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Publishing your event calendar

So that visitors to your site can see your events and register for them, you can add an event calendar to a page on your website – and restrict access to the page by  membership level member groups , or to administrators only. You can set up multiple event calendars, each displaying a different set of events (e.g. training vs. social events).

You can customize each event calendar by adding introductory text, choosing the default view, and controlling what type of events are included.

You can also control the visibility of individual events, so that only certain kinds of members  – or only administrators – can see them.

Event calendars – like other site content – are inserted as gadgets, in this case, an event calendar gadget. You cannot add an event calendar gadget – or any other singular gadget – to a page template or system page.

You can also add an upcoming events gadget to display a list of upcoming events. Unlike an upcoming events gadget that lists only a limited number of upcoming events, the event calendar gadget can display all events, including past ones.

You can insert or email a link to a specific event by copying the Event URL within the event settings.

You can embed your Wild Apricot event calendar – or individual event details – into another website using widgets.

Adding an event calendar gadget

To add an event calendar gadget to a page, follow these steps:

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  1. Click Sites pages under the Website menu and create or begin editing the site page where you want the calendar to appear.
  2. Click the Gadget list to display the list of available gadgets.
  3. Drag the event calendar gadget from the list, and drop it where you want it to appear on the page. You can insert it into a cell within a layout, or above or below a layout. 



    When a layout cell or placeholder is empty, a Drop gadget or layout here prompt will be displayed. When you drag a gadget over an empty layout cell or placeholder, it turns green, indicating that you can drop the gadget there. When you drag a gadget above or below a layout, a prompt will appear indicating that you can drop the gadget before or after the layout.
  4. After you have dropped the gadget in the desired location, hover your pointer over it and click the Settings icon. 

  5. From the gadget settings panel on the left, choose the desired settings for the event calendar, including Among other things, you can choose which types of events are displayed, and which types of visitors can view the event calendar. For more information, see Adjusting event calendar settings (below).
  6. Click Save to save the changes to the page.

For instructions on restricting access to the page, see Page access and visibility.

The event calendar page will now appear on your site, subject to any access restrictions you have set.

Adjusting event calendar settings

Now that you have added an event calendar gadget to a page, you can adjust the event calendar gadget settings. Within the gadget settings, you can control how events are displayed, and filter the calendar using event tags.

Gadget settings appear in a panel on the left side (which can be hidden to maximize the page design area). To display the settings panel, you position your pointer over the gadget – while editing a site page – then click the gadget settings icon.

You can modify the following settings for event calendar gadgets:

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Setting

Description

Filter events by

You can filter the event calendar so that it displays only events with certain event tags. To filter the calendar, check only those event tags you want to include in the event calendar.

Show past events

Controls whether the calendar displays past events as well as upcoming events.

Show restricted events to public users

Choose whether to show events with restricted access to public visitors – those who are not signed in as members or administrators.

Show RSS icon

Controls whether an RSS icon appears on the event calendar beside each section title. By clicking on the RSS icon, visitors to your site can subscribe and be automatically notified of updates to the calendar in their RSS reader. If your event calendar appears on a page with restricted access, the RSS feed will not be accessible to your RSS reader.

Default view

Controls whether the events are displayed within a list or within a calendar.

Calendar scale

If you choose Calendar as the default view, you can choose whether the calendar displays the current week, month, or year.

Week starts on

If you choose Calendar as the default view, you can decide whether the week begins on Sunday or Monday.

Upcoming events section title

The heading for the upcoming events section.

Past events section title

The heading for the past events section.

Text to show when there are no events

Specify the text to be displayed if there are no events to display.

Margins

The amount of space – in pixels – that appears outside the gadget. You can set top, bottom, left, and right margins separately.

HTML ID

A unique identifier by which the gadget can be referenced within custom CSS or JavaScript code. The identifier is automatically generated but can be replaced with a more readable or memorable one (e.g. MyDonationGoalGadget).

CSS class

The name of a CSS class defined on the CSS customization screen. You could, for example, enter the name myClass, where code similar to the following has been entered on the CSS customization screen:

Inline style

CSS code to control the behavior or appearance of the gadget. For example, you could enter width: 250px; to control the gadget width.

Adding a title and description

You can add a title and description for your event calendar by inserting a content gadget ahead of the event calendar gadget. Within the content gadget, you can format the title and description using text styles. For more information, see Using the content editor.

Changing colors and fonts

You can change the colors and text styles used on your event calendar form from the Colors and styles screen. For a list of the elements you can change and the settings you choose to do so, see Colors and styles settings for event calendar gadgets. 

Any changes you make will be applied to other gadgets that use the same settings.

Customizing the event details system page

You customize the system page used to display individual event details. The event details page appears when a visitor clicks the Show details button within the event calendar.

To customize the event details system page, follow these steps:

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  1. Hover over the Website menu and select the System pages option.
  2. Within the system page list, select Event details.
  3. Click the Edit button. 

Now, you can modify the system page in a number of ways. You can:

  • Change the page template from the page settings on the left.
  • Hover over the blue box – the system gadget that displays the actual event details – and click the Settings icon to display the settings for the system gadget.
  • Click the Gadget or Layout drop-downs to insert gadgets and layouts above or below the system gadget.

When you are finished modifying the event details system page, click the Save button. 

Using the event calendar

A visitor to your site can view individual event details, change the calendar view, and subscribe to event calendar updates.

Viewing event details

To view details for a particular event, a visitor can either click the event title or the Show details link.

Switching between views

To switch from the list view of the event calendar page to the calendar view, a visitor clicks the Switch to calendar view link.

From the calendar view, the visitor can switch between – and scroll through – week, month, and year views, and switch back to list view by clicking the Switch to list view link.

Subscribing to event calendar updates

Unless you have disabled it within the event calendar gadget settings, an RSS icon will appear on each event calendar page.

By clicking on this icon, visitors to your site subscribe to your calendar and automatically receive updates through an RSS reader.

If your visitors are using Google Chrome, they may need to add a RSS subscription extension to their browser.

Icon

If you added your calendar to a restricted page, the RSS feed will not be accessible to any external reader software (as they cannot supply the appropriate username and password to access the RSS feed). A hidden calendar page can only be read within your site as a regular web page.

Troubleshooting

If an event does not appear on your event calendar, check the following:

  • Check whether the event has been restricted to certain membership levels, member groups, or admin only
  • Check whether the event calendar gadget has been set to filter events by event tags
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Wild Apricot Inc. 144 Front Street West Suite 725, Toronto, Ontario, Canada M5J 2L7