Events Calendar User Guide | Perelman School of Medicine at the University of Pennsylvania

How To Use This Guide
This guide is a reference for both calendar
viewers
and
editors
Am I a Viewer or an Editor?
Viewer
You are a
viewer
if you're visiting the Events Calendar to learn about events, add them to your personal calendar, or subscribe to calendars, for instance.
As a viewer, you may benefit from reviewing the
General Instructions
in the table of contents on this page, which are a brief introduction to the key features of the Calendar.
Editor
You are an
editor
if you're visiting the Events Calendar to log in and manage events; for instance, adding new events, changing existing ones, viewing event registrations, et cetera.
As an editor, you may benefit from reviewing the
General Instructions
in the table of contents on this page, which are a brief introduction to the key features of the Calendar.
The
Calendar Editor Resources
, also in the table of contents on this page, are a set of instructions designed to help you complete tasks as a calendar editor. It is not required reading, and you don't need to read every section of it to successfully manage events. Think of it as a helpful resource to aid you if you're unsure of how to complete a task or would like more information about a particular feature.
Calendar Terminology
Calendar Group
: The Events Calendar displays events belonging to departments, centers, institutes, and groups. Each one of these is referred to as a
Calendar Group
Event Type
: An Event Type is a broad classification of an event. Calendar editors choose from a standard set of event types; at least one event type is required per event.
Keyword
: A keyword is a helpful way to further define and categorize events beyond Event Type. Keywords are created by calendar editors and are not required.
Locations
or
Places
: Each event is assigned a location by the calendar editor. Events can be in-person, virtual or hybrid.  In-person locations may include a building, a room within a building, a street address, or a combination thereof and should be plotted on the calendar system map about two weeks before the date of a scheduled event.
RSS
: RSS is a format for delivering syndicated web content via a feed. RSS Feed Readers or News Aggregators like Feedly are required in order to subscribe to or read an RSS feed. RSS is a calendar subscription option.
ICAL
: iCal (short for iCalendar) is a computer file format which allows users to send meeting requests and calendar events other users. iCal is supported by a large number of products, including Google Calendar, Outlook, and Apple Calendar. ICAL is a calendar subscription option.
The Events Calendar Interface
This section describes the events calendar interface.
Calendar Home Page
Beneath the Perelman School of Medicine logo is the Events Calendar navigation, which includes links to:
User Guide:
Instructions for both calendar viewers and editors.
Get Help / Request Access Form:
Please complete this form if you have need help with or have a question about the Events Calendar.
Submit an Event for Consideration Form:
University of Pennsylvania faculty, staff and students without Events Calendar editor access may submit events for consideration to the Events Calendar. Learn more in the
How to Submit an Event for Consideration
section.
The left sidebar contains:
Mini month view calendar
Toggle to a different month by clicking the red arrows to the left and right of the month name.
Today's date has a yellow background.
Dates with events are blue and clickable. Click on a blue date to see that day's events.
Subscribe button:
Click this button to subscribe to a calendar. Learn about subscription options in the
Subscribing & Sharing
section.
Calendar display area (center)
The calendar display area in the center of the page contains all event information.
When you land on this page, you'll see:
Today's Date
A list of Perelman School of Medicine events happening today
A menu across the top containing links to:
All Upcoming Events
Month:
All upcoming events in the current month, and a
Jump to Month
menu to view another month's events
Week:
All upcoming events in the current week, and a
Jump to Week
menu to view another week's events
Day:
Today's events, and a
Jump to Day
menu to view another day's events
The right sidebar contains:
Calendar Search
which enables you to search for events by:
Words that may be included in the title, description, or event summary
Location / building name
Speaker name and/or speaker institution
Email address (if the event creator included an email address)
Keyword
Event Type
Calendar menu
: Choose a Calendar Group from the
Jump to
menu to see events belonging to a particular department, center, institute, lab or group.
Show Event Types menu:
Click the checkbox beside the event type(s) of your choice to filter events by Event Type classification.
