University Calendar Support

Logging in to the calendar gives you access to many interactive features. CU Anschutz students, faculty and staff with university credentials have the most access to the calendar and may be given Event Admin and/or Group Officer permissions. 

Members of the general public can create an account and log in via multiple avenues. An account gives you access to many of the basic calendar features such as creating a personal calendar, tracking events you are interested in, and setting up event reminders. You may also create a custom profile.

If you do not wish to create an account, you will still be able to see all events and share events to social media.

To post an event to the calendar, you must first create a user account. All users may submit an event to be considered for inclusion on the events calendar using the public submission form. All events will be reviewed and approved by the calendar Event Administrators before they are published.

Applying a Department - usually the unit hosting the event - routes the submission to the appropriate approving official, which can speed up review.

Create a user account by signing into the calendar with your university credentials (SSO).

Event Admins with the proper permissions are able to post events through the Administration Dashboard, which provides additional capabilities and bypasses the external review process.

If you represent a unit that does not have a calendar administrator, you may submit your event through our online event submission form.

A two-week minimum lead time is recommended for submissions, when possible, to make sure the editor has time to review your request with ample time for your event to be promoted on the calendar and relevant feeds. If an event does not appear to meet the requirements, it may be returned to the submitter to edit or it may be rejected with an explanation. Publication of events is at the discretion of the calendar editor.

The more units that have an Event Admin, the better the calendar functions. Contact events@cuanschutz.edu to become an admin and manage the calendar postings for your unit.

When you post an event to the University Calendar, it may be displayed in the following places based on the event's settings. 

• The Main Calendar homepage
• The Place Page of the campus event location
• The Department Landing page of the unit hosting the event

If your unit utilizes a calendar widget on its website, the event might appear there as well.

1. Add events at least 5-7 days before the start date.

Don't wait to add them until the last minute and allow time for approval if you aren't an Event Admin.

2. Put additional event info in the description rather than using a flyer or text-heavy photo.

Information in flyers might be cut off or covered by classification labels when posted. They will not be accepted in event submissions.

3. Use filters, tags and keywords to classify your event and make it easier to find.

Don't leave these sections blank. Applying a Department for the hosting unit routes your submission to the proper approving official.

4. Use Recurring when there is more than one instance of an event.

Don't create multiple submissions.

5. Change the status of an event instead of deleting it.

An event that suddenly disappears may confuse attendees. You'll also lose all participant data that had been collected.

6. Do not post Zoom links in an event posting without enabling security features.

Use the Register or Waiting Room feature in Zoom to control access to your virtual event.

 

 

940 x 557 px is the recommended image size for the calendar. Images should be oriented horizontally for proper formatting. Do not use logos for event images or images that contain text as they do not meet accessibility standards.

You may also select an image from the Photo Library.

Log in to the calendar.

Find the event page on the calendar and click on the “Edit Event” link under the location map on the event page.

You may change the title, description, date and time, location and other information. Event type and department tags can also be added. You may also delete an event if it is a duplicate.

Unless you are an Event Editor, when you make changes to an event that has been approved and is live, it will place the event in the Pending Queue again for admin approval.

The primary purpose of the Unit/Department/Division filter is to identify the unit that is putting on the event. If you are submitting an event for review as a general user, this filter routes your submission to the appropriate Event Editor.

And if you are creating an event via the dashboard as an Event Editor, your permissions are tied to the unit that you represent. Applying the proper Unit/Department/Division filter allows you to publish your event without review.

Filters also allow you to identify the format (Event Type), the information covered (Topic/Interest), and who can attend (Target Audience).

The more filters applicable you select, the more searchable your event becomes.

 

ICS/iCal feeds adhere to the hCalendar standard and do not always display links in Outlook. Therefore, the URL for the event website and a registration URL may not display if someone clicks the Add to Calendar button on your event.

To ensure that links appear when someone adds your event to their Outlook calendar, type the links in your Event Description.

On the event submission form, select Virtual or Hybrid for the Location and  utilize the dial-in field to post Zoom links.

The event location will be replaced with a View Stream Information link.

Due to accessibility concerns, do not insert Zoom links into the event description where they can't be read by screen readers.

Make every effort to maintain the security of your Zoom event. Publishing a Zoom meeting ID on a public-facing website, such as the calendar, opens you up to Zoombombing, unwanted attendance by individuals whose only goal is to disrupt your event. Enabling the waiting room feature or requiring preregistration can significantly reduce the ability for nefarious people to impact your virtual event.

