excerpt from web solutions user guide

37

CALENDAR

CHAPTER 4Excerpt from Web Solutions

User Guide

38

Internet CalendarOverviewYour POL or CCO website features anInternet Calendar that is easy to set up,maintain, and view through a Web browser.No software is required.

Staff and parishioners alike will appreciatebeing able to access meeting times andevents via the Internet. Parents will find iteasy to keep up to speed on religious educa-tion schedules, field trips, and other youthprograms. You control the display formatand content—you can even filter out eventsthat you don’t want published.

Features

The calendar is useful and versatile.

• Color-coded event categories makeyour calendar visually friendly.

• Easy to add and update events.• Update your online calendar in-

stantly.• Manage independent calendars.• Merge independent calendars to a

single view.• Publish calendars to

static HTML orprinted pages.

• Establish securitylevels appropriate foryour organization.

• Notify subscribingviewers or your staffof event changes viae-mail.

Single or Multiple Calendars

With the Internet Calendar, you can manageevents for your church and school from asingle calendar or from independent sets ofcalendars. Dynamically merge severalcalendars into a single view (or print) orkeep your calendars for church and schoolseparate. You can, for example, includeevents that you create on you FacilityScheduler in your main calendar—so younever need to add an event twice.

When it’s time to print the monthly calen-dars for your newsletter or bulletin, printcalendars for your members using the samedata that is posted online.

Web Solutions User Guide

39CALENDAR

Create CalendarThis is a one-time setup procedure that yourwebsite administrator must complete toestablish your calendar.

1 . Log in to administer your site.

2. Click the Configure NavigatorBar option in your Members Onlydrop-down list.

You can also click Admin Ser-vices, then click Configure Navi-gator Bar on your OrganizationInformation Form.

3. Click the Go button. The Web SiteNavigator Bar Configuration screenwill open.

4. Click the Create Calendar button.Note the username and passwordrequired to administer your calen-dar.

5. Click the Close button at the bot-tom-left of your Create OrganizationCalendar window. Your calendar’sURL address will populate theCalendar URL field on yourOrganization Information Form.

6. Click the Save Row button on yourWeb Site Navigator Bar Configura-tion screen.

7 . Reset your default username andpassword and Set Calendar Securityusing the procedure on page 60 torestrict calendar edits to only thoseusers with the appropriate login.

Once you have created the calendar, youmay access and administer your calendarfrom your home page by clicking the Calen-dar button, located on the left side of yourscreen. You must be logged in to administeryour calendar.

Add events to your calendar using theinstructions on the following page. Theremainder of this chapter will guide youthrough special formatting, display options,and filtering.

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Click Calendarto open thecurrent month/year.

Underscored events haveadditional popup infor-mation available. Clickany underscoredevent to open the popup.

Navigate YourCalendarNavigating your Calendar is easy—just openyour website and click the Calendar buttonlocated on the right side of the screen. Thecalendar for the current month and year willopen. The current day will be highlighted inyellow.

Visitor Access Rights

General site visitors can view your pub-lished calendar, subscribe to the calendar to

receive updates via e-mail, and open anypopup screens to learn more about yourcalendar events.

General site visitors do not have login rightsand cannot administer your website or yourcalendar. The screen examples on this pageillustrate the type of calendar event infor-mation that will be available on your publicwebsite.

See Filter Calendar on page 52 to learn howto filter the events that display on yourcalendar.

Click any month or year to view its calendar events.


41CALENDAR

Access Rights for CalendarAdministrators

Any users with the appropriate calendaradministrator usernames and passwords(i.e., login rights) may administer yourcalendar. You can secure your calendar withone or more usernames and passwords thatrestrict or allow users to view, add, edit, andchange calendar settings. See the Set Calen-dar Security procedure on page 60.

Calendar administration includes tasks likecreating event categories, adding or editingevents, writing text for popup screens, andmore.

The screen examples below illustrate someof the calendar administration areas that areavailable to logged in users with edit rights.

Return tocalendar view

Click Create toadd new event

Click Edit to editan event

Click on any date toview events sched-uled for that day

Click the month toview previous or nextmonth’s events

Click Duration orPeriodic to view allscheduled non-dailyevents

Click Administer: This Calendarto open the login screen. Once auser logs in with the correctusername and password, theCalendar Administration screen(shown left) opens.

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Add Calendar EventsTo populate your calendar with events,times, and descriptions, you must login toyour calendar, create event categories, thenadd events to populate your calendar.

Purpose of Event Categories

Event categories let you group calendarevents and establish formatting conventions(e.g., color-coding) for your calendar. Youcan also filter your calendar to exclude allevents in one or more categories. Forexample, as a space-saving measure, youcan print your newsletter calendar withoutdisplaying Mass events.