Keywords menu:
Click
show
to display utilized keywords, then click on the name of a keyword to filter events by Keyword classification.
Event Detail Page
Click on the name of an event to view the
Event Detail Page
The Left and Right sidebar are the same throughout the site; the Calendar Display Area in the center of the page displays the Event Details.
Features of the event detail page
Title, date and time of the event
Related image(s)
(optional)
Event location and/or address
Google map of location
(optional)
Join Event Button
Event contact information
Related content, which may include supplemental information such as a flyer, document, or related website
(optional)
Sharing links
to help you share the event with others
Brief event summary
Speaker name and institution
(optional)
Detailed event description
The cost of the event, if there is one
Registration form if
RSVP
is enabled by the event creator
(optional)
Event Types and Keywords
The calendar group to which the event belongs
Add to my calendar
button; click to add the event to your personal calendar
How to Customize Your Events Calendar View
By default, a list of today's Perelman School of Medicine events is displayed when you view the Events Calendar. You may customize your view to display a certain subset of events by creating a new link and bookmarking it in your web browser.
Instructions for Creating a Customized View
To display a specific calendar group:
Choose a Calendar Group from the
Calendar
menu in the right-hand sidebar.
Bookmark the link that appears in your browser URL bar.
To display a specific calendar group
and
filter by Event Types and/or Keywords:
Choose a Calendar Group from the
Calendar
menu in the right-hand sidebar.
Choose relevant Event Types from the
Show Event Types
menu.
Click
show
beside the
Keyword
menu and click the names of the relevant keywords.
Bookmark the link that appears in your browser URL bar.
To display the entire Perelman School of Medicine calendar and filter by Event Types and/or Keywords:
Choose relevant Event Types from the
Show Event Types
menu.
Click
show
beside the
Keyword
menu and click the names of the relevant keywords.
Bookmark the link that appears in your browser URL bar.
How to RSVP for an Event
You can register (RSVP) for an event if the event creator has enabled a Registration Form or provided an external registration link.
To RSVP for an event in LiveWhale, you will need to provide the following:
# Attendees:
Enter the number of attendees, including yourself.
First name, Last name, E-mail address:
Complete each field.
Phone:
Enter your phone number (optional).
Department:
Enter your department (optional).
Title:
Enter your job title (optional).
Organization:
Enter your organization (optional).
Enter any comments in the text field below
Organization
(optional).
Click the
button.
You will receive a registration confirmation via email.
To save the event to your calendar, click the link in the email labeled
Download this event to your personal calendar
You will be notified by the event creator if the event is changed or canceled.
Subscribing to a Calendar & Sharing Events
Anyone visiting the Events Calendar can subscribe to a calendar via RSS or iCal. Subscribing makes it easy to view events via an RSS reader or have them imported into your own personal calendar.
What is RSS?
RSS is a format for delivering syndicated web content via a feed. RSS Feed Readers or News Aggregators like
Feedly
are required in order to subscribe to or read an RSS feed.
What is ICAL?
iCal (short for iCalendar) is a computer file format which allows users to send meeting requests and calendar events other users. iCal is supported by a large number of products, including Google Calendar, Outlook, and Apple Calendar.
Subscribe to a Calendar via Desktop Application (e.g. Apple Calendar)
Select a Calendar
From the
Calendar menu (Jump to:)
on the right-hand sidebar, choose the calendar you want to subscribe to.
To subscribe to the entire
Perelman School of Medicine Events Calendar
, select
All Calendars
Click Subscribe
In the left-hand sidebar, click the
red Subscribe button
Choose Subscription Type
In the pop-up box, you have two options:
Subscribe to all events
in the selected calendar: click the
blue link
Subscribe by event type
: click the
ICAL link
next to your chosen event type.
Handle the Pop-Up Alert
If a pop-up appears asking
Open Calendar
or
Cancel
, click
Open Calendar
Add the Calendar to your Desktop Application
You will be prompted to launch your default personal calendar application (Apple Calendar, for example). Follow the instructions on the screen, which will be unique to the calendar application you've chosen to use.
