Adding a new single, repeating, or series linked event from scratch

  1. Click on Calendars from the command bar.
  2. Click on the calendar's title from the Modify/View Calendar column on the Calendar Index tab.
  3. Click the Add New Event button.
    1. You can also click on a day in the calendar to add a new event to that date
  4. On the Add New Event modal, choose Create From Scratch from the dropdown.
  5. Click the Create Event button.

This will take you to the Add Event page, where you can configure the event's details. See the sections below for info about the available options.

  • Event Date/Time
    • In this section, learn how to add setup and teardown padding, create an all-day event, and/or create a repeating event.
  • Title & Event Info
    • Learn how to give your event a title, description, featured image, and related guide from your LibGuides system.
  • Event Details
    • Learn how to select a location & campus, choose an organizer & presenters, and assign audiences, categories, and/or internal tags.
  • Event Registration
    • Enable and customize event registration options for your event.
    • Check out this section for more info on series linked events, which allow users to register for all events in a recurring series at once (instead of each single event individually).
  • Social Media
    • Optionally, you can choose to announce your new event via email or a connected Twitter or Facebook account.
  • Publishing Status
    • Publish your event right away, save it as a draft, or submit it for review (if your calendar has the Publishing Workflow enabled).

creating an event from scratch, part 1

creating an event from scratch, part 2

creating an event from scratch, part 3


Event Date/Time

  1. Date: this is the date the event will occur. To change the date, click in the field and use the date picker to select a new one.
  2. Start Time: this is the time when the event will start. Clicking in the field will launch a time picker.
  3. End Time: this is the time when the event will end. Clicking in the field will launch a time picker.
  4. Setup Padding: if you want to block off time before the event so you can set up for it, choose the desired amount of time from the dropdown. This will ensure that the time is reserved in your chosen location, space, or room. This padding will not display to the public -- they will only see the event's actual start time.
  5. Teardown Padding: if you want to block off time after the event so you can clean up, choose the desired amount of time from the dropdown. This will ensure that the time is reserved in your chosen location, space, or room. This padding will not display to the public -- they will only see the event's actual end time.
  6. All Day Event: if this is an event that will last the whole day, select this checkbox. This will disable the Start Time and End Time fields.
  7. This Event Repeats: if this is an event that will repeat on multiple dates, select this checkbox. You can then choose how often the event will repeat:
    • Daily: the event will repeat every x day(s) until the End Date you specify.
    • Weekly: the event will repeat on the selected days of every week(s) until the End Date you specify.
    • Monthly: the event will repeat on either a specific day or day of the week every x month(s) until the End Date you specify.
    • Multi-Date Picker: this allows you to choose specific dates when the event will occur.

Example of the Event Date/Time options 


Title & Event Info

  1. Event Title: this is the title of the event, which will display prominently on the calendar and in any notification emails.
  2. Event Description: this is optional, but gives you the opportunity to write up a description about the event. Use the rich text editor to add styles and images, too!
  3. More Information About This Event: if you'd like to include additional info about the event, but don't want to include it in the description, you can add it here. This will display on the event's page, below the description and registration (if enabled).
  4. Featured Image URL: you can upload an image to go along with the event, such as a logo, book cover art, or picture of the library. Click on the Launch Image Manager button to upload or select an image from your LibApps Image Manager libraries. (Note: images should be no larger than 200px x 200px.) Featured images will display next to the title and event details on the public calendar and event pages.
  5. Related LibGuide: if you also subscribe to LibGuides, you can include a link to a guide that is related to your event.

Example of the Title and Event Info options 


Event Details

  1. Location/Room: select one or more locations where the event will take place. You can choose from:
    • Any location added to your Campus & Location Settings.
    • Any space from your Spaces Module. When you create your event, this will create a booking for that room which is linked to the event. If the event is modified, the booking will be automatically updated accordingly.
    • Whichever you select, LibCal will check and make sure that the chosen location or room is available. A status message will appear letting you know, that way you don't accidentally create a double booking!
    • You can choose multiple locations or rooms for each event, which is especially helpful if you are using both halves of a divided room.
  2. Branch*: if your admin has enabled multiple sites in your Campus & Location Settings, this will allow you to choose which library, branch, campus, etc. where the event will be held. This is useful if you are part of a multi-library system.
    • * This field's name is actually set by your admin, so it may not say "Branch" as it does in this example.
    • This field will not appear if your admin has not enabled multiple sites.
  3. Event Organizer: this is the person who "owns" this event. By default, you will automatically be listed as the organizer when you create an event. However, you can select someone else to be an organizer, too.
    • Depending upon your group's permissions, only the event organizer, calendar owner, or admin can modify an event.
  4. Presenter: if someone else will be presenting or running the event, you can enter their name(s) here.
    • If that person has a LibCal user account, click on the Select Presenter () button to select them.
  5. Audiences: assigning audiences to your events can help patrons find events best suited for them. 
    • Not seeing the Audiences field? That means no audience types have been added to your system.
    • Unlike categories, only admins can add new audiences.
  6. Category: assigning categories to your events is a helpful way to keep your events organized. When browsing your calendar, both you and your patrons can filter events by category to make them easier to find.
    • The category you need not listed? Select Add New Category from the list to create one on the fly.
    • Each category has a name and assigned color. The color of the event will be determined by the first category you select.
  7. Color: if you'd like to change the color of the event on the calendar to make it stand out, choose from one of the preset color icons or add the hex code for a custom color.
  8. Internal Tags: These optional tags provide a way to classify your events for internal statistics and data gathering purposes, and are never shown to the public. When events have been tagged with these new internal tags, you’ll be able to filter all statistical reports and booking explorer pages by this parameter.
  9. Internal Note: this field allows you to record a note about the event, which won't be displayed to the public. This can be helpful if you want to leave instructions for other collaborators, a to-do list for setting up the event, a presenter's contact info, or other helpful information.

