OU Calendar Powered by Helios

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1 OU Calendar Powered by Helios Overview OU Calendar uses a separate log-in and interface from OU Campus. From this interface, you can add and manage events, locations, and various reports and newsletters. Events can either be directly added by administrators or submitted by the public for approval. Items displayed on the calendar will not only have time and date, but location. In addition, categories allow web visitors to filter displayed events by category (e.g. Athletics, Arts Performances, etc.). OU Campus OU Calendar Powered by Helios Page 1 of 10

2 Setting Up Your Calendar When OU Calendar is purchased, Pro Services will work with you to configure it. Basic styling is applied to the calendar, often a header and footer, so that it matches the look and feel of your website. OU Calendar also contains the ability to import events from a CSV; for instructions on importing a calendar, visit the Tools page. Your OU Calendar can also be connected to a third-party account such as Facebook or Eventbrite via API Settings. Basic Functionality When logging into the OU Calendar interface, you will see statistics and overall information for your calendar. This is your home page. The menu on the right-hand side will always contain the options to view the public calendar and manage any third-party accounts connected to your OU Calendar. Additional options may appear depending on where in the system you are. The navigation items on the top menu are: Events Locations Pages Users Tools Newsletters Settings OU Campus OU Calendar Powered by Helios Page 2 of 10

3 Reports Help and [Sign Out] The links above lead to full support site pages on those functions. Below you will find instructions on the key operations of OU Calendar. Creating Categories Categories are used to sort and filter events. Categories must be created before you start adding events, so that the categories are available during the event creation process. Categories can also be nested (for example, the broad "Science" category can contain within it the categories "Physics," "Chemistry," and "Biology"). To add a category: 1. Hover over the Events menu in the top bar and select "Category Management" under Categories. 2. Type in the name of the category. 3. If you wish to nest it under an existing category, select the parent category from the drop down. 4. Select Save Category. Categories can also be edited and deleted from this screen. Adding Locations Like categories, locations are configured before adding events and are then selected from a list when creating the event itself. The New Event form has fields for filling out an address, but a OU Campus OU Calendar Powered by Helios Page 3 of 10

4 location created in OU Calendar has additional options for data that will automatically load into the event when the location is added. OU Campus OU Calendar Powered by Helios Page 4 of 10

5 To create a new location: OU Campus OU Calendar Powered by Helios Page 5 of 10

6 1. Hover over the Locations menu and select "Add Location" under Edit Locations. 2. Fill out the Location Details. This includes the name of the location and any description you wish to add. The description can be styled through a WYSIWYG editor. A location can also be set to "Public" or "Admin only" (controlling whether or not public users can select it when submitting events), and an image URL added. 3. Enter the address of the location. 4. Enter contact information associated with the location, if applicable. 5. You also have options to add the location to your Eventbrite calendar and get a short URL. 6. Select Save Location. Adding and Managing Events Events can be added in one of two ways. One way is to create them as an administrator and add them directly to the calendar. Web visitors can also submit events via the calendar, which can then be approved and added. To create a new event in the admin panel: 1. Hover over the Events menu and select "Add Event" from under Edit Events. 2. Fill out the Event Details. This includes the name of the event and any description you wish to add. The description can be styled through a WYSIWYG editor. A price can also be stated (though this does not affect actual ticketing) and an image URL added. OU Campus OU Calendar Powered by Helios Page 6 of 10

7 3. Set the Date & Time of the event. 4. Choose the Registration. The options are to not allow registration, have users register through OU Calendar, or register through Eventbrite. 5. Under Settings, you can configure various options for displaying the event, including whether it is Featured (granting it more prominent styling) and which categories it falls under. Multiple OU Campus OU Calendar Powered by Helios Page 7 of 10

8 categories can be selected. When selecting child categories, be sure to select the parent category as well. 6. Enter Location Information. Typing the name of an existing location will allow you to choose it and automatically fill out that data; otherwise, manually enter the address. 7. Enter Contact Info for the event. 8. API Publishing Options allows you to publish the event to other accounts you have configured with your calendar (Facebook, Twitter, and Eventbrite). You can also get a shortened URL. 9. Save Event. It will now appear on the calendar. To edit an existing event: 1. Hover over the Events menu and select "Edit Event" from under Edit Events. 2. Search for the event you wish to edit. Criteria include date of event, location, category, keywords, and the user who made the event. Selecting a category is required. 3. Choose your event from the search results. 4. You will then be taken to the same form interface as creating a new event. Other options include bulk editing and recycling events. 5. Make and save the necessary changes. To approve an event submitted by web visitor: 1. Hover over the Events menu and select "Pending Events" from under Manage Events. 2. From the list of submitted events, select the edit icon (the pencil and paper) for the event you wish to approve. Events can be declined by selecting the checkbox and clicking Decline and Delete Selected Events. OU Campus OU Calendar Powered by Helios Page 8 of 10

9 3. This will take you to the same event information form, from which you can save and create the event. You can select a checkbox to notify the submitter by that their event has been approved. To submit an event from the public calendar: 1. From the calendar, select the Submit button. 2. If CAPTCHA is enabled, enter the image text to verify you are not a robot. OU Campus OU Calendar Powered by Helios Page 9 of 10

10 3. Enter your contact information. If the administrator chooses, you will be notified by when your event is added to the calendar. 4. Fill out the event details, including name and description, date and time, category, location, and contact information. You can also add a message for the administrator that will not be displayed on the calendar. 5. Select Submit Event. Help The Help menu contains one item, "About Helios Calendar," under which is listed version and support requirements, license, and other about information. Advanced Helios documentation is unfortunately no longer available; if you have additional questions, please contact our helpdesk. OU Campus OU Calendar Powered by Helios Page 10 of 10