Creating and Managing Your Events/Meetings

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Leo Tyler
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1 Creating and Managing Your Events/Meetings Viewing the Calendar 1) Go to and scroll all the way to the bottom of the screen. In the green section, under SLOCOE QUICK LINKS, click on Calendars. Click on Today s Room Reservations and you will see the events scheduled for the day. You can also click on the link to view the calendar and/or to sign in. Signing in will allow you to submit a new reservation request. You can still view the calendar without signing in. Click here to change how the calendar is displayed 2) In order to see what times/days are available for a particular room, click on the calendar view type.

3) When you see the calendar view, it will show you all the reservations for the current

4) Once the possible search criteria have populated, you will then be able to select the

You can also search by category, keyword, or by date.

2 3) When you see the calendar view, it will show you all the reservations for the current month. From here, click Search to populate possible search criteria. 4) Once the possible search criteria have populated, you will then be able to select the specific room you are interested in requesting (under LOCATION ). You can also search by category, keyword, or by date. 5) If you enter mutiple search criteria, or wish to search for something else, you will need to push the CLEAR button before you can modify your search otherwise it will not search properly.

2) Once you have created the account and password, you will be able to enter your email

3 Creating a Calendar Reservation Request 1) The first time you go to the calendar to make a request for a reservation, you will need to create an account and password. 2) Once you have created the account and password, you will be able to enter your address and password. You will not need to create an account everytime you want to make a reservation request.

4) When you click on Create an Event, this screen will be displayed.

4 3) In order to submit a reservation request, you will need to click on Create an Event at the top. Also, from this dashboard, all of the events you submitted will be listed for the date range you have selected. 4) When you click on Create an Event, this screen will be displayed. You will need to enter a name for your event/meeting and include a brief summary of your event/meeting. 5) We will also need to know the beginning and end date and time of your event/meeting.

6) You can select if your event is repeating. 7) You can even select any specific dates if your event does not repeat in any sort of pattern (i.e. every first Tuesday of the month).

5 6) You can select if your event is repeating. 7) You can even select any specific dates if your event does not repeat in any sort of pattern (i.e. every first Tuesday of the month). 8) Once you click on Manually choose dates, a calendar will appear and you can select individual days you would like for the event to repeat. The days you have selected are in blue.

9) You will also see the following menus. Please click on the dropdown menus for the appropriate sections. 10) Please select the category that best describes your meeting/event.

6 9) You will also see the following menus. Please click on the dropdown menus for the appropriate sections. 10) Please select the category that best describes your meeting/event. 11) VERY IMPORTANT: Please select the location that you are requesting. Please note there are sub-locations and you will need to click on the dropdown menus to make your room selection. The system will allow you to submit a reservation without a location, however, the request will be denied.

12) Only select the ROOM you are requesting within the building. Please DO NOT select the building also. 13) Please enter all of your contact information.

7 12) Only select the ROOM you are requesting within the building. Please DO NOT select the building also. 13) Please enter all of your contact information. 14) Skip down to the Additional Event Information Tab. 15) It should automatically have the dropdown menu open. If not, you can click on the dropdown menu to open the required questions (see Step 7 above). Click on each down arrow on the right side to answer the questions.

16) Select the option for each question that best fits your event/meeting. 17) Once you have answered all the required questions, you have the option to Save, Submit, or Discard your reservation.

Once your event/meeting is saved, it will take you back to the top of the screen and allow you to continue to edit your reservation request.

8 16) Select the option for each question that best fits your event/meeting. 17) Once you have answered all the required questions, you have the option to Save, Submit, or Discard your reservation. 18) Clicking will put your request in your Events Dashboard and allow you to edit, submit, or delete your reservation request at a later date. Once your event/meeting is saved, it will take you back to the top of the screen and allow you to continue to edit your reservation request. 19) Clicking will send your request to Erin Miller to be approved or denied. If it is denied, you will be contacted as to why your event was not approved. Perhaps an important detail was missing from your reservation request. 20) Clicking if you have NOT already saved your event will delete the reservation you were working on. However, if you click and you are in the Modify an Event (see Step 16 snapshot) screen, it will only discard the changes you have just made, it will not delete your saved reservation request.

