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Brittney Wheeler: alrighty so let’s get started here.
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Brittney Wheeler: Thank you all for joining me today for this training and you can feel free to follow, along with me here.
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Brittney Wheeler: So if you’re able to on your desktop go to happenings that whistled EDU That is our landing page for the calendar for the university calendar.
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Brittney Wheeler: And you should see up top there there’s a carousel that we have with our featured events and we just select that internally within our office just based on the events that are.
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Brittney Wheeler: We think, maybe most interesting to our audience.
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Brittney Wheeler: And then also below there there’s a listing of all of the count the campus events, the general events here, and then I believe that your events will then be automatically.
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Brittney Wheeler: imported into your website, so this is kind of this is where you would go to see where it is showing up on our calendar, but, of course, you would then see it on your website as well.
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Brittney Wheeler: And to log into the calendar for what you all would need to do to add events you’ll see in the top right hand corner here there’s a login option and you’ll want to click on that.
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Brittney Wheeler: And it’ll take you to this login screen, will you where you can log in with your silky.
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Brittney Wheeler: I just show you what that looks like i’m already logged in so it takes me right to this page after that, but I believe they’re just like a two factor, or the relation finger and may call you first or what have you.
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Brittney Wheeler: And so once you’re logged in you’ll come to this screen but she’ll want to select in the right corner here this little icon the calendar admin option.
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Brittney Wheeler: And that then takes you to the back end here.
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Brittney Wheeler: and feel free to stop me at any point if you need me to slow down.
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Brittney Wheeler: While you’re here you’ll be directed to any pending events and so that’s more to do with the someone submitted an event to you.
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Brittney Wheeler: selecting the innovation department you’ll see that here, or if you’ve added an event yourself but you’re not ready to publish it yet it’ll show up in this queue here.
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Brittney Wheeler: We don’t currently have any pending events, of course, so there’s nothing showing here but i’m able to see all the events on my end so you shouldn’t be showing this many future events, of course, but this is just to give you an idea of what you’ll see.
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Brittney Wheeler: And we added you all in as even admins prior to this training, so you should be able to access everything pretty smoothly if not just let me know.
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Okay.
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Brittney Wheeler: So that’s what that looks like here i’m going to.
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Brian Manchisi: I can actually see the hundred events.
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Brittney Wheeler: Are you can.
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Brittney Wheeler: You can see that.
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Brian Manchisi: yeah I don’t know if it matters but.
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Brian Manchisi: I see the same thing that you’re seeing.
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Brian Manchisi: In terms of numbers.
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Brittney Wheeler: I think what it is, it may show that number, but I don’t think you’ll be able to see anything but.
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Kristen Otto: yeah that’s what it is when you click on 100 future events, it doesn’t show you those.
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Brittney Wheeler: Okay okay.
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Brian Manchisi: Oh got it okay yeah.
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Brittney Wheeler: Thanks for clarifying that yeah.
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Brittney Wheeler: Okay, so when you’re on the back end if you’re wanting to add in a new event for innovation, you would just then go to create new event here and it’ll take you to the screen to add an event.
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Brittney Wheeler: And i’ll be referencing throughout the training here the guy that we email over to you this guide here is good to pull up if you.
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Brittney Wheeler: give back to your desk and you’re like I don’t remember anything we talked about it should all be here of course you’ll have this recording to, but this is just a more in depth breakdown of what i’ll go over today.
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Brittney Wheeler: And then also.
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Brittney Wheeler: Our more COM site, we have a list of best practices for events, so this is really good to reference in case you’re wondering Okay, how long, should the the titles for events be typically or.
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Brittney Wheeler: You know how long, should the description be locations and so forth that’s all listed here I don’t know that you all have this link so i’ll send it to you after this training discipleship refer back to this too, but it’s just a good good point of reference.
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Brittney Wheeler: And so to add in a new event, I will.
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Brittney Wheeler: be using a test event here, which is one that Kristen you submitted to us back it was back in May, so it’s been a while, but just to kind of give you an idea of what this looks like so.
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Brittney Wheeler: Aaron the name that’s the event title so you’ll put that in there we’ll just copy that here.
