After starting to create your event in the Profile System with the Event Information tab and providimg additional information about the event with the Event Content tab, and uploading supplementary materials with the Related Materials tab, the next step is the People & Calendars section.
The People and Calendars tab allows you to determine who sees the event and designate hosts, speakers, affiliated organizations, and the calendars on which your event will display.
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Many of the sections in this tab have helpful information, which can be revealed by hovering your mouse over the information icons next to the section headers (shown below). |
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Hover over the information icons in the tab to reveal helpful information. |
Event Sharing
The first step in the People & Calendars tab is to determine the Event Sharing. These settings determine which calendar users can see an event in the calendar management tool.
There are two options for Event Sharing:
Public: These events will appear in search results for other calendar users.Those users can add the event to their calendars or suggest it to any other calendar.
Private: These events are not searchable by other calendar users and will only be available to the calendars you suggest it to.
Use the drop down menu to choose whether you want your event to be Public or Private.
Keywords
You can add keywords to your event so that people can find articles related to your event. Keywords can be either public or private:
Public keywords will display as filters in search so website visitors can easily find articles related to the keyword topic.
Private keywords will not display anywhere on the website.
However, you can still use these keywords to filter news or event listings that appear on your website.
The purpose of private keywords is to create listings on the website that are limited by some arbitrary criteria of your choosing, for example "all seminars hosted in 2017."
To start adding keywords, begin typing into the Add Keyword search field and select from the suggested options.
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The suggested keywords will have an indication of whether they are Public or Private |
When you have found your desired keyword, select it. You will then be allowed to click the Add button to add it to your event.
Once added, the keyword will populate to either the Public or Private keyword field:
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To remove a keyword, click the |
People and Organizations
Like the Event and RSVP Contacts shown in Event Content , you can either designate an External Speaker or Host, or pull an Internal Speaker or Host from their Yale School of Medicine profile, which will automatically populate their email address and available contact information into the necessary fields.
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If the speakers are yet to be announced, you can click the
Speakers are to be announcedcheckbox above the Speakers section (shown below).
To add a Host Organization, either use the search bar to select a Yale Organization, or type in the necessary information to identify an External Host Organization.
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You can edit or delete Speakers, Hosts, or Organizations with the pencil and trashcan icons respectively (blue). |
Once you’ve added Speakers, Hosts, or Organizations, you can edit or delete them with the pencil and trashcan icons respectively (highlighted above in blue).
Internal Vs. External
As a rule, in the calendar, anything Internal means “Yale Affiliated.”
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If, however, your event were being sponsored or hosted alongside YNHH or the FDA, both of these organizations would be considered External as they are not part of the Yale School of Medicine.
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Calendars
The Display Calendars section allows you to designate onto which of your calendars the event will appear. From this area, you can also suggest your event on a calendar outside of those for which you are the administrator.You can suggest an event to any calendar in the system. Some calendars will be automatically suggested based on the people and organizations you have tagged in your event, but you can also explicitly suggest your event to calendars in the system.
You can search for and add additional calendars to your event in the Available Calendars section.
Begin looking for a calendar in the search field labeled Search for Calendars.
The search will suggest available calendars, and when you find one you want to add, select the result.
You can then click
Addto explicitly suggest the calendar for your event.The calendar you add will then populate in the Calendars This Event Is Suggested To section (highlighted below in blue).
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The Calendars This Event Is Suggested To section shows the status of your Calendars, both Recommended and Explicitly Suggested |
Recommended Vs. Explicitly Suggested Calendars
The display calendars are split into three groups:
Your Calendars: This is a listing of all the calendars for which you are an administrator. You can add your event to a calendar you manage by clicking on the plus sign icon.
Recommended Calendars: This list of calendars indicates to which calendars your event has been automatically suggested based upon the Yale affiliated people and organizations you have tagged in your event (highlighted above in yellow).
Explicitly Suggested Calendars: This section allows you to use the search bar to suggest your event to a calendar for which you are not the administrator.
You can see the status of this suggestion (Suggested, Accepted, Rejected), or remove the suggestion by using the trash can icon to the right of the listed calendar (highlighted above in green).
When you are satisfied with the information in the People and Calendars tab, click Continue to move on to Publish Settings