Event Information

The first step of creating an event is the Event Info

Once you have started creating an event by clicking Submit an Event in the Calendar section of the Profile System, you will be taken to the Event Info tab, the first step in the process of creating a Calendar Event.

The Event Info tab helps designate the introductory information for your event, such as Event Title, Time, and Contacts. It also lets you determine frequency of your event, and privacy of the event posting, as detailed below. Click the following links to jump to detailed instructions on each section of the Event Info tab:

Table of Contents

Choosing Your Event Type

You can designate your event as a Single, Multi-Session, or Recurring event.

• A Single event is an event that only occurs one time – for example, a special event or reception.

• A Recurring event is an event that will occur on a regular schedule, such as a departmental grand rounds, weekly staff meeting, or monthly office-hosted social event or 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.

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Choose your event type with the radio buttons (blue).

Indicate Single Event using the left adjacent radio button to designate an event as a Single event, and proceed to the next section (below) to determine the beginning and end times for your event.

Indicate Recurring Event using the center adjacent radio button (above) to designate an event as Recurring

Indicate Multi-Session Event using the right adjacent radio button to designate an event as Multi-Session.

Event Info: Single or Multi-Session Event

The Event Info tab is the same for a Single or Multi Session event, but for the following example, we have selected Single Event which will bring up the section below:

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Selecting Single Event or Multi-Session Eventwill bring up the section above with information to fill out.

For a Single or Multi-Session Event, all of the fields are required.

1. Event Title: Type in a name for your event.

2. Event Status: Use the dropdown to let attendees know which of the following status options applies:

   • Confirmed

   • Tentative

   • Cancelled

3. Slug: Create a unique slug used for the url for promoting this event.

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

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

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

The final step in the Event Info tab is Contacts, which is described later in these instructions.

Event Info: Recurring Event

Selecting Recurring Event will bring up the section below:

Selecting Recurring Event will bring up the section above with information to fill out.

For a Recurring Event, all of the fields are required.

1. Event Title: Type in a name for your event.

2. Event Status: Use the dropdown to let attendees know which of the following status options applies:

   • Confirmed

   • Tentative

   • Cancelled

3. In the Start Date field, choose on what day your event reoccurrence will start.

4. In the End Date field, input when your event reoccurrence conclude.

   • Select End After if your event cycle will end after a certain number of occurrences and input the number of total occurrences into the box.

   • Select End By If your event cycle will end at a specific date and input the end date for your recurrence.

5. Use the Recurrence Pattern section to determine the frequency of your event's recurrence (Daily,Weekly, Monthly, Yearly) and on which days.

6. Enter the beginning and end times for your event into the Event Time field.

   • If your event lasts all day, select the checkbox next to All-Day Event and then proceed to designate your event's start and end dates.

The final step in the Event Info tab is Contacts, which is described later in these instructions.

Designating an Event Contact

For any event type, you must designate an Event Contact

Our calendar system allows you to either designate an external contact or pull an internal contact from the Yale School of Medicine News and People Profile System, which will automatically populate email addresses and available contact information into the necessary fields.

To add an event contact, click Add New... and the section below will pop up:

• To add an Internal Event Contact, click Add New and type their name into the Find Yale Person search field. When their name appears below the search bar, click on their name and their information will populate accordingly (shown above).

• To add an External Event Contact, manually input their name, email contact, and phone number in the appropriate fields.

For either option, once you’ve designated your contact, click the Add button to add them as a contact for your event.