The Schedule tool is essentially a calendar for the site. It gives the site administrator(s) the ability to create a calendar of events and/or deadlines (e.g. course assignment due dates, computer lab times, etc.). Once posted, events may be viewed by all site participants in a variety of formats.
[ Back to Top ]To add Schedule items, complete the following steps:
- Open the Schedule tool and select the Add button
- On the New Event page, complete the required fields (indicated by red asterisks) - Title, Date and Start Time .
- Specify either the Duration or the End Time. (They are optional and specifying one will determine the other.)
- Specify other optional items:
- Message - You may add text to be displayed with the scheduled item using the embedded WYSIWYG editor. This text will display under the "description" field when site participants click on the event to see more details.
- Display to Site - By default, all site participants will see the new event. If the site has groups and/or sections, a radio button will appear entitled "Display to Selected Groups." This allows the site administrator to specify that the event be made viewable only to site participants within selected groups and/or sections. Choose groups and/or sections, as appropriate.
- Frequency - By default, the event will be displayed only once. By selecting the Frequency button, you may alter the frequency to be daily, weekly, monthly or yearly.
- Event Type - By default, the event is listed as an activity. However, you may choose any of the options presented in the drop-down box which will also change the icon displayed. A legend showing the various event types and associated icons is located at the bottom of the main Schedule page.
- Event Location - Type a description for the event location.
- Attachments - Add any attachments (files or website links) to be displayed with the event. Note, multiple files and/or website links may be attached to the event. Also, you may specify existing site Resources (either from the current site or other sites of which you are a participant) to be added to the Schedule event.
- Select Save Event to post it to the site calendar.
To revise Schedule items, complete the following steps:
- Select the event from any Schedule view.
- Click the Revise button for the event.
- Make changes to the event.
- Select Save Event which will post revisions to the site Schedule.
[ Back to Top ]Views: Several views of the Schedule are available from the View drop-down box on the Schedule tool screen. They are:
- Calendar by Day
- Calendar by Week
- Calendar by Month
- Calendar by Year
- List of Events
Each view displays posted events as underlined items with an icon identifying the type of activity. A legend showing the various event types and associated icons is located at the bottom of the main Schedule page.
Details of posted events can be displayed by clicking the underlined event title.
The List of Events view in the View drop-down box displays a chronological list of Schedule events. This list can be toggled between "Sort by date ascending" and "Sort by date descending" by clicking on the heading for the date column.
Also, the List of Events view provides the ability to filter events by start/end dates. To use this feature, set the appropriate start/end dates using the filter drop-down boxes (or the Popup date selector next to the drop-down box) and select Filter Events.
By default, the start and end dates for the List of Events view are set to coincide with whatever Calendar view was last selected (day, month, year). For example, if a user chose to view events by month and selected the month of March, then the start/end dates for the filter would be March 1/March 31 when they subsequently switched to the List of Events view.
Printable Versions: The Day, Week, Month and List of Events views of the Schedule provide an option for the user to view a printable version of the calendar using Adobe Reader. Once the calendar has been opened in the printable version, it may be viewed, printed, saved or otherwise managed as any standard PDF document.
Navigation Buttons: The Day Week, Month and Year views of the calendar provide navigation buttons (in the upper right part of the screen) to allow users to quickly go to the previous, next or current time period, as appropriate.
Merging Schedules: In order to merge schedules from other sites, follow the steps below:
- Select the Merge button on the Schedule screen. This will open the Merging Calendars screen and display the calendars from sites that the current user had permission to view.
- In the Show Schedule column, check the boxes for the sites for which you wish to merge events.
- Select the Save button to effect the merge. (Merged calendars may be subsequently separated by unchecking the appropriate Show Schedule check box at a future time.)
[ Back to Top ]To add a field to an event, select the Fields button on the Schedule screen and follow the steps below:
- On the Add/Revise Fields screen, enter the name for the new field in the Field Name box and select Create Field. The new field will be displayed in the Field Name list. Repeat this step for as many additional fields as are necessary.
- Select the Save Field Changes button to add the additional field(s) and return to the Schedule screen.
- In order to populate the additional fields with data, select any existing event and click its Revise button (or create a new event). The Revising schedule item screen will open and the new field(s) will be displayed with text box(es) for data entry.
To delete a custom field from an event, select the Fields button on the Schedule screen and follow the steps below:
- Check the Remove? button for the field(s) you wish to delete.
- Select Field Changes. You will receive a warning asking you to confirm that you want to remove the field. If so, select Save Field Changes a second time.
- The checked field(s) will be removed.