You will want to define several new eventcategories based on the needs of your parishand school. See Suggested Event Categories,on page 42, for some categories that mayinspire your own calendar planning.

Color-Coded Event Categories

You have the option to apply a uniquebackground/foreground color to any eventcategory. ParishSOFT recommends that youcolor-code event categories to make yourcalendar visually friendly.

When Youth events always display in green,for example, your staff and website visitorscan quickly spot those events on yourcalendar.

Create Event Category

Login to your POL or CCO home page, thencomplete the following steps.

1 . From your website, click the Calendarlink, located on the left side of yourscreen.

2. Click Administer: This Calendar,located bottom-right of your parishcalendar. The Calendar Settings screenwill open.

3. Login to your calendar.

4. Click Event Categories to open theCalendar Administration page.

The System-defined Categoriesdisplay at the top; CategoriesUnique to this Calendar displaybelow.

5. Enter the name of the event category inthe Or Add New field (under Catego-ries Unique to this Calendar).

6. Click Colors and select a backgroundand foreground color. Click OK.

7 . Click the Submit > View Calendarbutton to return to your parish calen-dar.

Your new event category will now beavailable when you add events to yourcalendar. The example screen above shows anew category called Parish Life Events beingadded to a demo parish calendar.


43CALENDAR

Suggested Event Categories

When considering your event categories,you may want to create categories toaccommodate the following:

Baptisms Bible StudyFuneral Mass/ServicesMusic Staff MeetingParish Committees Parish Life EventsSenior Citizens REPYouth Wedding

Use your parish’s current printed calendarand ministry brochure to determine whatcategories your parish needs. It’s easy tocreate (or edit) new event categories as youneed them, so you need not plan for everypotential event category when you first setup your calendar. You will, however, wantto create the categories you need to do yourinital event scheduling—this preventsclutter in your calendar.

Default Event Categories

Four system-defined event categories:Birthday, Meeting, Out of Office, and Vaca-

tion, are provided for your convenience.You can choose to use or not use any ofthese categories. These categories are noteditable; but you can disable them byunchecking the Use It? box that displays tothe left of each event. Then create new,replacement event categories using theprocedure provided on the previous page.

Calendar Samples

Browse www.parishesonline.com for somegood examples of church calendars.ParishSOFT’s Demo parish provides a goodbasic calendar example. St. Brigid of Kildareparish in Dublin, Ohio, maintains an exten-sive, comprehensive calendar. Search forBrigid Kildare from the POL home page tolocate the parish website; then click Calen-dar.

Related Tasks

Add a Daily Event, page 44.Add a Duration Event, page 45.Create a Periodic Event, page 46.Set Calendar Security, page 60.

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Add a Daily EventA daily event displays only on the selecteddate on your calendar. Weddings andfunerals are examples of daily events. Loginto your website’s calendar, then completethe following steps to add a daily event.

1 . Click the date when the event is tooccur, e.g., if a wedding is happening onJuly 3, click 3 on your calendar; orclick Daily in the lower-left side ofyour screen. The Edit Daily Eventsscreen will open.

2. Click Create to open the Create NewCalendar Entry form.

3. Enter a brief event description in theCalendar Text field (e.g., Happy-Couple Wedding).

4. Enter the Start Time (AM or PM) andEnd Time (AM or PM).

5. Click in the Category drop-down listand select the event category (e.g.,Wedding).

6. In the Popup Text or URL Link field,enter an expanded description of theevent, contact person and phonenumber, and any other additionalinformation; or enter the URL link toanother website.

7 . Click the Submitbutton to save yourentry and return tothe Edit Daily Eventsscreen. Click the ViewCalendar button tosee your new evententry on your calen-dar (sample screenshown right).

Describing Events Using PopupScreens

Calendar event popup screens are idealplaces to record a brief synopsis of thefunction and purpose of your committeesand ministry groups. When adding events toyour calendar, ask yourself, “Would a newmember understand what this event is allabout?” Popups are particularly useful inhelping to keep the ever-changing member-ship informed and involved. Be sure toinclude contact names and numbers whenapplicable. You can copy/paste popup textto save time.

Related Tasks

Add Daily Event Using Facility Scheduler,page 72.

Add a Duration Event, page 45.Add a Periodic Event, page 46.Edit or Delete Calendar Events, page 48.E-mail an Event Notification, page 51.

Click Any Calendar Linkto Event Details.


45CALENDAR

Add a Duration Event

Duration events span more than one day onyour calendar. When you enter a durationevent, e.g., Vacation Bible School, in yourcalendar, Vacation Bible School will displayon your calendar on each day specified.

Login to administer your calendar, thencomplete the following steps to add aduration event.

1 . Click Duration in the lower-left side ofyour screen. The Edit Daily Eventsscreen will open.