User Tip
If you are using the Outlook desktop application, please see to the following section.
Subscribe to a Calendar via Outlook Office 365
Select a Calendar
From the
Calendar menu (Jump to:)
on the right-hand sidebar, choose the calendar you want to subscribe to.
To subscribe to the entire
Perelman School of Medicine Events Calendar
, select
All Calendars
Click Subscribe
In the left-hand sidebar, click the
red Subscribe button
Choose Subscription Type
In the pop-up box, you have two options:
Subscribe to all events
in the selected calendar: click the
blue link
Subscribe by event type
: click the
ICAL link
next to your chosen event type.
Handle the Pop-Up Alert
If a pop-up appears asking
Open Calendar
or
Cancel
, click
Cancel
Copy the Calendar URL
A blank page will open in your browser. Copy the URL from the address bar.
The URL should start with:
webcal://events.med.upenn.edu/...
Add to Outlook Office 365 Calendar
Open
Outlook Office 365
In the left sidebar, click on the
calendar icon
and then click
Add calendar
Click
Subscribe from web
and
paste the URL
that you copied in the field labeled
Example: webcal://
and add a
Calendar name.
Click
Import
User Tip
If an error message appears when you add your calendar to Outlook Office 365, you may need to add the calendar using the
Outlook web application
instead of the desktop application.
Subscribe to a Calendar via Google Calendar
Select a Calendar
From the
Calendar menu (Jump to:)
on the right-hand sidebar, choose the calendar you want to subscribe to.
To subscribe to the entire
Perelman School of Medicine Events Calendar
, select
All Calendars
Click Subscribe
In the left-hand sidebar, click the
red Subscribe button
Choose Subscription Type
In the pop-up box, you have two options:
Subscribe to all events
in the selected calendar: click the
blue link
Subscribe by event type
: click the
ICAL link
next to your chosen event type.
Handle the Pop-Up Alert
If a pop-up appears asking
Open Calendar
or
Cancel
, click
Cancel
Copy the Calendar URL
A blank page will open in your browser. Copy the URL from the address bar.
The URL should start with:
webcal://events.med.upenn.edu/...
Update the URL
Replace
webcal://
with
in the copied URL.
Add to Google Calendar
Open
Google Calendar
In the left sidebar, under
Other Calendars
, click the
+ icon
and select
Subscribe to calendar
Click
From URL
and paste the updated URL into the
URL of calendar
field.
Click
Add calendar
User Tip
It may take up to 24 hours for changes to display in your Google Calendar.
Save a Single Event to Your Personal Calendar
View the event detail page for the event you'd like to save.
Click the button
Add to my calendar
Choose from the following options:
Google Calendar
Yahoo Calendar
iCal Calendar
(Apple Calendar)
Outlook Calendar
Follow the instructions on the screen to save the event to your personal calendar.
Sharing Events
View the event detail page for the event you'd like to share.
Beneath
Contact Info
you'll see a row of icons.
Choose from the following sharing options:
Google Plus
Email:
Complete the pop-up box with the required information and click
Share this link
Link:
Copy and paste the link that appears on your screen into the sharing format of your choice. This is useful if you're adding a link to a particular event to a website.
If you've subscribed to a calendar and wish to share an event with someone, you may be able to do so via your personal calendar application. Review the documentation for your personal calendar application as instructions vary based on application version, computer operating systems, and pre-existing personal configurations.
How to Submit an Event for Consideration
University of Pennsylvania faculty, staff and students without Events Calendar editor access may submit events for consideration to the following calendars:
Global Health
Research
PSOM General Events
PSOM Community - General Interest
Publicly-submitted events do not appear on the calendar until approved by calendar administrators.
Instructions for Submitting an Event:
Click
Submit an Event for Consideration
from the Events Calendar menu, or go directly to the
public event submission form
Complete the form and click
Submit
You will receive a submission confirmation when your request has been successfully submitted.
Administrative Tasks
Logging In
Click the red
button at the top right of this page.
