link. Scroll through the list of Saved Places to find your location. If you want to add a map to your event (and we recommend that you do!), click the Plot this event on a map?. If your location is not already in our global location list, in the space that says Address, ZIP, coordinates, or other location info ("Golden Gate Bridge," etc.) for mapping:, add in the location details, and click the Add button. If the location marker pin isn't in the correct location, you may drag the pin to adjust it to he exact location of your place. If you would like to re-use this location for future events, click the checkbox next to Save location, and it will be added to your list of saved places.
  9. Event Visibility:
    Next to the Post event as option, the drop-down menu that by default says Live, will also allow you to choose Hidden. Live will publish the event immediately. Hidden will save your content in draft form, and hide it from the public calendar until you are ready to publish it.
  10. Event Type (Category):
    On the right-hand side, under Event type (or types) for this event: check off any relevant event type to which the event belongs. Note, you must select at least 1 event type.
  11. Tags:
    Note that when you select an Event Type, some useful and popular Tags will be suggested to you as you create an event. Click on the Tag to select it. You can also start typing in the space provided and if a Tag is already in the system, it will be suggested as you type. To see a list of all Tags in the system, click on Show all tags.  Or, add your own Tags in the space provided. Type a comma (,) and hit the return key after you enter each Tag. Each Tag you enter will be saved to your calendar Group's Tag Library.

Add event details:

In the Add event details section, you may either enter in an Event description, or click link to another site for event information to have your event entry automatically redirect to another web page.

  1. Event description:
    In the Event description section, make sure to include as many details about your event as possible. For example: event participant names, sponsoring departments, whether an ID is required to attend, etc.  You can use the utilities on the formatting toolbar to enhance your text. You can also insert images, and audio or video files (hosted on an external source).
  2. Link to another site for event information:
    If your event should link to an external event URL, click link to another site for event information and then enter the URL for the event. Your external url will be validated upon saving the event data.
  3. Contact Information:
    Add the Contact information for this event. By default, your Calendar Group's public name will appear on the published event page. However, we encourage you to fill out this space with additional contact information: phone number, email address, etc. Note, if you enter an email address, but do not make it a mailto link, this will be done automatically for you.
  4. Event cost:
    For Event cost, you may add the word Free, or put in the amount of the ticket/registration fee. Best not to leave the field blank.
  5. Briefing:
    The Briefing field is a special field for internal data processing used by one of our Calendar Groups. It is not required to add any data in this field. Information added to this field will not show up on the public display of your event details, but will show up in feeds (.ics, .rss) of your events.
  6. Related content:
    In the section labeled Related content, you may enter in an associated URL for your event, or reference a file you've uploaded to your File Library.
  7. RSVP:
    To add a basic RSVP to your event, put a check mark in the box next to RSVP. There are some specific settings you may wish to implement, so we encourage you to read more about Creating RSVPs. If you've created a RSVP, read more about Managing Event Registration.
  8. Privacy Options:
    By default, all events are visible to the public. If you wish to privatize an event, you have 2 options:
    1. You may choose to show events to your
    2. You may add a password restriction so only a logged-in user may view your events.
  9. When you have finished entering in your event information, click the Save button, or if you want to see your event as it appears on the calendar, click the Save and Go to Event button.