Using Your Unit Calendar

Calendar Basics

To access your calendar of events, you must use the url provided to you at the time of registration. This will return your unique unit calendar to the browser. If your unit has a web site, create a link to your unit calendar using your unique url. If your web site is frame-based, you may encounter difficulty when targeting a specific frame. Please contact the site administrator for assistance.

The unit calendar has a simple navigation and a clean interface. Along the left side are the view and calendar options. Along the top is a navigation bar to change the date ranges displayed in the calendar. It changes depending on which type of view you are currently in. Below it is the actual output of events and days, depending on your view options.

1. Display Options

  • Grid/List: Grid view (default) displays the common calendar grid format, or an hourly grid in a daily view. List format is more condensed and only shows those days which actually have events scheduled.
  • Date Range: Common date ranges are just a click away. The 'Today' link will always bring you back to today's date, in single day view.
2. Calendar Functions
  • Search: Provides a search screen to find events. The search function uses keywords in both the Event Title and Event Details fields.
  • Login: Login to the calendar display to enable more event editing functions in the left panel, depending on security permissions of the user you are logging in as. After logging in, you will see your username above the calendar display.
  • Add Event (if logged in): Link directly to the 'Add Event' screen of the Admin application for the displayed calendar.
  • Edit Events (if logged in): Displays the 'Edit Events' screen of the Admin application for the displayed calendar and current month, so you can quickly and easily edit/delete events.
  • Admin (if logged in ): Takes you to the main page of the Admin application for your calendar, so you can change your calendar settings.
  • Logout (if logged in): Log out of Aministration mode.
3. Navigation
Navigating between months, weeks, days, etc. is very simple. Along the top of the display is a navigation bar, customized for your current view. In the monthly view, for example, you see a list of all 12 months with the currently-displayed month highlighted. You can instantly jump to any month in the current year, or navigate to the next or previous year using the links on the left and right of the navigation bar.

When in any view other than a day view, you can click on either the date in a box (in Grid mode) or the day header (in List mode) to jump to a view of that day only.

4. Event Details
By default, only the title of each event is shown on the calendar view. To view more details about an event, you can either click on the "details" link (if in Daily view) or the title itself (in any other view).

The event details will show all the data entered for the event.

Calendar Administration Basics

The Calendar Admin program is used to configure the calendar display and to make any changes to events and schedules.

1. Logging In
You may login to your unit calendar Administration area by clicking the "Login" option in the left navigation panel of your unit calendarl. At the login screen enter the username and password provided to you at the time of registration. Usernames and passwords ARE CASE-SENSITIVE.

You may also login to your calendar Administration area from the Council Calendar. Choose "Login" from the drop-down menu located in the calendar head. When logging in from the Council calendar, you will be required to select your unit calendar from a list of current calendars.

2. Drop-down Navigation
The main menu of the Calendar Admin program has a list of all options that you can perform. Depending on the permissions granted to your user ID, you will see different options on the main screen.

To navigate between screens in the Calendar Admin area, use the drop-down menu at the top of screen. This menu also displays only the options which are available to the user ID you are logged in as.

3. Adding an Event
To add an event, select 'Add Event' from either the Main Menu or the drop-down navigation menu. This will take you to the Add Event screen. Enter the Title of your event and the Details. Click 'Save And Continue' to save the event and continue to the 'Schedule Event' screen.

The Schedule Event screen handles scheduling an event's time, date, and recurring schedule. It is the screen with the most number of options and can therefore be confusing at first glance.

There are two modes of the Schedule Event screen - Static Schedule and Recurring Schedule. The Static screen allows you to schedule an event on any number of individual days, or on every day in a date range (between two dates). The Recurring screen allows you to schedule an event that repeats on a regular basis. To switch between these two modes, click the 'Recurring Schedule' button on the Static screen, or the 'Standard Schedule Options' button on the Recurring screen.

Event Time (common to both screens): Events are either sceduled as 'All Day', meaning they have no start and end times during the day (used for Holidays, for example), or given a start time and optionally an end time.

To schedule an All Day event, click the All Day checkbox. This will clear any values that might have existed in the time entry fields. This event will be displayed in the calendar without any time next to it.