Enter your
PennKey credentials
on the PennKey login screen. If you’ve already authenticated a PennKey session, you may be logged in automatically upon clicking
If you’re not a calendar publisher and would like Events Calendar access, please contact the PMACS Web Team with the details of your request via the
Get Help / Request Access Form
The Events Calendar Interface for Logged-In Editors
When logged in as a calendar editor, you will see all of the same elements as calendar viewers plus additional options for managing events.
This menu will always appear at the top of the screen with a black background. Only logged-in users will see the top menu bar.
Calendar home:
Click this to view the events calendar website. Events from all calendar groups will be displayed here.
Add an event:
Click this to add a new event your Calendar Group.
Toolbox:
The toolbox contains your calendar resources.
Your events:
This is a view of all events belonging to the Calendar Group to which you’re accessing, which includes both live events and events that have been staged but not yet published to the calendar.
Linked calendars:
Linked Calendars are calendars that are imported into LiveWhale from an external source, such as Google Calendar or iCal.
Images:
The Image Library contains images added by you or other members of your Calendar Group. Adding images to your events makes them more lively and dynamic. You can also access Shared Images, which are a set of standard images shared across all Calendar Groups.
Keywords:
The Keyword Library containing standard keywords.
You can also add your own frequently used keywords here.
You’ll see the words
Keywords
and
Tags
both used throughout the Events Calendar. These two words are interchangeable.
You may see your event, or other events, updated with the keywords
featured event
. Featured events inform the rotating “Upcoming Events” feature on the PSOM and EVD/CSO homepages. Please DO NOT
use
or
remove
this tag without permission from
Faith Brown
Files:
Use the Files Library to store frequently used files (PDF, JPG, PNG, Word, Excel) to supplement your events.
Locations:
Shared event locations are stored here. You can also add your own frequently used locations.
User Tip
You’ll see the words
Places
and
Locations
used throughout the Events Calendar. These two words are interchangeable.
Event RSVPs:
View and manage event registrations (RSVPs) here.
Content search:
Entering search terms here will search the names of Files, Images and Events in your Calendar Group.
Your
Username
and
Calendar Group
are displayed at the far right of the top menu in the following format:
Name (Calendar Group)
. Hover over your username to display a drop-down menu with the following menu items:
Choose
Group Calendar
to view your Calendar Group's main calendar page.
Switch Groups:
You may have access to multiple Calendar Groups; view the section
Switching Between Multiple Calendar Groups
for more information.
Choose
User Settings
to update your name and email address in the Events Calendar system.
Log out:
Be sure to log out when you are done managing your calendar.
Switching Between Multiple Calendar Groups
Every publisher added to the Events Calendar is placed into a Calendar Group. Events you create are added to the corresponding Calendar. Some publishers may have more than one Calendar Group assignment.
If you believe you should have assignments to additional calendar groups, please contact the PMACS Web Team with the details of your request via the
Get Help / Request Access Form
How to switch between calendar groups
When you first log into the Events Calendar you’ll be placed into your default Calendar Group. Your default Calendar Group is referenced in parentheses beside your username at the right of the Top Menu. For example:
Username (Biochemistry and Biophysics)
If you have assignments to multiple Calendar Groups, you’ll see a menu item labeled
Switch Groups
when you hover over your username in the top menu.
(If you don’t see this menu item, you do not have access to other Calendar Groups besides your default Calendar Group.)
To toggle between your assigned Calendar Groups, click the name of the Calendar Group beside Switch Groups and choose a different Calendar Group from the menu.
Images, Files & Locations
Images, Files and Locations can all be added to your events. Each Calendar Group has an
Image Library
and
File Library
which are useful ways to store frequently used images and files. You can also access a set of images which are shared between all Calendar Groups. Each Calendar Group has a
Locations Library
as well, in addition to access to shared locations which are shared between all Calendar Groups.
To add an image to you event, please view the
Customize Your Event
section.
