The Calendar app allows you to display events from different event apps all in one central calendar - on any page on your university website. You can display events from:
Applicant Open Days
Contact Manager
Event Manager
Mobile Event Capture
Pre Applicant Open Days
Once you add your events (and choose your colours) you can set it as:
Public Calendar - embed this onto your university website so students can click to book onto any event.
Private Calendar - subscribe to this from your own email (Outlook, Gmail, etc) and manage any event from one central location.
Public Calendar (embed this on your website for bookings)
Choose to display your public calendar in either Calendar or List layout:
Public Calendar Layout - visitors to your website can select any month, click to view then book onto any event:
Public List Layout - visitors to your website can select any month (ie: October which has 9 events), or search and then click to book any event:
Private Calendar (this is an event management calendar)
You can also choose to display your private calendar inside Student CRM in either Calendar or List layout:
Private Calendar Layout - Visible only to you in the Calendar app inside Student CRM: you can select any month (ie: October which has 9 events), or search and then click to manage any event inside Student CRM. This is NOT suitable for embedding onto a public website for students to use.
Subscribe to this in Outlook, Gmail, etc. (NB: If you subscribe to a private calendar inside your Outlook, Gmail, etc there is no list view.) This is NOT suitable for embedding onto a public website for students to use.
Private List Layout - visible only to you in the Calendar app inside Student CRM: you can select any month (ie: October which has 9 events), or search and then click to manage any event inside Student CRM. This is NOT suitable for embedding onto a public website for students to use.
FAQs:
Q. What is a Private Calendar used for?
A. For managing your events when logged in to Student CRM.
Q. What is a Public Calendar used for?
A. For taking student bookings on your website.
Q. How many calendars can I create?
A. As many as you like, up to 1,000. Should be more than enough.
Q. Can I change the colours?
A. To change the colours you select one colour per event occurrence (ie: POD events could be green, AOD events could be blue).
Q. Can I add text above an embedded calendar?
A. Yes, type into the 'Calendar text' field in the '2. Content' step and click the 'Display' box.
Q. How can I edit the promotional text that appears on each event?
A. Use the 'Event promo text' field when editing each event in its occurrence. See this article for more info.
Q. Can I show draft events in a public calendar?
A. No. Draft events are for private calendars only, as they let you manage events that you have not yet set 'live' in Student CRM. Draft events will never show in a public calendar.
Q. What happens when an event reaches capacity?
A. Events that have no more capacity display the 'Event Closed' message to prevent any more bookings being taken. Students can see them but can't book.
Q. What happens when an event goes past their 'last booking' date/time?
A. Events that have gone past their 'last booking' date/time (set in each event) still show but now display the 'Event Closed' message to prevent any more bookings being taken. Students can see them but can't book.
Q. Why does my embedded public calendar show the message "Sorry but this calendar is offline right now."
A. This is because the calendar's status is not 'live'. Just update the status and it will display again.
Q. Can I change the look and feel?
A. Yes. Use one of the built-in themes or create a custom theme of your own using CSS.
Q. Does this work on a smartphone?
A. Yes. Beautifully.
Q. What happens if I embed a private calendar onto a web page that the public can visit?
A. Technically it will display just fine. The only problem is that when a member of the public clicks onto any event it will attempt to go to that deep page inside Student CRM. As the person will not be logged in they will not see anything except an error message. (They will NOT be able to manage any event. To manage an event a person needs to be an active Student CRM user AND be currently logged in.)
Q. Can other Student CRM users see my private calendars?
A. No. When you create a private calendar it only appears in your Calendar app, not anybody else’s. If, however, you did want to share a private calendar you would simply share the iCal link with them. They could then subscribe to your calendar in their own Outlook, Gmail etc.