Adding/Editing Events
Once you've created a calendar for your group, it's highly probable you'll want to add events at some point, or edit the events you've already added. Read on to learn how!
Canceling a Single Occurrence of a Recurring Event
Adding Events
1. To add an event to your group’s PlanIt Purple calendar, visit the Admin page and login using your NetID and password if necessary. You’ll see your Dashboard, which will contain a list of the calendars you administer. Click the name of the calendar on which you want your event to appear.
2. To the right of the subheading “Upcoming Events,” click “+ add an event.”
3. Enter the name of your event in the “Title” field, and a brief description of the event (if necessary) in the “Description” field. The description field allows basic HTML formatting.
4. If you have a web site you’d like to link to with more information on your event, copy and paste the URL into the “Event-Specific Link” field.
5. Choose an Event Category from the pull-down menu marked “Event Category.” Your default Event Category can be changed from the your calendar's admin panel. A guide to event categories:
Academic: Events that present learning opportunities and/or are related to Northwestern’s course listings.
Fine Arts: Events specific to the Fine Arts (such as gallery displays or music recitals)
Athletics: As you may have already inferred, these events are sports-related.
Social: These events are more leisurely than scholarly.
Lectures & Meetings: Events by established clubs, groups, or committees, whether student- or faculty/staff-based; also academic talks and discussions.
Religious: Events involving spirituality or worship.
Other: Events not related to any of the above categories.
6. Specify the date and time of your event using the “Event Occurrences” panel. Choose the event date by clicking the button next to “Date,” then clicking on the date of your event in the calendar that appears. NOTE: If your event occurs on more than one date, click the “Recurring Schedule” tab and follow the directions for creating a Recurring Event. Choose the start and end time of your event if applicable; for all-day events, leave these fields blank.
6a. If your event occurs on more than one date, click the “Recurring Schedule” tab and choose the day or days on which the event takes place. Choose the start and end dates for the event, as well as the start and end times. Then choose the event location.
As you follow these steps, a preview of the event dates you’re specifying will appear in the bottom of the “Event Occurrences” box. When you've finished entering event information, check the preview to make sure the correct event occurrences are listed there. If they are, click "Add to Schedule." The series you've just scheduled will appear as scheduled below. If you find you've made an error, simply click the "Remove/Cancel" button to the right of the event listing.
If your event occurs at different times or locations on different days, return to the top of the "Event Occurrences" box and enter information for the differing event times, dates, and/or locations. When the differing events are previewed correctly, click "Add to Schedule" as above.
7. Click the appropriate button to specify the event’s location, if any. If you click either the Evanston or Chicago Campus buttons, the "Building" and "Room/Comments" fields will appear. Begin typing the name of the building where your event will take place in the "Building" field. Potential matches for the building name you're typing will appear in a list underneath the field; click on the appropriate building when you see it listed.
In the Room/Comments field, type the room number or name where your event will take place, if applicable. You can also include any additional relevant directional information in this space. If you click on the "Off Campus" button, fields appear for the Street address, City, State, and ZIP code of the event location; fill these in with the appropriate information.
8. In the "Event Contact" section, click the button next to the appropriate contact person. Clicking "Me" or "Calendar Contact" will list the contact information of either you or the calendar's designated contact person. (The designated calendar contact is specified in the Calendar Admin panel, accessible through the dashboard.) If the event contact is someone else, click the "Someone Else (Specify)" button and enter that person's Name, Phone number, and Email address in the fields that appear to the right.
9. Specify the Event Audience by clicking the appropriate checkbox. Events can be intended for Students, Faculty/Staff, the General Public, or any combination of the three.
10. If there is an admission charge for the event you're entering, specify it in the "Event Costs" fields. Enter the price of admission in the "Price" field, and show to whom that admission cost applies in the "Audience" field. Note that you can enter text in the "Price" field if necessary. (EXAMPLE: Student admission is $12, or $10 with a can of soup.)
If your event will charge different admissions to different audiences (EXAMPLE: Student admission is $12, Faculty/Staff admission is $20, and Senior Citizen admission is $45), click "add alternate price" and add the relevant information.
11. When this information is filled in, click "Submit." Your event will be added to the appropriate group's calendar. When you visit the calendar administration panel, your event should be visible under the "Upcoming Events" section.
Editing Events
If you administer a calendar in PlanIt Purple, chances are at some point you'll need to change, delete, or cancel an event you've already entered and saved. Keep reading to learn how to edit a single event or instances of a recurring event, and how to delete an event or mark an event as cancelled.
NOTE: To perform any of the tasks listed in this section, you must first click "Calendar Administration" at the top right-hand corner of the PlanIt Purple home page. Log in using your NetID and password if necessary. This will take you to the Dashboard.
Editing a Single Event
1. In the Dashboard, click the name of the calendar containing the event you want to modify. This will take you to the calendar admin panel.