To set the time for an event, enter the values into the input fields. The time input fields are configured as 12-hour format, using AM/PM. If a start time is entered and no end time is entered, the end time is automatically set to be the same time as the start time. This is an indication to the calendar program that this event has no specified end time. In the calendar display, this will be shown as the event occurring at the specified time but without a time range.

The end time must always be after the start time. Also, the two times must occur on the same day. That is, you cannot schedule an event to start at 11:00pm and end at 2:00am the next day.

Static Date Entry There are two options for schedule a date on the static screen. You may either select individual dates when this event will occur, or a date range during which the event will occur every day. By default, Individual Dates is selected.

Dates may be entered into the text box by hand, or the popup calendar may be used to select dates. If entering dates manually, separate them by commas and use the format specified above the input boxes. To use the popup calendar utility, click on the '>' button. This will open a small new window containing a calendar. Click on the dates on which this event will occur. After clicking a date, the calendar will re-draw with the selected date having a yellow background. You can click on the date again to un-select that date. You can easily select today's date by clicking the 'Today' link at the bottom. To close the window, either cloes the browser window manually, or click anywhere on the main Schedule Event screen to close it automatically.

If your event will span several days (a campout for example), select the 'Date Range' option, enter begin and end dates in the format specified above. You may use the popup calendar utility to select either of these dates also. The dates selected are inclusive, meaning the event will occur on the starting and ending dates as well as all dates between. The event will span all applicable dates on your unit calendar.

Recurring Schedule Entry: A recurring event can either repeat forever or repeat only during a given date range. If the 'Repeat only between these dates' option is checked, you must supply a Start and End date. The event will only repeat on matching dates between these two dates (including on the dates themselves). Without this option checked, the event will appear with the repeating schedule forever, on any calendar year/month viewed.

It is always recommended to supply a Start and End date for events, for performance reasons. A number of recurring events which have no Start and End dates may cause the calendar to slow down, because the schedules of these events need to be re-calculated with every request. It is always recommended that you put in a date range for recurring events, and this option is selected by default.

There are a number of options available for a recurring event schedule.

  • Weekly: Select one or more days of the week
  • Monthly:
    • Select any individual date of the month. If a date selected is higher than the total days in any given month, the event will not occur on those months.
    • Select a relative day of the month by selecting either First, Second, Third, Fourth, or Last and then either 'Day' or a specific day of the week.
  • Yearly :
    • Select a specific month and date that this event occurs on every year
    • Select a relative schedule in the same way as the Monthly option, but also select which month it applies to every year. Changing any option will automatically select the corresponding Weekly/Monthly/Yearly option and sub-option, if it applies.

4. Edit/Delete Events
The Edit/Delete Events screen displays events and their schedules so you can Edit, Delete, or Reschedule them. By default, the screen displays all events for the current month. You can view events occurring in other months by using the drop-down menus for month and year and then clicking 'Go', or by using the << and >> links to go back or forward one month. You can also do a simple search for events by entering a word into the text field and clicking 'Search'. This search matches the text in any field of the event.

When events for the month are being displayed, every start date and time during the month is displayed, as well as the title. An asterisk is displayed to signify that the event has a recurring schedule.

When search results are displayed, the ID of the event (as stored in the database), the date of the next occurrence, and the event title are shown.

Clicking the 'Delete' button for any event will delete it from the database, after accepting the confirmation dialog box.

Clicking 'Edit' takes you to the Edit Event screen, where you can change the details of the event. From this screen you can also navigate to the Schedule Event screen to modify its schedule, or uncheck the 'Modify event schedule now' checkbox to return to the Edit/Delete Events screen without rescheduling the event. Click 'Schedule' to change the schedule of the event.

When deleting, editing, or rescheduling recurring events, all occurrences of the event will be changed.

5. Changing Your Calendar's Appearance

You may change the appearance of your calendar (fonts, colors, etc.) by choosing Template Display Preferences in the main menu or drop down menu. WARNING - there is no Reset option available for this function. You should print a copy of the original settings for your reference BEFORE you begin editing.

Each editable region is listed and explained in the panel. If you choose to use your own color palette, it is recommended that you use 'web safe' colors.

Need more help?
Contact the site administrator.