Image Library
IMPORTANT:
If you’re adding an image to your event, make sure you have all the rights and permissions to use the image. Images pulled off the web through search engines or from news sources should not be used unless you have explicit written permission.
To view images in the Image Library
Hover over
Toolbox
within the top menu.
Choose
Images
from the drop-down menu.
Here you'll see your Calendar Group's
Image Collections
, which are folders for your frequently used images:
All Images
contains images added by yourself or other calendar editors in your calendar group, as well as a count of how many images are in the collection. If you don't yet have any images, you'll see the text "O images".
Shared Images
contains the set of images which are shared between all Calendar Groups.
Feel free to create additional image collections by clicking the blue button
Add a new image collection
to help organize your frequently used photos.
To add a new image to your Image Library
Choose the image collection into which you'd like to add your new image. This will be
All Images
or another collection you've created; do not choose
Shared Images
Click the button labeled
Add a new image
(see instructions for how to
Bulk add images
below).
Replace the red text
Enter a name for this image
with a short but meaningful name of the image. Required
Click the button labeled
Select a new file from your computer
and choose your image (JPG, GIF, PNG).
User Tip
File size is limited to 40MB; we suggest adding images as small as possible to not slow down the load time.
Today's date will prefill in the
date
field. Required
All other fields are optional. Click
Save this image
when finished.
To bulk add images (add several images at once)
Choose the image collection into which you'd like to add your new image. This will be
All Images
or another collection you've created; do not choose
Shared Images
Click the button labeled
Bulk add images
Enter a name for your image upload.
User Tip
The name will be applied to all images in the upload. For instance, if you enter the name "Campus Photos", the images will be named "Campus Photo 001", Campus Photo 002", and so on. If you do not enter a name, the file name will be used instead. You will have the opportunity to rename them in a later step.
All other fields are optional. Please note that if you do enter content into any of the other fields, the content will be applied to all images in the upload.
Click
Select images
to choose images off your computer to upload.
A confirmation will appear. On this screen, you'll see a thumbnail of each image, as well as individual fields for name, caption, credit and keywords. Here you can change the name and/or enter data unique to each image in the upload.
Click
Save these images
To edit an image in your Image Library
Click on the name of the image. Make your changes and click
Save this image
when finished.
To manage existing images in bulk
Check all images you wish to manage (or click
Select all
to select all images in the Image Collection), then click the drop-down menu labeled
With checked items…
and make your choice (Delete, Remove all Tags, Apply Tags, Share, Unshare, Add to Collection, Remove from Collection).
Click the button labeled
Go
To view shared images
Click
Toolbox
from the top menu.
Choose
Images
from the drop-down menu.
Choose
Shared Images
from the list of Image Collections. These are images shared across all Calendar Groups.
View the
Customize Your Event
section to learn how to add a shared image to your event.
To find additional images shared by other Calendar Groups:
Click the grey text
Get Shared Images
at the top of the page.
Check the box next to image(s) you'd like to add to your collection.
Click the grey button
make your own copy
Now you'll see your own copy of this image in your All Images collection.
File Library
To view files in the File Library
Hover over
Toolbox
from the top menu.
Choose
Files
from the drop-down menu.
You’ll see a list of files in your File Library here.
Preview a file by clicking its name, then clicking
View/download file
To add a new file
Click the button labeled
Add a new file
(see instructions for how to
Bulk add files
below).
Replace the red text
Enter a name for this file
with a short but meaningful name of the file.
Click the button labeled
Select a new file from your computer
and choose your file (PDF, JPG, PNG, Word, Excel).
User Tip
File size is limited to 40MB; we suggest adding files as small as possible to not slow down the load time.
All other fields are optional. Click
Save this file
when finished.
To bulk add files (add several files at once)
From within the
File Library
, click the blue button
Bulk add files
Enter a name for your file upload.
User Tip
The name will be applied to all files in the upload. For instance, if you enter the name "Event Flyers", the images will be named "Event Flyer 001", Event Flyer 002", and so on. If you do not enter a name, the file name will be used instead. You will have the opportunity to rename them in a later step.