2. Click Create, located in the upper-rightcorner of the screen.

3. Enter a brief event description in theCalendar Text field (e.g., VBS).

4. Enter the date range: Start Time (AMor PM) and End Time (AM or PM).

5. Click in the Category drop-down listand select the event category (e.g.,Vacation Bible School).

6. In the Popup Text or URL Link field,enter either an expanded description ofthe event, contact person and phonenumber; or enter the URL link toanother website.

7 . Enter the duration: Starting Dateand Ending Date. If the event contin-ues into the next week but will notoccur on the weekend, check the SkipWeekends box.

8. Click the View Calendar button to seeyour new event entry on your calendar(see sample below).

Display or Filter Event

The drop-down list labeled When in-cluded in other calendars offers filteringoptions so that you can change how an eventdisplays when this calendar is merged withanother. The selection Don’t Display Event isuseful if you wish to keep events like Massesor staff meetings out of the printed calendar.

Accommodate Start/End Times

When your event spans several days, thesystem will not let you set an end time thatprecedes your start time (e.g., starts at 7p.m. Friday; ends at 10 a.m. Sunday is notallowed). To work around this, leave theStart/End time fields blank and include theevent time in your Calendar Text descrip-tion.

Related Tasks

Schedule Resource for a Daily Event,page 72.

Add a Periodic Event, page 46.Edit or Delete Calendar Events, page 48.

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Create a Periodic EventPeriodic events are events that recur on aregular basis throughout the month orcalendar year. Examples of periodic eventsinclude Thursday night choir practice and aSteering Committee meeting that occurs onthe first Tuesday of each month. When youcreate a periodic event, e.g., Masses, in yourcalendar, Masses will display as an event onyour calendar on each day specified.

Schedule Periodic Events

Login to your calendar, then complete thefollowing steps to add a periodic event.

1 . Click Periodic in the lower-left side ofyour screen. The Create Periodic Eventscreen will open.

2. Enter a brief event description in theCalendar Text field (e.g., Adult ChoirPractice). If you would like to placechurch services on yourcalendar, include theirtimes in the CalendarText description (e.g.,Masses 8, 10, and 12).

3. Enter the Start Time(AM or PM) and EndTime (AM or PM).

4. Click in the Categorydrop-down list andselect the event cat-egory (e.g., Music AdultGroups).

5. In the Popup Text orURL Link field, entereither an expandeddescription of the event,contact person andphone number, and any

other additional information; or enterthe URL link to another website.

6. Enter the starting date and ending datein the From and Until fields.

7 . Specify the frequency and repetitionpattern for your periodic event in theHow to Repeat fields. Use the <Ctrl>key to select multiple dates or days ofthe week.

8. Click Submit > View Calendarbuttons to see your new event entry onthe calendar (see sample on facingpage).

Repetition Options

You can set the occurrence of Periodicevents to any scheduling option available inthe How to Repeat fields. Repeat events bydate or by day of the week.


47CALENDAR

Repeat by Date(s)

For example, if your Christmas Eve Massalways occurs at 10 p.m. December 25,complete the following steps to establish anevent that will repeat for a specified date.

1 . Select 25 from the Date(s) drop-down list.

2. Select Every Year to repeat theevent in December of every calendaryear.

You can select multiple dates using <Ctrl> +click. Multiple repeating dates would accom-modate an event like a Pay Date, whichmight occur on the 15th and 30th of eachmonth.

Repeat by Day of the Week

Events that repeat on specific days of theweek have several options that you can

choose in several combinations. Select oneor more days of the week, then specify thefrequency in the Repeat drop-down list:

For example, if your Finance Council meetson the 2nd Wednesday of each month, youwould select Wednesday and 2nd Occurof Month.

Related Tasks

Add a Daily Event, page 44.Add a Periodic Event, page 46.Edit or Delete Calendar Events, page 48.

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Edit or Delete CalendarEventsEdit Calendar Events

When you create a daily, duration, orperiodic event on your calendar, you caneasily edit the event details. For durationand periodic events, you can choosewhether to edit details for all instances of theevent or just a particular date.

This feature is handy when, for example, youschedule meetings or events and then needto create exceptions on your calendar.Those exceptions can include changes toevent details (e.g., start time, differentlocation, etc.) or cancellation of an event(e.g., Steering Committee meets the firstMonday of each month, except in January).

See E-Mail an Event Notification, page 51,for helpful instructions on updating peopleon event changes using e-mail.

Login to your calendar, then complete thefollowing steps to edit a calendar event.

1 . Click the date of the event you wish toedit. For example, to change an eventon July 15, click 15 on your calendar.The Edit [Duration, Daily, or Periodic]Events screen will open, displaying theselected event.

