FAQ content

Events: Using the publishing workflow for a calendar and reviewing events

In this article

What is the publishing workflow?

The publishing workflow allows you to review new events before they can be published to your calendar. This can be helpful if you have multiple people collaborating on a calendar, as you can ensure that all of the event information is correct, the proper categories are being used, and so on.

When enabled, the publishing workflow allows the calendar owner and Admins the ability to designate one or more authorized reviewers. These are the people who will have the ability to review and publish new events on the calendar. Once an event has been submitted for review, each of these reviewers will receive an email notification letting them know. They can then log in, review the event, make any needed changes, and then publish it to the calendar.


Enable the publishing workflow

  1. Click on Events from the command bar.
  2. Click on the calendar's title from the Modify/View Calendar column on the Calendar List tab.
navigating to a calendar's admin page
  1. Click on the Publishing Workflow tab.
  2. Change the Publishing Workflow Status option to Enabled.
    • You can turn off the publishing workflow at any time by changing the status to Disabled.
  3. Click in the Authorized Reviewers field and select the user(s) you want to be allowed to review and publish events.
    • If you want to be able to review events as the calendar owner, don't forget to include yourself!
enabling a calendar's publishing workflow

Once enabled, everyone selected as an authorized reviewer will receive an email notification once an event has been submitted for review. 


Submitting events for review

When an event organizer is creating an event and the publishing workflow is enabled, they can update the publishing status of their event to Submit for Review once they are ready to publish their event. When doing this, they can also include a message to the authorized reviewers with any notes or comments.

Example of submitting an event for review
Example of submitting an event for review

After the status has been changed, the event will not display on the public calendar. From the admin view, it will display with [REVIEW] next to the event title, indicating that the event has been submitted for review, and the authorized reviewers will receive an email notification letting them know the event is ready for review.

Example of an event that has been submitted for review
Example of an event that has been submitted for review

Reviewing events via the Publishing Workflow page

When an authorized reviewer receives an email notification that an event has been submitted for review, it will include a link to the calendar's Publishing Workflow page. However, you can also access this page via the  Settings menu, too.

  1. Either click on the "Publishing Workflow page" link in the notification email or edit the calendar and navigate to the Publishing Workflow tab.
  2. The page will list all events waiting for review. Click on an event's View Event button in the Action column to review it.
viewing an event from the Publishing Workflow page
  1. The Event Details window will display, allowing you to review the event's information.
    1. If you would like to request that the event organizer make changes to the event, click on the Request Changes button. A text field will appear, where you can enter a message to the organizer. Once sent, the status of the event will revert to Unpublished Draft and the organizer will have to resubmit it for review.
    2. If you would like to make changes to the event yourself, click on the Modify Event button. Then, click on the event in the calendar to continue reviewing it.
  2. Once you're ready, click on the Publish button to publish the event. It will now display on your public calendar page.
publishing an event

Review events via the calendar

You can also publish events directly from the calendar. If you see an event listed with [REVIEW] next to the title, you'll know that it has been submitted for review.

  1. Click on the event in the calendar.
Example of reviewing an event via the calendar
  1. The Event Details window will display, allowing you to review the event's information.
    1. If you would like to request that the event organizer make changes to the event, click on the Request Changes button. A text field will appear, where you can enter a message to the organizer. Once sent, the status of the event will revert to Unpublished Draft and the organizer will have to resubmit it for review.
    2. If you would like to make changes to the event yourself, click on the Modify Event button. Then, click on the event in the calendar to continue reviewing it.
  2. Once you're ready, click on the Publish button to publish the event. It will now display on your public calendar page.
Example of publishing an event