HKU Event Calendar

Agenda• Overview

• Benefits

• Administrators in Departments (including Faculty Offices)

o 3 Steps to Publish an Event Create New Event

Select Target User Group

Preview & Publish

o View Event List of the department

• Users (Staff and Student)

o My Calendar

o Subscription Setting

o Synchronize to own Calendar (Outlook, Google, & Apple Calendar)

Overview• To provide an “internet calendar” for staff & student

• Sources of activities/events information from:

• For all or specific user groups 3

U holidays Salary pay day

Hall application

period

PRSD and PRD

periods

RPG student

leave

RPGProgress

report due

Lecture time

tables

Tutorial time

tables

Exam time

tables

Central ERP Systems

Fac/Dept events for staff & students

Faculty / Departments

Benefits

• View all events from different sources in one placeo central ERP system information

ITS will collect feedback and grow over time

o Faculty/department events – managed by faculty/dept

• View event timeline & deadline in calendar viewo User sets up “HKU Event Calendar” once only in own

calendar application (Apple, Google, Outlook calendar)

o System synchronize events to user’s calendar application automatically

o User can opt in/out of an event anytime

4

HKU Event

Calendar

User’s calendar

Users & System Interface

5

HKU Event Calendar System

HKU Event CalendarFaculty/Department Administrator

Actions of Administrators

7

2. Submitter create an event & submit a request to publish

3. Approverconfirm/reject to publish an event

4. Adminpublish

/remove event from

users’ calendar

1. Fac/Dept confirm the schedule &

venue of an event

Faculty/Department Administrator

• Maintain faculty/department events

• Publish event entries to staff/students of the faculty/dept

• Two types of administrator roles:

8

Submitter Approver

1. Create a new event2. Submit request to

publish/remove event3. Enquire submitter’s own

events

1. Approve publish/remove event2. Reject to publish/remove event

3. Enquire all events in own department

3 Steps to Publish an Event

9

1. Create New Event

2. Select Target User Group

(staff/students)

3. Preview and

Publish

Faculty / Department to:• Establish department guidelines for users (staff/students of

the department ) to adopt the use of published events• Inform users regularly the types of events available for

their selection

Create New Event

1. Login HKU Portal > Search ‘Calendar’

or > Manager Self Service > IT Services

=> admin page of HKU Event Calendar

2. Select at the top-left hand corner.

3. Select on the left menu.

=> admin page “Create New Event”10

2

3

Create New Event page

11

Create New Event (cont.)

12

Event Details Mandatory (M)/

Optional(O)

Remark

1 Event title M

2 Event type M

3 Event category M Specific to event type

4 Event detail O

5 Event location O

6 Start date/time M

7 End date/time O Must be later than start date/time

8 Check box on O Represent all-day event

9 Icon clicked O Repeat event for next 7 days

10 Icon clicked O Add new row

11 Event url O

12 Event picture O

Select Target User Group

13

Target User Group (Staff)

14

Item Type Remark

1 Staff Check box Set target group to staff

2 All staff/List

of departments

Option All staff/ staff from one or more department(s)

Target User Group (Student)

15

Item Type Remark

3. Student

(Check box)

4. All students (UG, TPG and RPg) Check box Select all students

5. Undergraduate (UG)

students

6. All UG students Check box Select all UG students

7. List of curriculums List One or more curriculum(s)

8. Year level Check box Year 1 – Year 7

9. Taught Postgraduate

(TPG) students

10. All TPG students Check box Select all TPG students

11. List of curriculums List One or more curriculum(s)

12. Year level List Year 1 – Year 7

13. Research

Postgraduate (RPg)

students

14. Research Program Check box MPhil/PhD/SJD

15. List of departments List One or more department(s)

16. List of courses enrolled by students List One or more course(s)

Preview and Publish an Event

• Table 1 shows the event

information.

• Table 2 shows the event

schedule.

• Table 3 shows the target

user group.

16

view department’s Event List

• click “Event List” => redirect to the detail of the dept’s event list

17

HKU Event CalendarUsers

(staff/studentsof the department)

My Calendar

• A user can opt-in or opt-out an event of various categories

• & synchronize to user’s own calendar application

19

Outlook Calendar

Apple Calendar

Google Calendar

Subscription Setting

20

1

2

3

4

Enable event synchronization to your calendar application

1. Enable Internet Calendar; otherwise calendar not appear in your device

2. Specify the synchronization period of events (e.g. 1 year)

3. Copy & paste the

subscription URL to your

device

4. Save the subscription setting

General User

Synchronization to a calendar

Outlook Calendar subscription set up

oAdd the internet calendar subscription linkoSet auto-update frequency

22

Google Calendar subscription set up

oChange of update frequency not supported

oAuto update frequency = every few hours

23

Apple Calendar (iPhone/iPad) subscription set up

oAdd Subscriber ; Set update frequency

24

HKU Event Calendar

• HKU Event Calendar- User Guide

• Apply for administrator - CF89

HKU Event Calendar

Demonstration

Thank you