Add an Event

Use this form to add an event to a group's calendar. Note: To add an event to a group calendar, you must have Events Manage privileges and/or be a member of that group.

To add a calendar event:

  1. From All Groups, click the name of the group to whose calendar you want to add an event. This takes you to the home page for that group.
  2. Click the Calendar tab above the Group Notes heading. This takes you to the calendar for that group. Then click Add Event, which takes you to the Add Calendar Event page. Another option is to click Add next to the Upcoming Events header on the group home page.
  3. For Event Name, enter the name of the event you want to add.
  4. For Date, select from the drop-down lists the month, date, year, and year for the event. The default is today's date.
  1. For Time, select from the drop-down lists beginning and end times, and the Time Zone.

Note: If you are want to schedule a multi-day or repeating event, use the Repeating and Multi-Day Options.

  1. For Repeating and Multi-Day Options, first select how often the event repeats (the default is Never which means the event does not repeat).  A typical repeating event happens weekly, monthly, etc.  To make an event that lasts multiple consecutive days, select Every Day.  Select an end date for the repeating, or enter a number of times to repeat.
  2. For Sharing, select with whom the event should be shared. Depending on the group settings, options may include the General Public, the Organization General Membership, or one or more groups. If your group is not configured to share with others, or if you do not have sharing privileges, the sharing options will not appear on this page.

Tip: To learn more about sharing, see About Sharing.

  1. For Event Type, select the type of event you are creating. If the type of event you want is not listed, see the Group Administrator Overview for how to add an event type or contact the group administrator for assistance.
  2. For Description/Call-in Info, enter a brief description of the event. All characters are allowed, except HTML.  This area is typically used for logistics information about the event, including a call-in number if applicable.
  3. For Agenda, enter a brief agenda if applicable.  All characters are allowed, except HTML.  If you want to upload a document as an agenda (or in addition to the text agenda), use the References section under Advanced Options and select "Agenda" as the Reference Type.
  4. For Send Email Notifications, you can check the boxes to send email about the event to your group and to all the groups with whom you've decided to share the event. In addition, you can CC additional email addresses.

Note: If you do not want a notification email sent, leave these options unchecked, and leave the text box blank.

  1. For Submitter Note, you may enter text that will appear at the top of your notification email.

Advanced Options

  1. For References, select existing or create new items to associate with the event.

Note: Referenced items are optional when adding a new event.

  1. The Existing References section contains a list of items (document, Internet address, and so on) to associate with the event. The default is none. This section is populated by selecting items from the Create References section and clicking Add More>>.

Note: Items on this list can be added and removed multiple times and are not associated with the event until the event itself is added by clicking Add New Event.

  1. For Create a new document/link, optionally enter the complete path or browse for a new document to upload to associate with the event and/or type in an Internet address (link) to associate with the event (for example,
  2. Reference options:
    • For State, select the state of the document/link (draft, final, and so on).
    • For Folder, select the Group document folder into which you want to add the new document/link.
    • For Reference Type, select the kind of document/link.

Note: The State, Folder, and Reference Type selected apply to both the new document and Internet address. If the event is added, the new document/link will appear in the sponsoring Group's document list in the specified folder.

  1. For Select an existing document/link, the top drop-down list contains all Group documents and links uploaded within the last month. The default is None; select one by clicking its name. Define its reference type by selecting an option from the Reference Type drop-down list (for example, Reference Document, Agenda, Minutes, and so on).
  2. To update the list using another time frame (for example, documents uploaded within the last one week, two weeks, and so on), select the desired time frame from the drop-down list and click Update Existing Document List. The top drop-down list is updated; select a document or link by clicking its name.
  3. When you are finished making selections in the Create a new document/link and Select an existing document/link sections, click Add More>>. The referenced items now appear in the Existing References section. To add more items, continue selecting references and clicking Add More>>. To remove an item from the Existing References list, click Remove Reference next to the item you want to remove.

Note: If a document is associated with an event, that event displays as a Referenced Item on that document's Details page.

  1. When you are finished, click Add New Event to add the event or Cancel to not add the event.

Note: Required fields are designated by an asterisk (*). If you click Add New Event and a required field is left blank, an error message appears in red at the top of the page and next to the blank field heading. Enter the required information and click Add New Event again.

  1. If you click Add New Event, you go to the Add Calendar Event - Success page, which shows the added event's details, including details for and links to all referenced items. From this page, you can select edit this event, delete or cancel this event, create another event or view the group calendar. The event is added to the group calendar and, if it is a shared event, added to the other specified calendars. If new documents and/or links were created as references to the event, these now appear on the group's document list.

Note: When a shared event is added, the group name is automatically assigned as the sponsor of the event. This information appears on any calendars below the name of the meeting, in the event list next to the calendar.

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