2. If you are changing details for just theselected date, select Only ThisInstance.

3. Click Edit, located to the left of theevent’s description.

4. Edit the event as needed (see screenexample below). Click the Submitbutton to save your changes and returnto the Edit Daily Events screen. Or clickthe View Calendar button to savechanges and return to the calendarview.

In this example, we have edited the durationevent VBS to change the end time for thesession on Thursday July 15.


49CALENDAR

Delete Calendar Events

1 . Click the date of the event you wish todelete. For example, to delete a July 22event, click 22 on your calendar. TheEdit Daily Events screen will open,displaying daily, duration, and periodicevents scheduled for the selected date.

2. If you are deleting the event for just theselected date, select Only ThisInstance. Select All if you wish todelete all occurrences of this event.CAUTION: selecting the All option willdelete every instance of a periodic orduration event—even though you haveselected just one calendar date.

3. Click the scissor icon located to theright of each event’s description. Theselected event will be permanentlydeleted from your calendar.

In the example screen shown right, we havedeleted Adult Choir Practice on July 22. Asthe example calendar shows for July 2004,the adult choir practices every Thursdayevening, except for July 22—when practicehas been cancelled.

Efficient Event Scheduling

Even when you anticipate exceptions to aregularly scheduled event, it is faster toschedule it as a recurring periodic event andthen adjust your exceptions than it would be

to schedule each occurrence separately as adaily event for each calendar date.

Alternate Deletion Method

You can also click Edit on the Edit Eventsscreen; then click the Delete button toremove an event. Use this method when youwish to send an event change notificationusing e-mail (see page 51).

When you delete a periodic or durationevent, all occurrences of that event on yourcalendar will be removed. There is no Undofunction and no way to recover a deletedevent.

Related Tasks

E-mail an Event Notification, page 51.

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Copy Calendar DailyEventCopy a daily event from your calendar torepeat the event on another date. This utilityis provided to save data entry time. In fact,it is often faster to copy an existing eventand edit a time or place than it is to create anentirely new event.

1 . Click the date of the event you wish toedit. For example, to change an eventon September 1, click 1 on your calen-dar. The Daily Events screen will open,displaying the events for the selecteddate.

Morning Mass, YOGA, and PlanningCommission are included calendarevents created in the facility scheduler.See Copy Facility Scheduler DailyEvent, page 78, for instructions oncopying those events in the facilityscheduler.

2. If you wish to copy a periodic orduration event, select the Only ThisInstance button. This will create adaily event copy with the originalperiodic or duration event details.

3. Click Edit, located to the left of theevent’s description.

4. Select the Copy Event button.

5. Change the Event Date.

6. Edit other event details as needed.

7 . Click the Submit button to save yourchanges and return to the Daily Eventsscreen. Or click the View Calendarbutton to save changes and return tothe calendar view.

The copy function creates daily events only;it does not duplicate duration or periodicevents.

Related Tasks

Copy Facility Scheduler Daily Event,page 78.

Edit or Delete Calendar Events, page 48.


51CALENDAR

E-Mail an EventNotificationPOL and CCO users have several avenuesfrom which to generate e-mails to groups ofpeople in your organization. Calendaradministrators can send notifications ofevent changes and reminder e-mails forparticular events to be distributed accord-ing to a set schedule.

E-Mail a Notification fromYour Calendar

Calendar administrators can easily generatean e-mail message to notify people about anevent change in your church calendar.

Login to your calendar, then complete thefollowing steps to create an e-mail notifica-tion.

1 . Open the event form (can be a new orexisting daily, duration, or periodicevent).

2. Scroll to the bottom of the event form.

3. Check the Email Notification box.

4. Enter e-mail addresses in the To and CCor Bcc fields. Use a comma to separateaddresses.

5. Type any comments to accompanyyour event notification.

6. Click the Submit button to save anychanges and send the e-mail.

E-Mail a Reminder from YourCalendar

Calendar administrators can schedule follow-up reminder e-mails to be sent days, hours,or minutes before the event begins.

1 . Scroll to the bottom of the event formand select days, hours, or minutes in theSend a Reminder fields.

2. Enter e-mail addresses in the Emailfield. Use a comma to separate ad-dresses. If you have entered e-mailaddresses in the Notification addressfields, you can copy and paste them intothe Email field.

E-Mail a Selected Group fromParishSOFT Database

ParishSOFT users can create e-mails fromtheir ParishSOFT aplications addressed to anindividual or selected ministry group,workgroup, or any other category that can bedisplayed in the list view.

E-Mail Options Not Available?

If your event form does not display the e-mail notification and reminder fields shownin the examples on this page, it is becausethey have not yet been enabled. Enabling thee-mail fields is simple. Click AdministerThis Calendar > Email Configuration >check the Forms box. See Configure E-Mail,page 61, for detailed instructions.

Related Tasks

Configure E-Mail, page 61.

