This section details each screen in the Administration Application.
The Login screen is displayed when entering the Calendar Admin application. All user ID's are case-sensitive. When logging out of the Admin Application, there is also a 'View Calendar' link to the calendar that you were just editing.
Your user ID must have permissions to perform at least one operation on at least one calendar to login to the Calendar Admin application.
The Select Calendar screen is displayed after a user logs in successfully. This selects the 'context' that the Calendar Admin application operate under. All calendar-specific operations will affect this calendar. You can change which calendar is being modifed at any time by choosing the 'Change Calendar' link from the menu.
The list of calendars will only include those that your user ID has permission to operate on.
The Main screen includes links to all the functions of the Calendar Admin application. Only actions which your user ID has permission to perform are included in the list.
To add an event, enter values for all fields in the Add Event screen. These fields and their input types are configured via the Customize Event Fields screen. 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. However, using it is common sense.
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 can be configured as either 12-hour format, using AM/PM, or 24-hour format. This is a setting in the Calendar Admin application. 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. This type of schedule is currently not supported.
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. This date format is a setting in the configuration of the calendar and may be changed in the Calendar Admin application. 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.
To enter a date range for the event, 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.
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.
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 and cannot be restricted to only certain fields.
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 navigation 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. Changing only one instance of a recurring event is currently not supported.
Customize Event Fields
The 'Customize Event Fields' screen lets you modifying the data fields that define an event. There are a number of fields pre-defined, some of which are not editable, and others which can cannot be deleted and only partially edited.
To add a new field, click the 'Add New Field' button at the top of the screen. To edit or delete an existing field, click the Edit or Delete button next to the field. Adding or Editing a field takes you to the Add/Edit Field screen.
At the bottom of the screen you can change the display order of the fields. This affects the order that they are displayed in for the event details screen as well as the Add Event screen. To move an option up or down, highlight it and click the 'Up' or 'Down' button. To save the changes, click the 'Save Order' button.
This screen defines a field for either the event database or the user database definitions.
Approve Pending Events
If a user (such as the anonymous user) has privileges to add an event, but not automatically approve their own events, then any events they add will be added to a 'pending' list. A user with the 'Approve Pending Events' privilege can then login to approve the events and make them active.
Each event is shown with its Title, Description, Author, ID, and Schedule. To the left is the options of 'No Action', 'Approve' or 'Reject'. Select the action for each event in the list and click 'Save' to save all of them. Anything approved or rejected will be removed from the list, and the others will remain in the pending list.
To edit an event before approving it, click the Edit button. This will take you to the Edit Event screen and also allow you to proceed to the Schedule Event screen. Once finished editing and saving the event, you will automatically be returned to the Approve Pending Events screen.
The Import Events screen allows you to load a number of events, their details, and their schedules all in one step. It is useful for upgrading from a previous version of the program, or for loading events from another application.
The format of events to import must be in a delimited text file. That is, each part of the event's details and schedule are separate by a character such as | or comma. To import the contents of this file, you need to provide the following 4 things:
Once this is complete, click 'Import' and all the events will be loaded into the database.
Change Your Password
Every user except the anonymous user has the ability to change their password. simply type in the old password and the new password twice and save.
Add user enables you to create additional users for the calendar application, and then assign privileges to that ID.
The fields available to fill in by default are Username, Password, and Name, which are all required. You may add additional fields and customize these fields through the Customize User Database screen.
If the 'Edit permissions for this user' box is checked, you will be taken to the permissions screen for this user once it is added to the database.
This screen lists all current users in the system, and allows you to edit and delete users. The 'Administrator' and 'anonymous' users may not be deleted.
Clicking on the 'Edit' button will take you to the Edit User screen, which is identical to the Add User screen. The Username field may not be changed, but all others may. If you wish to change the Username of a user, you must delete their user and add a new one.
Modify User Permissions
There are a number of specific permissions that may be granted to users of the system to enable them to perform these actions of the Calendar Admin application. This screens allows you to grant those permissions to users.
When the screen first comes up, it has a list of calendars and users on the system. Select a calendar, then select a user whose permissions you wish to edit. Click 'View Permissions' to load all the current permissions for that user.
Permissions may not be change for 'Administrator' because this account always has full permissions on all calendars in the system. The 'Anonymous User' account is used for anyone viewing the calendar without logging in. So, in order for the 'Add Event' link to appear on the calendar for the general public, for example, you will need to grant the 'Add Event' permission to 'Anonymous User'.
The list of permissions is divided into two categories - Global Permissions and Specific Permissions. The Global Permission section grants permission to access screens and functions of the Calendar Admin application which are common among all calendars. These options are as follows:
A user has permissions to perform a given action if a check appears in any of the three columns. For example, the 'Add event' permission might be checked in the second column, meaning all users for this calendar are able to perform this action. No matter which user you view permissions for, this will always be checked, meaning the user will be able to perform this action.
These three different levels of granting permissions allow the Administrator to easily give everyone access to some functions, yet restrict other actions to only specific users. It also allows a user to have the 'Add Event' permission on every calendar in the system, but only be able to change settings on one of the calendars, for example. The different permissions are as follows:
This screen functions the same as the 'Customize Event Fields' screen, except that it modifies the fields that exist for a user in the system.
Current Calendar Settings
This is where all the configuration otions for a calendar can be customized. The options on this screen only apply to the currently-selected calendar.
The calendar program allows you to create multiple calendars all run through the same script, and this is the screen to add, edit, and delete those calendars. The main screen contains the list of calendars, and the Edit/Delete buttons. Whichever calendar is currently selected as the 'Default Calendar' in the Admin Interface screen cannot be deleted.
To add a new calendar to the system, click the 'Add Calendar' button. This brings up the screen to add the details for the calendar.
This screen allows you select several high-level options, and customize the colors of the Calendar Admin screens.
This screen provides a number of options for obtaining support information, providing feedback, and checking for updates.