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Events: Add internal notes to an event

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Internal notes allow you to add private details to events. These notes do not display to the public and can help you share important info or reminders with other event organizers.

In LibCal there are two types of internal notes that can be added to events:

  • Internal notes in the event's settings: when adding or editing an event, you'll find an Internal Note field under the Event Details section.
    • The purpose of this field is to record information about the event itself, such as who's in charge of catering, what equipment or furniture is needed, etc.
    • The information added to this field will not display on the public event page but is included in your calendar's Event Explorer exports.
  • Internal notes on the event management page: when managing an event, you'll find an Internal Notes section under the Overview tab.
    • Unlike the internal notes field when adding/editing an event, the purpose of these notes is to communicate with other event organizers.
    • The notes you add here are only visible to other organizers and are threaded, essentially becoming a private discussion board for each event.

Add internal notes to an event's details

  1. When adding an event, or modifying a single event, scroll down to the Event Details section of the page.
    • Note: internal notes cannot be added or edited for all events in a series at once (i.e. Modify All Recurring Events).
    • You can only edit internal notes for individual events (i.e. Modify Single Event).
  2. Add or edit text in the Internal Note text box, as needed.
    • The notes you add here will be visible to others when viewing an event's details and while modifying the event.
    • They will also be included in your calendar's Event Explorer exports.
  3. Once you've finished making changes to your event, click the Submit button at the bottom of the page.

The Internal Notes field under the Event Details section of the Update Event page


Add internal notes on the event management page

  1. While logged into LibCal and viewing a calendar's admin page, click on an event to launch its Event Details window.

Clicking on an event in the calendar

  1. Click on the Manage Event button to view its event management page.

The Manage Event button in the event details window

  1. Under the Overview tab, you'll find all existing notes listed under the Internal Notes section.
    1. To add a new note, enter your message in the text box, then click the Add Note button. If you are managing one event in a series, you can choose to add your note to:
      • Just this one event
      • This event and all following events in the series
      • All events in the series, including past events
    2. To delete a note, click on its trash can () button. This will delete the text of the note and replace it with a [deleted] placeholder in the thread.

The Internal Notes section of the event management page


Viewing internal notes

Clicking on an event in the calendar

  1. To view both types of internal notes, click on an event to launch its Event Details window.
    1. Notes added to the event's details while modifying the event will display alongside the other details, such as the event's owner and URL.
    2. Notes added to the event's management page will appear in a Notes panel. Click on it to expand the panel and view the notes.

Viewing internal notes in the Event Details window