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The People and Calendars tab allows you to designate hosts, speakers, affiliated organizations, and the calendars on which your event will display.

Speakers, Host Users, and Host Organizations

Like the Event and RSVP Contacts, 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.

  • To add an Internal Speaker or Host, click the Add New button 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.

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.

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.

Display 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.

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 is populated based on the Yale people and organizations you have tagged in an event.

  • 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.

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