Using Calendar

Adding an event

To add a calendar event:

  1. Click month on Calendar to get an expanded month view
  2. In Calendar view click the New Event button
  3. On a New Event page select the type of event
    • A User Event will only be visible by the user currently logged in (i.e. the one creating the event)
    • A Group Event will be visible to a particular Group on the program (chosen from a drop-down list)
    • A Program Event will be visible to participants on the program in question. Only users with the capability to manage calendar entries at the program level can add program events.
    • A Site Event is a "global" event - visible in every program and on the calendar on the home page. Only users with the capability to manage calendar entries at the system level can add site events.
  4. Set the event properties
  5. Click Save changes

The different types of events can be visually filtered.

For example, if you (as a coach) wanted to hide Group event dates (events assigned to coaching Groups you create), click "Group events" on the bottom of the Calendar. This would hide all group events, and the color code would disappear from the link on the calendar. To show the events again, click the Group Events link again. This can make the calendar easier to read (especially if there are many events on the calendar).

Other features

  • Adding closing dates to program activities — assignments, interact/quizzes etc. will cause them to show up in the calendar block as program events.
  • View previous or future months.
  • Current date is outlined.

Calendar export

The Coaching hub allows users to export calendars so they may be imported into other calendar programs, as a backup or to create a copy. The coaching hub export process creates an ics file

There are two ways to create the ics file: creating an ics file for immediate downloading to a computer, or creating a url link that will create a defined calendar from a link without actually logging into the site.

Calendar Export-iCal buttons.jpg

At the bottom of a calendar page you will see the "Export calendar" and "iCal" links.

iCal quick link

Click on the "iCal" link at the bottom of the calendar to show a "Opening icalexport.ics" popup window. Here you can save the file to your local computer or open it with MS Outlook.

Note: you cannot select individual items to include in the exported file with iCal, all events will be included.

Export options for an ics file

Click on the "Export calendar" button at the bottom of a calendar will bring you to the Export page with options.

  1. Select "All events" or "Events related to programs"
  2. Select the time frame: "This week", "This month", "Recent and next 60 days".

Now you have a choice to create an icalexport.ics file or to create a url that will create the icslexport.ics file via a link.

Click on the "Export" button will bring up a "Opening icalexport.ics" popup window. Either save the file or have MS Outlook open the file directly.

URL file

After pressing the "Export calendar" button at the bottom of the calendar page, select the events and time frames you wish. The "Get URL address" button will create a URL address. Copy and paste the url link into an email or any HTML page. This link will compile the icalexport.ics file. For example:

Importing the hub calendar into other calendars

Mozilla Thunderbird/Lightning

  • Enter into calendar mode by clicking the Calendar icon at the bottom-right of the client
  • Click Calendar -> Import... then locate the exported iCal file

Note: changing an event in Thunderbird/Lightning will not change the event in a hub calendar as well, you must do that yourself.

Subscribing to a calendar in Outlook 2007

If you use an Outlook 2007 calendar, you can have your hub calendar events overlaid on top (or placed side by side) by following these steps:

  1. Go to the calendar view in your hub install and find the orange ical icon at the bottom and right click it, choosing "copy link location". This link will permanently subscribe to the calendar events for the currently logged in user.
  2. Open Outlook 2007 and go to Tools->account settings->internet calendars->new.
  3. Paste in the address you copied from the hub.
  4. Click OK and close.
  5. You should now see another calendar available on the left hand calendar bar, underneath 'My Calendars'. Enable this and Outlook will update the calendar every time it opens.
  6. Right-click on the tabs to choose between 'side by side mode' and 'overlay mode'.

Google calendar

In the coaching hub, create an export file (icalexport.ics, as detailed above) and save it on your computer.

In Google Calendar, use the settings link (usually near the sign out and help links) and select the settings tab. This will bring up the "Import Calendar" pop up window. Select the file to import and the Google Calendar the file should be imported into.

See Upcoming Events

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