Event Details options 


Event Registration

  1. Registration is Required: if you want attendees to register in order to attend the event, select this checkbox. A series of additional options will display, allowing you to customize the registration process.
  2. Maximum Registrations/Seats: enter the maximum number of people who can attend the event. Once this number is reached, registration will be disabled unless you have the waiting list enabled, someone cancels, or you increase the number of seats.
  3. Registration Form: choose which registration form you want attendees to fill out in order to register for the event. You can choose from the default form, which just asks for the user's name and email address; or, you can use a customized registration form, which can include questions for gathering additional info from the attendees.
  4. Enable LibAuth Authentication: if your LibApps admin has set up LibAuth in LibApps, you can choose whether or not to require attendees to authenticate before being able to register for an event. This is a great way to restrict registration to current members of your institution.
    • If LibAuth has not been set up by your LibApps admin, then you will not see this option appear.
  5. Registrations Open: choose when you want to allow people to start registering for your event. You can choose to open up registration immediately, on a custom date & time, or a certain number of hours/days/weeks before the event starts.
  6. Registrations Close: choose when you want to close the registration process for the event. You can choose to close registration when the event starts or ends, or a certain number of hours/days/weeks before the event starts.
  7. Enable Multiple Attendees Within a Single Registration: when this option is enabled, a person can indicate that additional guests will be joining them. These additional guests will count against the maximum number of seats.
  8. Enable a Waiting List When Fully Booked: when this option is enabled, a waiting list will become available once the maximum number of seats have been filled. If a registrant cancels, then the first person on the waiting list will automatically be registered for the event.
  9. BCC Confirmation Email: if you'd like to BCC certain email addresses on each registration confirmation email, enter them here. Separate multiple email addresses with a comma.
  10. Series link registration: if an event is a recurring event, you can opt to link all of the events in the series to a single registration. When this option is not selected, patrons must register for each event separately.
  11. Enable registration until the last event in series: when an event is a recurring event and the Series link registration is enabled, you can also opt to keep the registration open until the last event in the series. When this is not enabled, the registration will close with the first occurrence of the event (based on the Registrations Close setting).
  12. Send Email Reminder: you can choose to send an automated reminder email to all registrants. When enabled, you can choose how soon before the event to send the reminder. You can also customize the subject and body of the email, as well.
    • The email subject and body can include tags, which insert information from the event into the email. Click on the Template Instructions button to see which tags are available.
  13. Send Follow-Up Email/Survey: you can choose to send an automated follow-up email to all registrants after the event ends. When enabled, you can choose how soon after the event to send the reminder. You can also customize the subject and body of the email, as well.
    • The email subject and body can include tags, which insert information from the event into the email. Click on the Template Instructions button to see which tags are available.
    • If you subscribe to LibWizard, you can insert a link to a survey. Just click on the  Insert LibWizard Survey button and choose the survey you want to insert. This is a great way to gather feedback about your event!

Example of Event Registration options 


Social Media

  1. Send a New Event Announcement: if you'd like, you can choose to send an announcement email to specific email addresses. This is a great way to advertise and promote your event! Once enabled, additional options will appear allowing you to customize the email.
  2. Email Addresses: enter the email address(es) of the people you want to send the announcement. Separate multiple email addresses with a comma.
  3. Announcement Email Subject: customize the subject line of the email.
  4. Announcement Email Body: customize the body text of the email. Both the subject and body can include tags, which insert information from the event into the email. Click on the Template Instructions button to see which tags are available.
  5. Send Tweet: select this option to share your new event on Twitter. This option will appear if you've connected to a Twitter account in your calendar's Social Media settings.
  6. Twitter Template: customize the text of your tweet. This can contain a {{TITLE}} and {{EVENT_URL}} tag for inserting the event's title and event page URL. Use the Preview to see how your published tweet will look.
  7. Post to Facebook: select this option to share your new event on Facebook. This option will appear if you've connected to a Facebook account in your calendar's Social Media settings.
  8. Facebook Template: customize the text of your tweet. This can contain a {{TITLE}} tag for inserting the event's title. Use the Preview to see how your published tweet will look.

Example of social media options


Publishing Status

This is where you can choose to save a draft of your event (to edit later), or publish it to your public calendar. These options will be different depending upon whether or not the Publishing Workflow has been enabled by the calendar owner or an admin.

With the Publishing Workflow disabled

  1. Use the Status dropdown to select your status.
    • Unpublished Draft: this will save your event, but will not publish it to your calendar. Events with this status are hidden from the public until you publish them.
    • Published: this will save your event and publish it to your calendar. If this is a public calendar, then patrons will be able to see the event when viewing your calendar and it will be included in widgets, RSS feeds, etc.
  2. Click on the Submit: Add New Event button. 

Publishing Status options with Publishing Workflow disabled

With the Publishing Workflow enabled

  1. Use the Status dropdown to select your status.
    • Unpublished Draft: this will save your event, but will not publish it to your calendar. Events with this status are hidden from the public until they are published by a designated reviewer.
    • Submit for Review: when the Publishing Workflow is enabled, new events can only be published by a designated reviewer. Once you are ready to publish your event, you can submit it for review. This will save your changes and notify all of the reviewers that your event is ready for review -- at which point they can log into LibCal, look over the event, and publish it. Until it's published, the event will not be viewable by the public.
  2. If you'd like to send along a note to the reviewers, enter it into the Message to Reviewers text field.
  3. Click on the Submit: Add New Event button.

Publishing Status options with Publishing Workflow enabled 

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