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Filter CalendarFilters temporarily display only what youwish to see and hide all the events that arenot related to your current interest. Theyare useful especially if your organizationmaintains a comprehensive calendar. Usecalendar filters to display only specifiedtext, categories, or other add-in calendarsfrom your primary calendar.

Open your website and click the Calendarbutton. Then filter text, categories, or add-ins according to the instructions below.

Filter by Text

This filter option shows only the calendarevents that match your text criteria. Youcould, for example, filter by commission todisplay all church commission meetings.

1 . Click Filter on the bottom-right ofyour calendar screen.

2. Click Find Text on the Filter Form.

3. Enter the word or phrase in the Textfield (e.g., wedding) to specify theevents that you would like to see.

4. Check the boxes to indicate whetheryou wish to display the filtered text inEvent Text and/or Popup Text.

5 . Click the Filter button.

Your calendar will display only the eventsthat include text that meets the criteria thatyou specified. You can click Normal in thetop-right corner of your calendar to removefiltering and return to the normal calendarview where all events are displayed.

Filter by Event Category

Filter by category lets you show only eventsin the categories that you select. Use thisoption when, for example, you wish to viewall Music-related events on the calendar.That one category might include Adult ChoirPractice, Contemporary Group Practice,Youth Choir, Handbells, Community Band,etc.

1 . Click Filter on the bottom-right ofyour calendar screen.

2. Click Categories on the Filter Form tofilter your calendar display by cat-egory.

3. Click to select the category(ies) thatyou wish to display in your calendar(e.g., Music). Press the <Ctrl> key andclick to select multiple categories.

4. Click the Filter button.

Your calendar will display only events thatbelong to the categories that you specified.


53CALENDAR

Filter Add-Ins

Calendar administrators have the option toselect several Add-Ins for inclusion in yourmain calendar. The following screen displaystwo Sundays in December where the liturgi-cal calendar (i.e., litcal) and lunar cycle (i.e.,smoon) add-ins are displayed. In thisexample, we will filter out the add-ins litcaland smoon.

1 . Click Find Text on the Filter Form tofilter your calendar display to showonly a specific word or phrase.

2. Click Add-Ins. The checked boxes onthis screen indicate add-ins that cur-rently display on your calendar.

3. Uncheck the box(es) (e.g., litcal andsmoon) to select the add-ins you wishhide from your calendar view.

4. Click the Filter button.

Your calendar will display showing only theselected add-ins.

Click Normal in the top-right corner ofyour calendar to remove filtering and returnto the normal calendar view.

Filter Included Calendars

Calendar administrators have the option toselect and include other calendars into theorganization’s main calendar. For example,you could maintain a separate calendar forreligious education classes or for the ser-vices and events that take place in yourchapel. In this example, we will filter out theevents that come from the 194/chapelcalendar created using the Facility Sched-uler.

1 . Click Include Calendar Filter on thetop-right corner of your calendar. TheEvent Quick Filter screen will open.

2. Uncheck any calendar (e.g., 194/chapel) to hide its events from yourcalendar view.

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3. Click the Filter Now button.

Your calendar will display without theevents from the selected calendar add-in.

Return to Normal CalendarView

Filtered calendars display with the wordFILTERING in the top-left corner and thelink Normal in the top-right corner, so youcan tell instantly if you are viewing a filteredcalendar. Return to your unfiltered view atany time by clicking Normal.

Your filters will be removed and all eventswill display on your calendar.

Related Tasks

Facility Scheduler, page 70.Format Calendar, page 55.Include Calendars, page 59.


55CALENDAR

Format CalendarParishSOFT has designed your calendar tohave a professional-looking display. It is notnecessary for you to do any calendarformatting, but if you wish to do so, severaloptions are available for you to customizeyour calendar’s appearance.

To change the way your calendar looks,open your webpage, click Calendar, thencomplete the following steps to change thedefault display settings.

1 . Click Administer: This Calendar,located bottom-right of your calendarpage.

2. Click one of the following displaysettings options:

• Display Options• General Settings• Title, Header, Footer• Month/Day Headings• Colors• Fonts

3. Edit the default settings as needed.

4. Click Save to keep your changes.

The display settings options are describedbelow.

Display Options

Display Options allows you to customizehow your calendar appears on screen. Usethis option to specify the following:

• Pixel width• Time display• First day of the week (i.e., Sunday or

Monday)• Week number

• First week of the year• Show or hide weekends• Display calendar in block or list view

(see screen examples below)• Include or hide options on edit form

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General Settings

General Settings allows you to specify thefollowing:

• Change calendar text description inadministration lists

• Specify a language (English is thedefault)

• Permit or allow events with overlap-ping times

• Show or hide calendar• Limit calendar view range• Require approval of events added by

underpriviledged users

Title, Header, Footer

Click Title, Header, Footer to add text toyour calendar pages. Refer to the commentsbelow the text fields for text editing andformatting tips (see screen example right).