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Brittney Wheeler: So you can see what that looks like.
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Brittney Wheeler: And then, for the description typically you would just clue and see what the event is about.
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Brittney Wheeler: And again that’s usually under 150 words so i’ll just copy that here, so you can see.
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Brittney Wheeler: Typically, you can copy and paste information.
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Brittney Wheeler: To the description section, if you needed to type it directly in there, you can do that soon very straightforward and then to.
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Brittney Wheeler: Add in directions for rsvp or registering to attend the event we recommends the include that in the description as well, because it shows up in this first section here and so people can see that you know very clearly.
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Brittney Wheeler: The start date i’m going to put it so that it shows up now i’ll just put.
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Brittney Wheeler: July 28.
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Brittney Wheeler: And let’s say it starts at one and it ends at 2pm.
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Brittney Wheeler: And then we just click add above to schedule and you’ll see now that it’s a confirmed date so this will actually show up on the live site.
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Brittney Wheeler: let’s just say you wanted to also include an additional date to this maybe it’s a two day event, you can then.
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Brittney Wheeler: Adding that additional days.
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Brittney Wheeler: Maybe it’s starting at three the next day and then ending.
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Brittney Wheeler: will include that in the schedule and now it’s listed here as well.
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Brittney Wheeler: So that’s pretty straightforward if you need it to delete any any event date, if you put it in wrong, what have you you just click on this little trash icon here.
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Brittney Wheeler: And it clears it out for you.
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Brittney Wheeler: Under location so poor experience we have hybrid event options in person and virtual.
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Brittney Wheeler: So, of course, most of the events in the last couple of years have gone down to virtual, but we do have some personnel again and then also hybrid events so depending on which one applies to the event that’s what she would select this one was an in person event so it’s like then.
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Brittney Wheeler: And then the event places the location, we typically like to use even places that are already in the system, and so, for instance, if we type in.
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Brittney Wheeler: grant Chapel you’ll see that it pops up as an option, because it’s already listed there, but if it’s like a one off location, you can just type it in directly like this was actually the office of technology management.
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Brittney Wheeler: So we’ll put that in there.
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Brittney Wheeler: And that pulls up to it’s it’s Nice that you all are in there if there was a location, that you all have for events on a consecutive basis and you don’t see it listed there just reach out to me, and then we can make sure to add that to our system for you.
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Brittney Wheeler: If there’s a particular room that the event is then you’ll want to add that, here, if not, you can leave it blank and then for photo we recommend, one that is relevant to leave it so like a photo of the speaker is always good.
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Brittney Wheeler: Maybe a photo of the location of the event something like that and.
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Brittney Wheeler: i’ll just show you how to upload that you just click upload it goes to your files on your computer.
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Brittney Wheeler: And i’ll just use one that I use recently here has nothing to do with this, but just to show you, so this is a 750 by 525 pixel photo that’s our recommendation.
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Brittney Wheeler: And, in case you forget that, for some reason we have that listed here under best practices to and that’s just make sure that it, you know takes up the right with the event page and it just looks the best at that at that size.
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Brittney Wheeler: Under classification, so you want to select leave and type.
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Brittney Wheeler: If I don’t imagine imagine you all have my concerts performances, but if you did you could select that isn’t that typically most events calendar lectures and presentations so we’ll split that.
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Brittney Wheeler: School is for you know the most related school for an event, if there isn’t one you don’t have to add this field in at all, but let’s just say is tied to engineering will select that.
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Brittney Wheeler: And then for topic, you can select one that applies most even so we’ll just say this is an entrepreneurship.
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Brittney Wheeler: Business and entrepreneurship events there’s other options here you’ll see so if it’s also medicine and health, you can select more than one option and it’ll pull that into.
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Brittney Wheeler: Groups, so this is more for us internally on the more columns that this is for assembly series events black history month etc you don’t have to worry about false there.
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Brittney Wheeler: And the departments, this is where you all come in, so you want to be sure our long list of departments here you just lead through that list and go all the way to innovation, there you are, and that’ll pull in your department and then pull in the events to your website as well.