Yes, for hybrid and virtual events, Zoom integration provides the ability to:

1. Create a new Zoom meeting without leaving the event form, and

2. Include a unique Zoom access link in the registration confirmation email

Watch the Building an Event Digest tutorial or read the step-by-step guide to curate your own weekly email of upcoming events.

Unfortunately, CU Denver is no longer using Localist as their calendar platform and events cannot be submitted to their calendar and ours through a single submission.

Watch the Accessing the Event Administrator Dashboard tutorial  or visit the step-by-step guide to logging in to the calendar and accessing the dashboard.

Watch the Adding an Event as an Event Editor tutorial to learn how to post to the calendar in the Admin Dashboard or visit the step-by-step guide here.

The Admin Form is similar to the Public Submission Form, but allows additional and advanced functionality.

If you prefer to add multiple events at one time, Localist’s bulk uploading feature allows you to build a Excel (.xls) or CSV (.csv) spreadsheet and upload all of the events at once.

A Group/Department Officer manages a Department landing page and has permissions to . . .

• Approve/reject a Group’s/Department’s followers
• Edit the Department's landing page description and photo.
  
• Send messages to a Group’s/Department’s followers

 

The Pending Queue is where all event submissions by calendar users who are not Event Editors will be sent to await approval by an Event Editor before they are posted to the calendar. 

The queue for Event Editors is determined by the Allowed and Excluded Filters assigned to each Editor. For example, the Event Editor for the Center for Bioethics & Humanities will see only events to which that filter is applied. Events without applied filters will land in the Platform Administrator's Pending Queue. The Platform Admin will either review the submission personally or reject the posting and instruct the user to resubmit with the proper filter applied.

Visit the Approval Guide for Event Editors to learn what to look out for when reviewing event submissions.

 

 

The best way to know if you have events awaiting your approval is to check your Pending Queue at least once or twice a week.

Localist provides the option of receiving a Pending Digest email that is sent each afternoon. Note that the Pending Digest is all or nothing - it does not take into account Allowed or Excluded permissions on a user’s account, meaning all events awaiting approval will be displayed. However, when Event Editors navigate to their pending queue, the events they see are limited by their permissions.

Contact events@cuanschutz.edu to start receiving a daily Pending Digest.

Start by logging into the calendar to create an account.

Submit an email to events@cuanschutz.edu with the following information:

• Full Name
• Name of your department or unit
• Name of your unit's communicator (if you have one)
• Reason why you are adding or changing the Event Editor for your unit

 

A widget enables you to post an item once in the main calendar and publish it on separate pages, such as a unit’s homepage. You may curate which events are pulled into your widget by selecting the department, place, tags, keywords or filters. 

Widgets are not publicly available. If you'd like to add a widget to your university website, please contact events@cuanschutz.edu.

Event Admins can find per-event metrics in the event's edit form. Three reports are available: an Attendees report of all users who selected I'm Interested, an Attendee Geography report, and Page Views.

Yes, for hybrid and virtual events, Zoom integration provides the ability to:

1. Create a new Zoom meeting without leaving the event form, and

2. Include a unique Zoom access link in the registration confirmation email

As an Event Editor, your Pending Queue will be populated only with events that have had one or more of your Allowed Filters applied. Allowed Filters are assigned to your user account when it is created and ensure that you see only the event submissions that are relevant to your area. If you are not seeing event submissions for a particular department in your Pending Queue, contact events@cuanschutz.edu to make sure that the department's filter is one of your Allowed Filters.

Some filters are reserved for particular units to maintain the integrity of the filter. For example, University Dates and Deadlines is exclusively for the Office of the Registrar and Financial Aid to highlight critical information for students and faculty. Other departments should rely on the available filters to classify their postings.

When in the Administration Dashboard, Tags can be used in addition to Filters to further communicate information about your event. They can also be used to group similar events that don't require an entire unique filter. Because they use free-text and are not selected from a predetermined list, they can be specific to a particular event.

For example, a graduation event can be added to the calendar as a stand-alone event. By applying a Spring Commencement tag, this event can be grouped with all other graduation activities.

Our University Calendar has been set up to display the first tag applied to an event publicly on the event card. This can help to emphasize that the event is part of a larger happening on campus, identify the hosting unit (if not a department already in the directory), or provide further context.