Block View Calendar List View Calendar

General Settings Options

Title, Header, Footer Options


57CALENDAR

Month/Day Headings Options

Colors Options

Fonts Options

Month/Day Headings

Click Month/Day Headings to edit theway months of the year and days of the weekdisplay on your calendar. Click Save to keepyour changes.

Colors

Click Colors to edit the default colors inyour calendar text displays and popups.

To change a color, click on the link for thecolor you want to change, then select a newcolor from the popup window. Click Save tokeep your changes.

Fonts

Click Fonts to change the default fonts andpoint sizes of your calendar text. When afont field is left blank, the default browserfont will apply. Change a font by entering thefont name of your choice (e.g., Arial, Cen-tury Gothic, Book Antiqua, Garamond,Comic Sans MS, etc.)

When the Font Size is set to Default, thecalendar will be displayed with font sizestested for user readability. If you wish tochange any of the font sizes in your calen-dar, click in the Font Size drop-down menuand select an option. Click Save to keepyour changes.

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Add-In CalendarsThe utility called Add-Ins let you importfiles containing your religious educationprogram calendar or other calendar eventsinto your main calendar.

Login to your calendar, then complete thefollowing steps to add calendar events toyour calendar.


2. Click Add-Ins on the Calendar Settingsscreen.

3. The .idt event files are listed on yourscreen. Check the box to add to add anyevent to your calendar.


Education Calendar Files

File names beginning with edcal^ indicatereligious education calendar program files.The numeric code following the caret, e.g.,19511, is the organization’s unique POL orCCO ID. Religious education calendar filesfor other organizations may be listed on theserver. Your ID is listed in the upper-rightcorner of your screen. Be sure to check thisnumber and select only the edcal^ filecontaining your ID.

Other Available Calendar Files

You can choose to display Christian holi-days, the liturgical calendar, moon phases,and/or U.S. Holidays on your calendar. Justcheck the box next to each calendar filedescription.

Related Tasks

Include Calendars, page 59.


59CALENDAR

Include CalendarsThe Include Calendars utility is usefulbecause it lets you dynamically include datafrom another calendar or from your facilityscheduler resource categories. For example,if your diocese or religious educationprogram maintains its own, separate calen-dar, you can incorporate some or all of theirevent categories into your own calendar.Whenever someone makes changes to acalendar that you have included, yourcalendar will be automatically updated withthe relevant changes.

Login to your calendar, then complete thefollowing steps to include one calendar’sevents in another calendar.


2. Click Include Calendars on theCalendar Settings screen.

3. The available calendar files are listed onyour screen. Check the box under theInclude column to mark thecalendar(s) you wish to include.

4. Select the event categories you wish to

include in the Use Categories col-umn. Use <Ctrl> + click to selectmultiple categories.

5. If desired, you can override the colorsfrom the original calendar and make allevents from a particular calendarappear similar. Check the Overridebox and specify the Colors you wish touse for these events.


View your calendar to ensure that theincluded events are displaying as expected.

Creating Calendars

ParishSOFT Religious Education Moduleusers can easily generate class calendarsdirectly from their database using existingclass, session, and year information. [email protected] or call (866) 930-4774 to request a calendar for your reli-gious education program.

Related Tasks

Add-In Calendars, page 58.

Your organization’s POLor CCO ID displays in theupper-right corner of theCalendar Administrationscreen.

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Set Calendar SecurityOnce you have begun to set up your calen-dar, change your password and establishsecurity to protect your data from unautho-rized user changes, additions, and deletions.

If you leave your calendar administratorlogin set to the default (i.e., admin, bible),ANYONE can access your calendarand make changes. The default adminis-trator login will remain in place until resetby an administrator in your organization.Change your password(s) using the followingprocedure.

Change Calendar Passwords

Complete the following steps to administersecurity levels for your calendar.

1 . Click Administer: This Calendar,located bottom-right of your calendarpage. Login—if your calendar is new,admin/bible are your User ID andPassword.

2. Click Security on the CalendarSettings screen.

3. Type the new User ID and Passwordinto each of the fields you wish toprotect. For simplest security, use thesame login for Settings, Editing, andAdding. Leave Viewing set to itsdefault to allow anyone to view thecalendar.

4. Click Save to keep your changes andreset your passwords.

5. Notify your calendar administrationstaff (i.e., anyone who will manage yourcalendar events) of the passwordchanges.

Security Levels

It is not necessary to have different User IDsand Passwords for each security level. Usethe same User ID and Password for eachlevel unless you wish to restrict accesslevels (described below) for your staff.

Settings. The highest security levelavailable for your calendar. Anyonewith the User ID and Password tochange settings can also edit, add, orview.

