Managing the Museum's Event Calendar

The Museum's main events calendar is managed using a Concrete5 add-on called ProEvents. Users with admin access to ProEvents will be able to add new events and edit any information about an event. Other users without admin access may be allowed to edit the content of an event, but will need to ask a calendar admin to update an event's title, date, time or location.

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Concrete5 - Editing an Event's Text and/or Images

Learn how to edit the text and images for an event on the calendar. (If you need to update an event's name/title, date, time or location, please contact Marketing.)

Topics Covered:
0:00 – intro
0:16 – click on Sitemap on the Dashboard
0:22 – event entries are listed under Home > calendar > Calendar: Grid View
0:45 – locate event you want to edit, click and select Visit from popup menu
0:55 – click on Edit button in the white toolbar at the top of the page
1:15 – mouse over area to edit, click on it when it turns gray and select Edit
1:22 – note that only post content can be edited, not an event’s title, date, time or location (contact Marketing if any of these items need to be altered)
2:00 – edit content just like any other page in Concrete5
2:30 – click blue Save button to save your edits in the Editing window
2:35 – click on Editing button in the top white toolbar to exit Editing mode
2:37 - enter your Version Comments and click blue Submit to Workflow button
3:10 – banner will show your edit has been submitted to Marketing
3:35 – your edit will not show on public calendar until it is approved

Download step-by-step instructions (PDF)

 


Concrete5 - Adding a New Event to the Calendar

Learn how to add a brand new event to the main events calendar using the ProEvents add-on. (For Calendar Admins only)

Topics Covered:
0:00 - intro
0:12 - finding the Pro Events section on the Dashboard
0:20 - be sure that an event does not already exist before creating a new event
1:28 - click on Add/Edit link on Dashboard or use shortcut arrow in upper right corner
1:45 - add the event title and category (title text is used for page URL, choose wisely)
4:15 - set event date and start/end time
5:10 - all day option (not recommended, use museum hours if an event is "all day")
5:47 - grouping dates
6:00 - recurring dates (daily, weekly, etc.)
6:52 - excluding dates
7:14 - adding event content (post tab)
7:20 - event description (teaser text shown when calendar is in List View)
8:12 - adding event content (text, images, etc. works just like any other web page)
12:50 - add event location on the Links tab
13:25 - make sure the address you use is copied from Google Maps to make sure the pin is placed in the right place on the map
13:42 - contact name and email is optional
14:05 - confirming event has been added properly

Download step-by-step instructions (PDF)

 


Concrete5 - Updating an Event on the Calendar

Learn how to update an existing calendar event using the ProEvents add-on. (For Calendar Admins only)

Topics Covered:
0:00 – intro
0:15 – access Pro Events through Dashboard
0:40 – make sure you update existing events instead of creating duplicates
1:45 – search list for existing event
2:24 – clicking on page link takes you to actual page (you can edit content, but not title, date, time or location) can be useful because it keeps old versions
3:45 – click on Edit Event button to access all aspects of an event
4:07 – change Event Title (page URL will NOT update to reflect any changes!)
4:22 – update Category if necessary
4:45 – update Date/Time
5:35 – all day option (not recommended, use museum hours 10-5 if an event is "all day")
6:00 - grouping irregular dates (rarely used)
6:12 - recurring dates (daily, weekly, etc.)
7:07 - excluding dates
7:27 – editing post content (previous versions will not be preserved if you make changes to post content here)
8:08 - event description (teaser text shown when calendar is in List View)
8:50 - update event text and image(s)
11:52 – update event Location if needed
12:11 - make sure the address you use is copied from Google Maps to make sure the pin is placed in the right place on the map
12:40 - contact name and email is optional
12:55 – save updates and confirm event has been added properly

Download step-by-step instructions (PDF)

 


Concrete5 - Approving Suggested Edits to Events

Learn how to approve event edits that are submitted by non-admin users. (For Calendar Admins only)

Topics Covered:
0:00 – intro
0:35 – you will be notified by email when content needs approval
0:40 – click on the Waiting for Me link in the Workflow section
0:50 – workflow approval process is the same as for other pages
1:12 – compare versions and approve changes (quick example)
1:25 – non-admins do not have access to the Pro Events area
1:45 – finding calendar events in the main Sitemap
2:00 – editing pages this way only gives access to event text/image content
2:25 – only admins can change title, date, time or location
2:45 – click on List under Pro Events to update the above items
3:05 – search for event needing updating
3:15 – click on Edit This Event icon (pen/paper) to open Edit Event window
3:27- update title and/or date, time and location
3:40 – do not edit content here unless you are okay with previous versions not being archived
4:38 – recommend editing event content through Sitemap, or by clicking on page title on the Pro Events listing
5:15 – summary

Download step-by-step instructions (PDF)