2. Find the event you want to modify; it should be listed under the "Upcoming Events" heading. Click "[edit]" next to the event's title. The event will open in the Event Edit screen, and all fields will be editable.
3. Make the necessary changes to the event listing. When you've finished, click the "Save" button at the bottom of the screen, or, if you realize you're changing an event you don't want to change, click "Discard Changes."
NOTE: After you click "Save" or "Discard Changes," you will remain in the "Edit Event" screen; however, a message will appear in green at the top of the page saying your changes have been saved. While your event will remain open in the "Edit Event" mode, rest assured your changes have been made.
To return to the Calendar Admin panel, click the "Calendar" tab at the top of the page. To return to your Dashboard, click the "Dashboard" tab.
Editing a Recurring Event
1. In the Dashboard, click the name of the calendar containing the event you want to modify. This will take you to the calendar admin panel.
2. Choose one of the following:
If you need to edit a single instance of a recurring event:
Find the instance of the recurring event you need to change, and click "Edit" next to it. You'll enter the Edit Event screen. Under the heading "Edit Single Event" at the top of the page, you'll see text informing you that you're editing a single instance of a recurring event. The date of the single instance you're editing will be listed.If you need to edit all instances of a recurring event:
Find any instance of the recurring event you need to change, and click "Edit" next to it. You'll enter the Edit Event screen; at the top of the page will be text stating that you're editing a single occurrence of a recurring event. Click the "edit entire series" link to edit all recurrences of the event.
3. Make the necessary changes to the event listing. When you've finished, click the "Save" button at the bottom of the screen, or, if you realize you're changing an event you don't want to change, click "Discard Changes."
NOTE: After you click "Save" or "Discard Changes," you will remain in the "Edit Event" screen; however, a message will appear in green at the top of the page saying your changes have been saved. While your event will remain open in the "Edit Event" mode, rest assured your changes have been made.
To return to the Calendar Admin panel, click the "Calendar" tab at the top of the page. To return to your Dashboard, click the "Dashboard" tab.
Canceling or Deleting Events
NOTE: There is an important difference between marking an event as cancelled and deleting an event outright.
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- Marking an event as cancelled leaves the event in the PlanIt Purple database, but notes it as having been cancelled. It's a good idea to use this option if you want to inform people who were thinking of attending your event of its cancellation.
- Deleting an event altogether completely removes the event from the PlanIt Purple database. This is an option you should probably use only if you've entered an event by accident, or entered an event with blatantly incorrect information in it.
Canceling a Single Event
1. In the Dashboard, click the name of the calendar containing the event you want to modify. This will take you to the calendar admin panel.
2. Locate the event you want to mark as cancelled, and click the "edit" button next to the event title.
3. Under the heading "Event Occurrences: Where & When," click the checkbox next to "Flag Event as Cancelled."
4. Click the "Save" button at the bottom of the page. The event you're editing will now show up in PlanIt Purple as cancelled.
Canceling a Single Instance of a Recurring Event
1. In the Dashboard, click the name of the calendar containing the event you want to modify. This will take you to the calendar admin panel.
2. Find the instance of the recurring event you need to change, and click "Edit" next to it. You'll enter the Edit Event screen. Under the heading "Edit Single Event" at the top of the page, you'll see text informing you that you're editing a single instance of a recurring event. The date of the single instance you're editing will be listed.
3. Under the heading "Event Occurrences: Where & When," click the checkbox next to "Flag Event as Cancelled."
4. Click the "Save" button at the bottom of the page. The event you're editing will now show up in PlanIt Purple as cancelled.
Canceling all Occurrences of a Recurring Event
1. In the Dashboard, click the name of the calendar containing the event you want to modify. This will take you to the calendar admin panel.
2. Find an instance of the recurring event you need to change, and click "Edit" next to it. You'll enter the Edit Event screen; at the top of the page will be text stating that you're editing a single occurrence of a recurring event. Click the "edit entire series" link to edit all recurrences of the event.
3. Under the heading "Event Occurrences: Where & When," you'll see the series (or multiple series) of events you've scheduled. To the right of the box are checkboxes marked "Cancel." Click as many of these boxes as appear.
4. Click the "Save" button at the bottom of the page. The event you're editing will now show up in PlanIt Purple as cancelled.
Deleting a Single Event
1. In the Dashboard, click the name of the calendar containing the event you want to modify. This will take you to the calendar admin panel.
2. Locate the event you want to delete, and click the "delete" button next to the event title.
Deleting all Occurrences of a Recurring Event
NOTE: It is currently impossible to delete a single instance of a recurring event. Deleting a single instance of a recurring event deletes the entire series.
1. In the Dashboard, click the name of the calendar containing the event you want to modify. This will take you to the calendar admin panel.
2. Locate any instance of the recurring event you want to delete, and click the "delete" button next to the event title.