Editing. Users with edit rights cannotchange settings, but they can add andview calendar material.

Adding. Users with rights to addcalendar material cannot edit existingentries. They can, however, view allentries.

Viewing. For church calendars, checkthe Anyone Can View This Calen-dar button to allow all website visitorsviewing rights. If you have an in-housecalendar that you wish to keep private,you may set a User ID and Password.

If a user logs in at a high security level, he orshe is also given access at all lower securitylevels. (i.e., if a person logs in with theUserID and Password for Editing, then shewill get Editing rights, as well as the loweraccess levels: Adding and Viewing.)


61CALENDAR

Configure E-MailUse the E-mail Configuration utility to add e-mail options to event forms. Once you put e-mail options in place, you can notify yourstaff whenever calendar events are added orupdated. You can also schedule remindersto be sent at a later date and time.

Complete the following steps to enable e-mail options on event forms.

1 . Click Administer: This Calendar,located bottom-right of your calendarpage. Log in.

2. Click E-mail Configuration on theCalendar Settings screen.

3. Select one of the following formats foryour e-mail: Ascii Text and Html(recommended); Ascii Text Only; orHtml Only.

4. Check the Forms box to place e-mailoptions on your event edit forms.

5. If you wish to be notified when eventsare added and updated, check theNotify on Add and Notify on Up-date boxes.

6. Type your e-mail addressinto the address field.

7 . Click Save.

Event notifications and e-mailreminders will now be optionsfor each event form in yourcalendar. See E-mail an EventNotification, page 51, forinstructions.

Related Tasks

E-mail an Event Notification, page 51Subscribe to Calendar, page 62.

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Subscribe to CalendarWhen subscriptions have been enabled bycalendar administrators, anyone who canview your calendar can also choose to benotified of changes to scheduled events orbe reminded of upcoming events.

Subscribe to ChangeNotifications

Complete the following steps to receivecalendar change notifications.

1 . From your website’s home page, clickthe Calendar button.

2. Click Subscribe to Calendar button.Your Subscribe to Calendar screen willopen.

4. Enter your E-mail Address.

5 . Click the Subscribe button.

You will receive an e-mail notification anytime an event is added, changed, or deletedfrom the calendar.

Subscribe to Reminders

1 . To specify when you wish to receivereminders, click the arrow in the Senda Reminder drop-down list and selecta time (e.g., 15 minutes, 1 day, etc.).

2. Check the box next to the event(s) forwhich you wish to receive reminders.

3. Click the Subscribe button.

Unsubscribe ChangeNotifications and Reminders

1 . From your website’s home page, clickthe Calendar button

2. Click Subscribe to Calendar.

3. Click the Unsubscribe button todiscontinue e-mail notifications tocalendar event changes.

4. Click the Unsubscribe button underSend a Reminder to discontinuereminder e-mails for events.

5. Click the Close button to return toyour calendar.

Related Tasks

Manage Your Calendar Subscriptions,page 63.

E-mail an Event Notification, page 51.


63CALENDAR

Manage Your CalendarSubscriptionsAs a calendar administrator, you can displayor hide the Subscribe to Calendar buttonon your calendar. If you allow visitors tosubscribe to your calendar, you then havethe right to remove or add names to thecalendar subscription list. This utilityprovides a measure of control and lets yousee who your subscribers are.

View and Edit Your CalendarSubscription List

The e-mail addresses of visitors who havesubscribed to your calendar will display onyour Subscription screen. Event notificationsubscribers are listed on the left; eventreminder subscribers are listed on the right.

Complete the following steps to open andedit your subscription list from your calen-dar page.


2. Click Subscription on the CalendarSettings screen.

3. To delete a notification subscriber,click to select the desired e-mailaddress; then click the Delete buttonbelow the address list. Use <Ctrl> +click to select multiple names.

4. To delete a reminder subscriber, selectthe e-mail address and click the Deletebutton below the event reminderaddress list.

5. To add a subscriber, type the desired e-mail address in the field located to theright of the Add button; then click theAdd button.

Remove Visitor SubscriptionOption(s)

As a calendar administrator, you canremove part or all of the Subscribe toCalendar options for website visitors.

Disable Calendar Subscriptions

Uncheck the Subscribe to Calendar boxlocated middle-left of your screen.Unchecking this box removes the Sub-scribe to Calendar button from yourcalendar.

Disable Change Notifications andReminders

To stop e-mail notifications and remove thisoption from your Subscribe to Calendarscreen, uncheck the Enable Notify onAdd, Edit, and Delete box. To stopreminder messages and remove this sub-scription option, uncheck the EnableEvent Reminder Messages box.

If you choose to disable change notifica-tions, you may wish to notify your currentsubscribers that they will no longer bereceiving calendar change e-mails. Add thisinformation as an “event” to your calendar,allow the usual notification e-mail to informthem of the change, and then disable changenotifications. See E-Mail an Event Notifica-tion, page 51, for instructions.