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Brittney Wheeler: Under even contact, this is the best person for attendees to reach out to for an event so for this event, it was you listed as even contact Kristen so we’ll just go along with that.
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Brittney Wheeler: And then I usually.
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Brittney Wheeler: Have a wine there and then I just add in the event contacts email.
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Brittney Wheeler: If you have a you can also put a phone number here, whatever makes sense.
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Brittney Wheeler: And then the speaker information so if you don’t already have it included in the description then it’s helpful to also or to have it listed here rather so you can put the speaker’s name.
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Brittney Wheeler: And maybe their title.
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Brittney Wheeler: And then, if you have a link to more information about them, maybe their bio you can list by information here, but you could also just link to it by highlighting the person’s name clicking on the little link icon there and then dropping in the URL here.
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Brittney Wheeler: Okay, and then under key words here.
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Brittney Wheeler: let’s just say you want to.
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Brittney Wheeler: pull in founder friday’s series.
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Brittney Wheeler: Will just type it here what this does does is it helps with search engine optimization.
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Brittney Wheeler: So you don’t necessarily have to do anything in this section, but it is helpful if someone was searching for it online and they were able to find it, you know more readily you could also put the speakers information, maybe that will help somebody find the event.
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Brittney Wheeler: You know, it just kind of depends on what the event is about, but again, you don’t have to put anything there.
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Brittney Wheeler: tags are kind of similar in that way and that you don’t have to put anything there most times I just avoid that section altogether.
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Brittney Wheeler: Unless it is like a lower level category for an event, so if you saw that you all, would have several events that fall under that Friday series, you can create a tag for that particular series so.
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Brittney Wheeler: we’ll just show you what that looks like.
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Brittney Wheeler: You want to hit enter after you type that in.
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Brittney Wheeler: And then, for the event website here, this is helpful if you have maybe a link for.
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Brittney Wheeler: More information about the event or an rsvp link for these in or maybe like a form, someone has to fill out sets in that would go here.
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Brittney Wheeler: just add in the.
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Brittney Wheeler: Random website here, just so you can see how that works.
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Brittney Wheeler: vanity URL you don’t have to worry about that generated automatically and then the owner is me right now, since I created the event, but that would be whoever’s putting the event in.
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Brittney Wheeler: All of this is already pre selected, so you can skip all of that, and then hit save changes.
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Brittney Wheeler: And then, to see what that looks like.
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Brittney Wheeler: On the front end.
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Brittney Wheeler: Not liking that link there it’s just take a look.
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Brittney Wheeler: Here we go.
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Brittney Wheeler: So, once you save the changes there is actually live on live site, as long as you see, that highlighted published box there, then you know that it’s actually showing up on the website and to see what it looks like you can actually click on view event in the right corner.
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Brittney Wheeler: And that’s how it’s showing up on the website, you could also look at this while you’re adding information, and so the website before you click on save changes and before it’s live So if you just wanted to make sure everything looks.
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Brittney Wheeler: The way you want it to first you can view the event at any point during.
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Brittney Wheeler: Your time completing the fields there.
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Brittney Wheeler: Any questions with that portion.
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Brian Manchisi: renew any say live on the website your thing live on the happenings that was still right and not or or since we pick the innovation tag is it now flowing directly to our website, the innovation that we still.
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Brittney Wheeler: yeah so as soon as you select save changes and it’s showing that publish to select, it is now live on both the calendar, and it should be showing live one website as well.
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Brittney Wheeler: If you didn’t want to do that, or you wanted to make sure, everything was white before doing that, before you even hit save changes, you can actually view the event, just to make sure it looks the way you want it to, and then it would.
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Brittney Wheeler: You know, not be live just shed but then, once you select published and then save changes, it would be live at that point.
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Brittney Wheeler: If, for some reason you have an event that is live so i’ll just show you what it looks like to then edit an existing even if say information change the location where you would go to the pending section here again.
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Brittney Wheeler: Just make sure you save my changes okay so we’ll go back to the pending section and nothing’s there, but you can search for an existing event by just typing in the search events box here and using keywords from the event, so you can use the full title i’ll just use founder Friday.
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Brittney Wheeler: it’s not pending so i’ll search through approved events to try to find it.
