Single Event: Step-by-Step

Owned by Zachary Restifo
Last updated: Jun 12, 2023 by Liz Pantani
6 min read

When you first create a new calendar event you will be prompted to create a Single, Recurring, or Multi-Session event.

  • A “Single” event is an event that only occurs once.

  • A “Recurring” event is an event that will occur on a regular schedule, such as a weekly staff meeting, or monthly speaking engagement.

  • A “Multi-Session” event is a single event that may span for one or more days and consists of shorter “sub-events” or sessions, for instance a conference or retreat.

This document is a step-by-step guide to adding a Single event to the Calendar.

Table of Contents

Step 1: Event Information Section

All of the above fields are required.

 

  1. Select Single Event in the Choose Event Type section for a single event (yellow above).

  2. In the Event Title field, input the name of your event (blue above).

  3. For your Event Status, use the dropdown to let attendees know if your event is Confirmed, Tentative, or Cancelled (green above).

  4. The Slug field should automatically insert a unique name or series of words. This is used as part of a web address, typically at the end of the URL. (If your slug name is not unique, you will have to edit this field).

  5. In Start Date and Time fields, choose when your event will start.

    • Select All-Day Event if your event lasts all day

  6. In the End Date and Time field, input at what time your event will conclude.

  7. To designate an Event Contact, click the Add New button in the Contacts section (red above).

  8. Once you’ve designated your contact, click Add to add them as a contact for your event.

Once you have inputted this information, click Continue at the bottom of the page.

For more information on this section, visit the https://ysmweb.atlassian.net/wiki/spaces/HELP/pages/1711571028 instructions.

 

Step 2: Event RSVP, Location & General Information

 

The starred fields are required.

 

  1. If you have RSVP details you can add a URL to an event sign up and/or add an RSVP contact via the radio buttons.

  2. In the Location section select from the available radio buttons (None, Yale Location, Non-Yale Location, or Virtual). Depending upon your selection additional location fields will become available for more specific information to be entered.

  3. General Information:

    • You must choose an Event Type from the dropdown (indicated in red, above) The available categories are broad enough to cover all possible event types.

    • Select an Audience from the dropdown. Choose a relevant audience type for the event being posted.

    • Cost: If applicable to the event, select the appropriate radio button and add more details in the Admission details field.

  4. In the Event Type field, click Add New and use the dropdown menu to indicate into which categories your event falls (yellow above).

  5. In the Audience field, use the dropdown to select who is welcome to attend this event. (yellow above).

  6. In the Admission Type section, use the drop down menu to indicate whether the event is Free or includes Registration Fees (yellow above).

    • If your event has specific admissions requirements, these can be added in the Admission Type field (yellow above).

  7. Add a description of your event to the Description field (yellow above).

  8. Add audio and video files to your event with the Media Library tool (yellow above).

  9. If attendees are required to RSVP, you can add the RSVP URL in the RSVP URL field (blue above).

    • You may want to designate someone who can receive the RSVPs to your event in the RSVP Contact field (blue above).

  10. In the Food Type field, indicate the food that will be served at your event, and any subsequent notes about the selection, if applicable.

  11. To add an event location, use the Location field.

Once you have inputted this information, click Save and Continue at the bottom of the page.

For more information on this section, visit the instructions.

 

Step 3: Media

These materials are not required, but they are helpful.

 

The media section allows you to add supplementary materials to your event for the benefit of your attendees. These items are optional, but providing them can give you an extra opportunity to both advertise your event and prepare attendees for your event.

  1. To add a event thumbnail or flyer for your event, drag and drop the file you would like into the Thumbnail Image or Flyer section.

  2. You can also create media galleries of video, photo, or audio files that pertain to your event.

  1. To add related links pertaining to your event, click Add New, and input both the full URL and the display title for the link (blue above).

  2. To add a related document for your event, drag and drop the file you would like into the Related Documents section, and enter a display title if desired.

  3. To add Related News click Add Related News, and use the available filters to add the desired news article to your event.

For more information on this section, visit the instructions.

These materials are not required, but they are helpful.

Step 5: People & Calendars Section

The People & Calendars tab allows you to tag Speakers, Hosts, Organizations, and Calendars to your Event.

 

  1. Choose whether your event will be Public or Private in the Event Sharing section.

  2. You can add Keywords to your event so that people can find articles related to your event.

  3. Use the Add New button in the Speakers section to add any speakers that may be coming to your event (green above).

  4. Use the Add New Speaker button in the Hosts section to add any internal or external hosts for your event.

  5. Use the Add New button in the Host Organizations section to add any host organizations for your event.

  6. Use the Add to Your Calendars section to approve your event to calendars that you already have access to.

  7. Popular Calendars may show the main Yale School of Medicine calendar. Click the plus sign to the right of the calendar to suggest your event to that calendar.

  8. The Suggest to Calendar sections shows you the option to search for specific calendars, you can suggest your event to those calendars and their administrator will need to review and approve the event for displaying.

  9. Approval Status shows you the status of the event for others calendars and if they have accepted, rejected, or taken no action with the event.

 

Step 5: Publish Info Section

  1. Before you publish your event you can view a draft, or preview, version of the event.

    • To do this, click the Preview Event button (yellow above).

  2. To Publish your event, select the green Publish button in the bottom left corner (blue above).

  3. The Delete button will delete the entire event from Beatrix.
    NEVER DELETE EVENTS UNLESS YOU ARE 100% CONFIDENT IN THAT DECISION.