People & Calendars

After starting to create your event in the Profile System with the Event Information tab and providing 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.

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.

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:

To remove a keyword, click the X next to the word (yellow).

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.

• Click the Add New button to add an Internal Speaker or Host 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.

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

For either option, once you’ve designated your Speaker or Host, click the Add button to confirm them as Speaker or Host for your event.

• If the speakers are yet to be announced, you can click the Speakers are to be announced checkbox 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.

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.”

• For example, if your department is cohosting a large event with another Yale Department, both of those Host Organizations would be considered Internal.

• Additionally, if you had a Speaker from Yale, you would also select “Internal” as the option.

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.

Calendars

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 Add to 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).

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.