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Brittney Wheeler: And it may be helpful to narrow it down based on department, so you can just click on innovation there.
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Brittney Wheeler: And then we refine that search and you’ll see is showing up now here on my list of events but it’s a live event, so I click in there.
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Brittney Wheeler: I can make any changes at this point, and then save the changes again and those will take effect or if I just wanted to.
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Brittney Wheeler: unpublished even altogether I don’t want it to show up at all anymore, you want to click on that published box there before like that save the changes to be in.
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Brittney Wheeler: And now you’ll see is no longer showing this published, but if you go to pending now it’s showing there so it’s not on the site anymore, but you can still show it as a pending event.
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Brittney Wheeler: And if you want it to delete it all together the reject option here if you click on that and what it’ll do is it’ll kick the reason for rejection, to the person that submitted the event but it’s you yourself that submitted it, you can just type in.
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Brittney Wheeler: No longer needed or whatever, the reason is this doesn’t go to anyone, but internally but it’s getting rid of that in your queue altogether and it’s off to the side now.
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Brittney Wheeler: That part makes sense to you.
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Brittney Wheeler: So that’s pretty much it that’s how you add an event to the site and it’s also how you then.
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Brittney Wheeler: Make edits to the event or even delete it even if you need to.
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Kristen Otto: add a quick question sorry I was on no.
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Brittney Wheeler: you’re fine.
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Kristen Otto: So Brittany, ideally, we may.
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Kristen Otto: I mean we’re only talking about like under 10 events, a year like it’s going to be small.
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Kristen Otto: So if Bridget is the point person in our office but she’s new to the university and the lingo and the changing dynamic and.
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Kristen Otto: Is there was that process like if if she could submit it then I could approve it before it is live and like send her a note back of let’s flip flip the image, or something like that.
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Brittney Wheeler: Exactly that’s.
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Brittney Wheeler: Okay yeah.
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Brittney Wheeler: yeah so that rejection option.
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Brittney Wheeler: would go to the person who submitted it, yes, and then they would get that message and then.
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Brittney Wheeler: be able to reply to you via your email so it’ll go to their email then it’ll be just an email back and forth.
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Kristen Otto: So kind of like it is now like.
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If.
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Kristen Otto: If marketing communications is like, is there a better image, or something.
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Kristen Otto: Right that’s the system of how you guys are sending that.
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Kristen Otto: Exactly perfect.
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Bridget Hurst: It doesn’t go into.
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Bridget Hurst: Just the pending, or is it approved it goes to someone else How does that work exactly.
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Brittney Wheeler: yep so if we send a rejection message to someone on the outside of the the calendar system they get that via email.
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Brittney Wheeler: We still see that even in the pending section so it’s not deleted on our end just yet.
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Brittney Wheeler: Okay i’m sorry not the pending section, let me show you what that looks like you would go to.
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Brittney Wheeler: This.
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Bridget Hurst: option here to reject an.
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Brittney Wheeler: Active and then refine the search.
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Brittney Wheeler: And then anything that’s been rejected in the system.
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Brittney Wheeler: You can see it in the listing here.
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Okay.
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Brittney Wheeler: Yes, I.
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Bridget Hurst: would have to be.
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Bridget Hurst: What I have had to hit publish or do I hit something else for it to go to Christian, for example, to review.
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Brittney Wheeler: um well, the best way to handle that I would say if it’s between the three of us, and she often see this dashboard section here, you would just want to leave it in pending.
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Bridget Hurst: that’s what i’m thinking.
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Brittney Wheeler: yeah and then she can review it on her end as.
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Brittney Wheeler: Well yeah you would only need to do the rejected option if it was someone outside of the calendar you can’t see the the dashboard section okay.
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Kristen Otto: Okay, so, for example, anyone at the university who just uses there was still key tags it those things will show up here, and this is where we’ll just say like oh that’s actually you know, a.
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Kristen Otto: bj see innovation event we’re not going to put that here.
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Kristen Otto: Exactly okay.
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Brittney Wheeler: So you all you all are in control of.
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Brittney Wheeler: That and they can’t see anything beyond just submitting that form or if they get a rejection email, but you all can see and review it first it doesn’t go through automatically, you have the chance to say and that’s not for us, or what have you.