All other fields are optional. Please note that if you do enter content into any of the other fields, the content will be applied to all files in the upload.
Click
Select Files
to choose files off your computer to upload.
A confirmation will appear. On this screen, you'll see individual fields for name and description of each file. Here you can change the name and/or enter unique data to each file in the upload.
Click
Save these files
To edit a file in your File Library
Click on the name of the file. Make your changes to the title, tags or summary, and click
Save this file
when finished.
To replace the file with a new file, click
Select a new file from your computer
and choose the new file. Click
Save this file
when finished.
To delete a file in your File Library
Click the checkbox to the left of the file you’d like to delete.
Click the drop-down menu labeled
With checked items…
and select
Delete
Click the button labeled
Go
To hide an existing file
All files in the library are automatically given the status
Live
, meaning they will appear when added to an event. If you want to keep a file in your library but temporarily prevent it from being used, you can change the status to
Hidden
View your File Library.
Click the box to the left of the file you wish to hide.
Choose
Hidden
Click the drop-down menu labeled
With checked items…
and select
Hidden
Click the button labeled
Go
To manage existing files in bulk
Check all files you wish to manage, then click the drop-down menu labeled
With checked items…
and make your choice (Delete, Remove all tags, Apply tag, Set status, Share, Unshare)
Click the button labeled
Go
Locations / Places
User Tip
You’ll see the words
Locations
and
Places
used throughout the Events Calendar. These two words are interchangeable.
To view locations:
Hover over
Toolbox
from the top menu.
Choose
Locations
from the drop-down menu.
You’ll see a list of frequently used locations added by you or other members of your Calendar Group. You'll also see
Shared Locations
, which are shared across all Calendar Groups and cannot be edited or deleted. Shared Locations are marked with a globe icon.
When using a shared location (ex: Biomedical Research Building), please make sure to specify the room number or meeting space in the event details.
To add a new location
Click the button labeled
Add a new location
Replace the red text
Enter a building name, room number and/or address for this location
with your event location's building name, room number and/or address.
For example:
John Morgan Building, Room M152, 3620 Hamilton Walk, Philadelphia, PA 19104
or
CRB Room 110
Within the section labeled
New address
, enter the street address of the location (such as 3620 Hamilton Walk, Philadelphia, PA 19104).
Click the button labeled
Find
If you didn't enter a complete address (number, street, city, state and zip code) or if you address is inaccurate, you will see a modal labeled
Which of these did you mean?
. Choose the correct address from the drop-down menu and click the button labeled
Use this address
Your location will be plotted in a map on the right-hand side. Adjust the red map marker pin as needed.
The keyword field is optional. Click
Save this location
when finished.
To edit a location
Click on the name of the location. Make your changes and click
Save this location
when finished.
User Tip
Shared Locations (marked with a globe icon) cannot be edited.
To delete a location
Click the checkbox in the top left corner of the location.
Click the drop-down menu labeled
With checked items…
. and select Delete.
Click the button labeled
Go
User Tip
Shared Locations (marked with a globe icon) cannot be deleted.
Event Types & Keywords
Event Types
An
Event Type
is a broad classification of an event. By assigning one or more Event Types to your event, you allow our site visitors to quickly identify a listing of a particular type of event. At least one Event Type is required per event.
Event Types
are shared across all Calendar Groups and cannot be edited.
User Tip
Please select the Event Type that most closely matches your event, then use
Keywords
to further distinguish and classify your event.
Learn how to add
Event Types
to your events in the
Adding a New Event
section.
Keywords
Keyword
is a helpful way to further define and categorize events beyond Event Type. You can use Keywords to assign additional classification to your event. Site visitors will be able to search on popular Keywords to identify events based on their particular interest.
User Tip
You’ll see the words
Keywords
and
Tags
both used throughout the Events Calendar. These two words are interchangeable.