Deleting APPROVED Calendar Reservation Requests Individual Events: 1) If you wish to delete an event that you created from the calendar after it has been approved, you will still need to contact Erin

Once cancelled, you will need to go back in, edit your event and submit it again.

9 Deleting APPROVED Calendar Reservation Requests Individual Events: 1) If you wish to delete an event that you created from the calendar after it has been approved, you will still need to contact Erin Miller at or (805) (ext. 251). You will only be able to cancel or un-cancel your request through your dashboard. Once cancelled, you will need to go back in, edit your event and submit it again. 2) In order to cancel a saved reservation request from your Events Dashboard, you must click the dropdown Select button. If you select cancel, it will show up on the calendar with the word Cancelled in front of your event title. 3) If you click Edit, you will be able to modify your event/meeting and then save, submit, or discard from there. 4) If you click Cancel, you will be brought to another screen asking you to confirm that you want to delete your event. By clicking CANCEL THIS EVENT, you will delete it from your Events Dashboard. Again, this will NOT delete your event off of the calendar; it will label it as cancelled.

Series Events: 1) If you have created a series of events that have not yet been approved, but do not wish to delete the entire series, you can go to your Events

10 Series Events: 1) If you have created a series of events that have not yet been approved, but do not wish to delete the entire series, you can go to your Events Dashboard, by clicking on Events at the top. 2) From the Events Dashboard, you will click on the Event List tab. 3) All the events in the series will be listed out by date.

11 4) Click on either or Select. You may select any of the dates in the series, as they will all show up in the next screen. 5) From here, you can click on to delete one or more events in your series. 6) You will need to click the button after you have made any modification.

Deleting UNAPPROVED (or Pending ) Events Individual Events: 1) If you have created an event that has not yet been approved, you can go to your Events Dashboard by clicking on Events at the top.

12 Deleting UNAPPROVED (or Pending ) Events Individual Events: 1) If you have created an event that has not yet been approved, you can go to your Events Dashboard by clicking on Events at the top. 2) From the Events Dashboard, you will click on the Pending Approval tab. 3) All of your events that are pending approval will be listed here. You can select the event you wish to remove by clicking on Review. 4) Scroll all the way to the bottom and select.

5) It will merely refresh your screen to the same Modify an event screen. However, when you go back to the Events Dashboard, it will look slightly different.

6) From the Events Dashboard, you will see that you have options other than to just Review your submission and you will notice that the status of your event went from Pending to Saved.

13 5) It will merely refresh your screen to the same Modify an event screen. However, when you go back to the Events Dashboard, it will look slightly different. To get back to the Events Dashboard, just click Events at the top. 6) From the Events Dashboard, you will see that you have options other than to just Review your submission and you will notice that the status of your event went from Pending to Saved. You may now select the dropdown menu and Cancel your event. 7) When you select Cancel from the dropdown menu, it will ask you again to make sure you want to cancel the event. Select CANCEL THIS EVENT. 8) A pop-up screen will appear after you click on CANCEL THIS EVENT. Just click OK. You will see that your event has been cancelled. 9) If you go back to the Events Dashboard, you will still see your event, but the status will read Cancelled. 10) This event will still be visible to the calendar administrator. If the calendar administrator deletes the event, it will be removed from your Event List and your Events Dashboard.

14 Series Events: 1) If you have created a series of events that have not yet been approved, but do not wish to delete the entire series, you can go to your Events Dashboard, by clicking on Events at the top. 2) From the Events Dashboard, you will click on the Pending Approval tab. 3) All the events in the series will be listed out by date.

15 4) Click on Review. You may select any of the dates in the series, as they will all show up in the next screen. 5) From here, you can click on to delete one or more events in your series. 6) You will need to click the button after you have completed your modification (s).

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