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yeah.
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perfect.
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Bridget Hurst: And you said that also so that goes to the happenings, but it also goes to our website.
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Brittney Wheeler: yeah and, I believe, is based on that innovation department selection.
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Kristen Otto: it’s not OTS right now Bridget.
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Bridget Hurst: It you’re not okay.
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Bridget Hurst: JESSICA just didn’t see it when she put it up there, I saw yeah yeah yeah no.
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Kristen Otto: totally different website yeah.
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Bridget Hurst: got it okay.
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Kristen Otto: you’re good.
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Bridget Hurst: Thank you.
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Brian Manchisi: And i’m saying.
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Brian Manchisi: yeah i’m just thinking of like scenarios where like Kristen alluded to just where.
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Brian Manchisi: Someone else outside of US three selects the innovation tag and so just just so i’m clear.
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Brian Manchisi: When like I guess when someone when someone else like say scandalous, for example, where it was to select the innovation tag it would it wouldn’t automatically post to our website, it would require one of us three to approve that.
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Brittney Wheeler: Exactly so if they if someone else select that option, it should pull it into your queue so that you can review it first and make sure that it is one of your events and if it’s not then you can reject it and send that message saying hey this isn’t one of our events or.
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Brian Manchisi: Okay yeah yeah.
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Kristen Otto: So, but Brittany simultaneously you’re you’re managing a queue at the university level two so it’s it’s going to go on happenings it just might not go to innovation that was so easy to you as well.
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Brittney Wheeler: Well, I will have to prove it as as well before it goes through so.
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Brittney Wheeler: Right me obeying the animation department selection i’ll know like i’m not touching that Alex you all see it first.
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Brittney Wheeler: Okay.
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Kristen Otto: yeah okay cool.
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Bridget Hurst: Thank you will get an email if someone on the outside.
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Bridget Hurst: posted here is that correct.
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Brittney Wheeler: and not an email, you would have to look at the dashboard just to check to see if anyone.
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Brittney Wheeler: submitted an event.
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Bridget Hurst: And something that we just need to be on the lookout for.
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Brian Manchisi: Exactly yeah yeah.
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Bridget Hurst: Okay, so kristin we may have to come up with some kind of a plan on how often to look in happenings just to be on the safe side.
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Kristen Otto: yeah and I do think that this is going to be a daily task for the new part time marketing.
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Brittney Wheeler: And if it’s helpful to you awesome you’re saying it’s only like 10 or so events, a year.
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Brittney Wheeler: What I can do on my end is just be mindful that if there isn’t an innovation event that comes through, I can see it, and then I can email you all, and you know hey this is this is on here so that you don’t have to look every day and it’s nothing there you know.
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Kristen Otto: Okay.
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Brittney Wheeler: So that might be a little bit of a better process for you, all we can do it that way.
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Kristen Otto: That be great Thank you.
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Kristen Otto: Did you, and this is probably the first time, you heard this Britney, but we are bringing on a part time position to help manage some of.
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Brittney Wheeler: This okay.
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Kristen Otto: So I feel confident that I can just train that person here as well, but i’ll just introduce you via email once they’re on board so you can know the name and where.
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Brittney Wheeler: That would be great so that person then would be the point person for me to reach out soon.
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Kristen Otto: yeah unfortunately we just don’t have them hired yet to attend today.
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Brittney Wheeler: gotcha oh no problem yeah.
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Brittney Wheeler: yep that works.
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Brittney Wheeler: So this is pretty much it is like it says very straightforward.
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Brittney Wheeler: If there’s anything as you’re working in the system that comes up feel free to reach out to me, I can jump in there, help you out what have you and then again once that new person joins i’ll be you know available to them as well.
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Brittney Wheeler: Just make sure I didn’t miss anything for you on and no that’s that’s everything is very straightforward like I said i’ll send you the link to this best practices, page here, just so that you have that to refer to.
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Brittney Wheeler: And then of course there’s that admin guide as well, but you know any question it doesn’t matter how simple it is just reach out to me, and I can jump in this innocence with you on.