Shared Keywords
You can view a list of shared Keywords in your
Keyword Library
by hovering over
Toolbox
within the top menu, then choosing
Keywords
or
Tags
from the dropdown menu. Here you will see shared Keywords in grey that are available to all Calendar Groups and cannot be edited.
Learn how to apply
Keywords
to your events in the
Adding a New Event
section.
Featured Events
The Office of the EVD/CSO uses the
featured event
tag to highlight upcoming events on the PSOM and EVD/CSO homepages. Please do not use or remove this tag without permission from
Faith Brown
To add your own Keywords:
You can also add your own frequently used Keywords to your library for easy reuse and sharing across your Calendar Group’s publishers. Keywords added by you or other members of your Calendar Group will appear in blue and are editable.
View your
Keyword Library
Click the button labeled
Add a new keyword
Enter your keyword and click
Save keyword
To ensure your Keyword displays properly on your events, click the grey star to the left of your keyword name to make it yellow.
Public vs. private Keywords
When you create an event and add keywords they are by default private. Private means that they are only available to the calendar publisher(s). This could be beneficial to organize and categorize calendar events internally. But, if you want the keywords to be public, for the user to see, there are a few simple steps you need to take.
Make Keywords public
Hover over
Toolbox
within the top menu.
Choose
Keywords
from the dropdown menu.
You will see a list of keywords in your
Keywords Library
here. If you don't see any, add some!
To make a keyword public, click on the
grey star
to the left of the keyword and it should turn yellow.
Repeat step
for all keywords you wish to be public.
Click the button
Save these changes
25Live Integration
NOTE: as of June 2025, EMS has been replaced by 25Live for PSOM room booking. All previous EMS feeds have been deleted but events from them, both past and future, remain in the calendar for historical purposes.
25Live Events in LiveWhale
In 25Live, only events with the "Add to PSOM calendar" flag checked will be copied over to LiveWhale via an iCal feed.
These are set up using the
Linked Calendars feature
During the transition from EMS to 25Live in June 2025, linked calendars were created for all existing LiveWhale calendar groups. Any 25Live events marked as "Add to PSOM calendar" which do NOT belong to an existing LiveWhale calendar group will appear in the "PSOM General Interest" calendar. If you would like your organization's 25Live events to appear in your own LiveWhale calendar group, instead, please
contact the PMACS Web Team
for assistance.
Event Type Mapping
See below for how each 25Live event type is mapped to LiveWhale calendar.
25Live Event Types
LiveWhale Event Types
Admissions Interview
Private Event
Chalk Talk - Education
Chalk Talk - Research
Seminar & Lecture
Conference/Symposium-Administr
Conference/Symposium-Clinical
Conference/Symposium-Education
Conference/Symposium-Research
Conference & Symposium
Grand Rounds - Clinical
Grand Rounds - Education
Grand Rounds - Research
Grand Rounds
Journal Club - Education
Journal Club - Research
Journal Club
Meeting - Administrative
Meeting - Clinical
Meeting - Education
Meeting - Research
Meeting
Reception - Administrative
Reception - Clinical
Reception - Education
Reception - Research
Reception
Renovation/Maint - Non-Capital
Private Event
Seminar - Administrative
Seminar - Clinical
Seminar - Education
Seminar - Research
Seminar & Lecture
SPO Administration
SPO Capital Project Meeting
Private Event
Student Orientation
Student Event
Thesis Defense
Thesis Defense
Training/Workshop - Administr
Training/Workshop - Clinical
Training/Workshop - Education
Training/Workshop - Research
Compliance & Training
Video Production-Administr
Video Production-Clinical
Video Production-Education
Video Production-Research
Uncategorized
Flow of Event Data
Events flow into LiveWhale via several channels:
events manually entered into LiveWhale by a LiveWhale editor
25Live events with "Add to PSOM calendar" checkbox checked (Fields: Event Title, Location, Start Date/Time, and End Date/Time, Event Type (see mapping in the table above), and Contact Information)
Google calendar or other linked calendars (Fields: Event Title, Description, Location, Start Date/Time, and End Date/Time)
Events flow out of LiveWhale to populate:
the University calendar
PSOM video displays
Events feeds on various websites
Where Should 25Live Event Data Be Edited?
