Categories provide you and your patrons the ability to filter your calendar events by type. Categories are also helpful for browsing, as you can assign a specific color to events in a category to help them stand out. They also come in handy when using the Event Explorer, too, as you can filter your events by category (categories are also included when you export your Event Explorer data).
You can create as many categories as you'd like, but please note that they can only be used with public calendars (they won't display for internal calendars). For example, you could use categories to organize your book clubs, community events, workshops, and guest speakers. It's even possible to add subcategories (aka Second Level Categories). This can really help you fine tune how you organize your events. For example, under the top level category of Book Clubs, you could add a second level category for the each book club at your library.
If you had previously been using calendar-level categories to organize your events, you can actually migrate those to your system-level categories (click here jump to down to the section on moving these categories). That will give you the full benefit of being able to reuse those category types across all calendars, while also maintaining the associations between the former calendar-level categories and their events.
System-level vs. calendar-level categories
When an admin user adds a new category at the system level, under Admin > Calendars > Categories, it will be available to all public calendars in your system. You will also be able to use it in your event templates, as well.
This can be a huge time saver if you have categories common to all calendars, since you won't need to individually create and manage these categories in each separate calendar's settings.
Calendar owners can also create categories unique to their calendars. These are categories that will only be available in that individual calendar and can be helpful when that calendar has specific needs. For example, if you had a calendar you used for internal meetings, you may want an "All Staff Meeting" category just for that calendar.
Adding new categories
Adding a top-level category:
Top-level categories are best for general event types. Depending upon how granular you want to be with organizing events, you can then add second-level categories underneath your top-level categories.
For example, you can add a top-level category for "Languages", with sub-categories "Languages>French" and "Languages>Spanish", etc. The handy thing is, when you select the top-level "Languages" categories, you'll see the results from all of its sub-categories.
- Go to Admin > Calendars from the command bar.
- Click on the Categories tab.
- Click on the Add New Top Level Category button.
- In the Add New Top Level Category window, give your new category a name.
- Select the color for your new category. This will be used as the background color for the category's label, which appears on the public calendar and events pages.
- Click the Add New Category button to save your changes.
Adding a second-level category:
To further organize your events, you can add second level categories under each top-level category. For example, if you had a top level category of "Computer Skills", you could have second level categories like "Microsoft Word" or "Windows". This can not only help patrons find the specific types of events they're looking for, but you can also use second-level categories to filter calendars, the event explorer, and calendar & event statistics.
- Under the Categories tab, find the top-level category where you want to add the second level category, then click on its Add () icon in the Actions column.
- In the Add New Second Level Category window, give your second level category a name.
- Note: second level categories will inherit the color of their top level categories.
- Click the Add New Category button.
Making Category a required field for all new events
You can use the Make this field required option to control whether new events across all calendars must select a category.
- Not Required: the Category field will still appear when creating events, but will not be required.
- Required: the Category field will appear and event creators must select a category when creating new events.
- When set to Required, users will be unable to save new events until a category is selected.
- If a user is editing an existing event, they will be unable to save changes until a category is selected.
- To change a category's name or color, click on its Edit () icon in the Actions column.
- Note: second level categories will always use the color of their top level categories.
- To delete a category, click on its Delete () icon in the Actions column. You will be prompted to assign any of its events to a different category.
- Note: you cannot delete a top level category that has second level categories under it. Instead, you must first delete each of its sub-level categories.
When you delete a category, this will remove it from all of your events and statistics, so be careful!
When migrating calendar-level categories to system-level categories, you have the choice to create a brand new system-level category from that calendar-level category, or merge it into an existing system-level category.
- The calendar-level category will be removed from its calendar.
- All past and future events assigned to that calendar-level category will be assigned to the new system-level category.
- Stats will be transferred from the calendar-level category to the system-level category.
- Click on the Transfer a Calendar-Level Category button.
- Use the Calendar dropdown to select the calendar containing the category you want to transfer.
- Use the Category dropdown to select the category you want to transfer.
- Choose whether you want to transfer the calendar-level category to an existing system-level category, or create a brand new system-level category.
- If you chose to transfer it to an existing system-level category, use the System Wide Category dropdown to select that category.
- Click the Transfer button.
If you created a brand new system-level category during the transfer process, you can then edit the category to customize its name and color, if needed.