64

Delete Month EventsClear out old events from your calendarusing the Delete Month Events utility.

Complete the following steps to remove oldevents from your website.


2. Click Delete Month Events on theCalendar Settings screen.

3. Click in the Year and Month fields toselect your date range. Enter both astart date and an end date (e.g., 2001January through 2003 December).

4. Click the Delete button.

Only daily events are deleted from thecalendar. You will need to delete individu-ally any duration or periodic events usingthe edit form (i.e., click the date and clickthe scissor icon next to the event). See Editor Delete Calendar Events, page 48, forinstructions on accessing the edit form.


65CALENDAR

Publish CalendarUse this form to publish your calendar tostatic html pages that you can post on theweb. A static html page is different fromyour regular POL or CCO calendar in that ithas no administration options, and it dis-plays only the range of published monthswith events and their popups. It does not letthe user navigate to other months on thecalendar.

Complete the following steps to publish acalendar month or range of months.


2. Click Publish Calendar on theCalendar Settings screen.

3. Click in the Year and Month fields toselect your date range. Enter both astart date and an end date (e.g., 2004July through 2004 July).

4. Check Block Syle, List Style, orBoth to format how your calendar isdisplayed. If you select both block style(i.e., grid style typically seen in wallcalendars) and list style, files for bothstyles will be created, and you will beable to toggle between the styles.

5. Click the Create button.

All of the selected calendars and popup datawill be written as individual files to thefolder:D:\Inetpub\wwwroot\scripts\iCal\194/19511.

The 19511 number is the POL demo websiteID number—your ID will be different. Clickthe curblockmonth.html link to viewyour calendar html page.

Copy the calendar files to your desiredlocation for posting on the web.

66

Import DataYou can import data files directly into yourcalendar. This utility is handy for those whowish to insert events from an existingcalendar, such as OutlookTM.

Before you begin, export your calendarevents from your application to one of thefollowing file types:

• CSV• Tab-delimited txt file• CSV Coma Delimited Text File• vCalendar

Complete the following steps to import thefile into your POL or CCO calendar.


2. Click Data Importing on the Calen-dar Settings screen.

3. Click to select a File Type and anImport Type.

4. Choose either a server or client file:

a. If you are importing a server file, thefile must be physically located onthe iCal host system in the folder:D:\Inetpub\wwwroot\scripts\iCal\.Enter the simple file name, (e.g.,datafile.txt) in the ImportServer File field.

b. If you are importing a client file,click the Browse button and selectthe file from your hard drive.

5. Click the Import File button.


67CALENDAR

Export DataIf you are managing multiple calendars, usethe Export Data utility to export events fromyour POL or CCO calendar into yourOutlookTM or other calendar.

Complete the following steps.


2. Click Data Exporting on the CalendarSettings screen.

3. Click in the Year and Month fields toselect your date range. Enter both astart date and an end date (e.g., 2004July through 2004 July).

4. Click to select an Output File Type.

5 . Click the Export button.

6. Click the link (e.g., 194/19511.csv) toview your file.

Event Type Conversion Issues

The export file will have two record types:single Daily events and Duration events. AllPeriodic events are converted to Dailyevents when the data is exported.

Exported event data adhere to the formatsdescribed below.

Single Daily Event FormatS< Date >< Event Text >[ Popup Text or

URL ][ Start Time ][ AMPM ][ End Time ]

[ AMPM ][ Border ][ BgColor ][ FgColor ]

[ C a t e g o r y ]

Duration Event FormatD< Start Date >< End Date >< Event Text

>[ Popup Text or URL ][ Start Time ]

[ AMPM ][ End Time ][ AMPM ][ Border ]

[ BgColor ][ FgColor ][ Skip WkEnd ]

[ C a t e g o r y ]

Output File Types

The CSV file format can be imported directlyinto OutlookTM. The other two exportoptions will produce a file with all iCalcalendar attributes. These will includevalues for color, borders, etc.

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Format Calendar forPrintingUse your calendar to create printed calen-dars for your newsletter or other mailings.

Open your website and complete the follow-ing steps to format your calendar for print-ing.

1 . Click the Calendar button.

2. Click File > Page Setup, located in theupper-left corner of your web browser.

3. Click to select either Landscape orPortrait orientation for your printedpage.

4. Adjust the Left, Right, Top, andBottom margins as needed to meet theminimum requirements for yourprinter.

5. If desired, remove items from theHeader and Footer to allow morespace for your calendar.

6. Click File > Print to print.

You can gain further space on your printedcalendar using the calendar filters describedon the previous page to remove any eventsthat are non-essential to your generalreadership.

excerpt from web solutions user guide

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