Customizing LibCal system settings

In your LibCal system settings, you'll find several groups of options that have an effect across your entire site. This includes things like your system name, time zone, date & time formats, search engine index, and email sending (just to name a few). Whether you're a brand new Admin or simply need a refresher, this Springboard will give you the information you need to customize these settings.

Admin users can access LibCal's system settings by logging into LibCal and going to Admin > System Settings. The following sections of this Springboard correspond to each tab on the System Settings page.

Navigating to System Settings under the Admin menu


System settings

Under the System Settings tab, you'll find the general options that apply throughout your LibCal site. The Institution Information settings allow you to customize the name and affiliation for you site, which appear in places like your breadcrumbs, email notifications, and page titles. You'll also be able to change the primary Admin contact for your system, as well as the destination of the "Report a tech support issue" link in the footer of each page.

Being a calendaring app, the Date & Time Settings are perhaps the most important in your system, particularly the Time Zone since this ensures that events, appointments, bookings, hours, and email notifications reflect your current local time. If you are setting up LibCal for the first time, we recommend that you select your local time zone before you start actively using your system.

Lastly, if you would like to track page views and site traffic using a third-party tool like Google Analytics, you can paste the necessary tracking code in the Custom Analytics / Tracking Code box. The code you provide from the tracking service will then be inserted into each of your public pages automatically.

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Access/indexing rules

Under the Access/Indexing Rules tab, you'll find options that allow you to control who is allowed to view your LibCal site. The Indexing and Community settings allow you to control whether or not your site is included in the LibCal Community list, as well as whether your site's public pages can be indexed by search engines like Google.

If you would like to restrict access to your site, you can create IP Access Rules. These allow you to define which IP addresses are allowed to access your system. If user attempts to access your site from outside of the allowed range(s), they will receive an "access denied" error page. Please note that access rules apply to both the public and admin sides of LibCal, so be sure that the first rule you create includes your own IP address. Otherwise, you will effectively lock yourself out.

To prevent specific users from submitting registration and booking forms, you can add them to your system's Banned Email List. When an email address is added to the list, it cannot be used to register for events, schedule appointments, or submit space & equipment bookings until it is removed.

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Admin alert box

Under the Admin Alert Box tab, you can customize the message that appears in the Administrative Announcement box on the LibCal dashboard. Each time a user logs into LibCal, they'll see this message front and center, making it a great place to share important news, reminders, or other helpful info with staff.

The Administrative Announcement box on the LibCal dashboard

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Email settings

Under the Email Settings tab, you'll be able to customize how email notifications are sent. This affects all areas where emails are sent out, such as confirmation emails, booking mediation emails, equipment overdue emails, etc. 

Your Email Sending Settings control whether emails will be sent via Springshare's mail server (the default and recommended option) or using your own SMTP server settings. If you choose the SMTP method, this will send outgoing emails through your institution's email server (you have to provide the necessary server details), though this is inherently slower. That's why, for best results, we recommend that you stick with the default sending method. SMTP is only intended as a last resort for rare cases when your email server cannot deliver emails arriving from Springshare (i.e. they are blocked as spam despite adding our IP address to your server's trusted sender list).

When using the default sending method, outgoing emails will be sent from alerts@mail.libcal.com. Although you cannot change this From address, the "Reply-To" Email setting allows you to set the Reply-To address for your outgoing emails. For booking-related emails, the Reply-To address you provide will be used. For event confirmation emails, however, you can customize the Reply-To address even further using the Reply-To Settings for Event Confirmation Emails settings. For example, when a user registers for an event, you could choose to use that event organizer's email as the Reply-To address.

The Email Tag Line and Email Signature options allow you to customize the signature line of your outgoing event confirmation emails. The Email Tag Line is a signature that will display in the majority of your email notifications, including booking and appointment emails. For event confirmation emails, however, you can choose to display the event organizer's Email Signature from their LibApps user account settings instead.

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Language options

Under the Language Options tab, you can customize the default text that appears in your public LibCal pages and widgets. The Base Language setting allows you to translate your pages to one of the currently supported languages, such as English or Spanish. If the language you want to use is not listed and you're interested in helping us add it to LibCal, please contact the Springy Support Team and we'll be happy to work with you!

In addition to setting your base translation, you can further customize the wording of specific text, labels, and buttons using the Custom Language options. For example, if you wanted to change the word "Space" to "Room" on your booking pages, this is where you could do that.

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Privacy settings

Under the Privacy Settings tab, you can enable and customize privacy notifications that users will see when visiting your site and submitting forms. The Privacy Notification is a banner that will display when a user visits your site, letting them know more about what data you collect and how cookies are used. This banner text, which includes a link to view a more detailed privacy statement, can be fully customized or disabled as desired. 

Example privacy notification banner

LibCal can also display Data Submission Notices when users submit forms in your public pages (such as event registrations) and widgets (such as spaces widgets). These can let users know about how you will use the data they are submitting. Similar to the privacy notification, these can be fully customized or disabled as desired. When enabled, these will display above the submit buttons on your forms and widgets.

Example data submission notice

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