Edit these fields in 25Live, Google, or other linked calendars:
Event title
Start date/time
End date/time
Event Type (25Live only)
Location
Do NOT edit the event description in 25Live
User Tip
Event descriptions should
not
be edited in 25Live since this data will NOT be copied over to LiveWhale.
Edit in LiveWhale
Event description (rich-text)
Event Type (for all linked calendars
except
25Live)
Photo and/or Flyer
Location (to plot on a map and/or provide more detail)
Contact information
Keywords
RSVP info
Waitlist info
via the "Customize" checkbox which tells LiveWhale to override the source calendar information with this customized version
Calendar Editor Tips & Tricks
Clicking on "Customize" on a field in LiveWhale will block that field from being overwritten during the next update from the source calendar (25Live or Google).
Repeating events in 25Live are considered separate events in LiveWhale and must therefore be updated in LiveWhale separately.
Events in LiveWhale marked as "hidden" will only display in the editor view for those calendar(s) you have access to. They are hidden from other group admins and from the public interface.
If one event in 25Live is held in more than one location, these are treated as separate events in LiveWhale. To fix this, set all but one of these events as "hidden" in LiveWhale and customize the location in the one that remains, as needed, to reflect the full range of locations.
If an event is marked as cancelled in 25Live, it will NOT appear in LiveWhale.
Copying and pasting into a LiveWhale form must be done using the keyboard shortcut; right-clicking will not work.
The Faculty View contains events with the following event types:
Class
Compliance & Training
Conference & Symposium
Grand Rounds
Reception
Recruitment
Seminar & Lecture
Thesis Defense
If an event does not have one of these event types assigned, it will not display in the Faculty View.
User Tip
Like other linked calendars, 25Live data gets pulled into LiveWhale approximately every hour.
Linked Calendars
Linked calendars
are calendar feeds from external calendars such as Google Calendar, that are integrated into the Events Calendar.
Your linked Calendar may have already been set up for you, or you can add your own. You may want to add your own Linked Calendar if you prefer managing your events in Google Calendar, for instance, but want your events to be incorporated into the PSOM Events Calendar.
If you’re unsure about adding a Linked Calendar to your Calendar Group, please contact the PMACS Web Team via the
Get Help / Request Access Form
Linked Calendars automatically refresh and pull in new events on an hourly basis.
Add a New Linked Calendar
Open Linked Calendars
Click the
Your Events
tab, then click
Linked Calendars.
Click Add a New Calendar Feed
iCal feeds
Enter the iCal Feed URL
Replace the red text
Paste an ICAL link here
with the iCal feed URL.
Test the Feed
Click the grey button
Test this feed
to ensure your feed is being read correctly.
Proceed to "Once you've successfully added your Google Calendar or iCal feed" section.
Google Calendar feeds​​​​​​​
Obtain the Google Calendar Feed
​​​​​​​​​​​​​​​​​​
Open
Google Calendar,
click on the
cog icon
in the upper right-hand corner, and click
Settings
from the menu.
Under
Settings for my calendars
, select the calendar you want to share.
Under
Access permissions for events
, check
Make available to public
In
Integrate calendar
, copy the
Public address in iCal format
Enter the iCal Feed URL
​​​​​​​
Replace the red text
Paste an ICAL link here
with the iCal feed URL.
Test the Feed
Click the grey button
Test this feed
to ensure your feed is being read correctly
​​​​​​​
​​​​​​​
Proceed to "Once you've successfully added your Google Calendar or iCal feed" section.​​​​​​​
Once you've successfully added your Google Calendar or iCal feed
Enter a Title
​​​​​​​​​​​​
​​​​​​​
Select Event Type(s)
​​​​​​​
Choose one or more Event Type(s).
User Tip
Any selected Event Type will apply to all events imported from this feed. If you’re unsure, leave this field blank.
Add Tags (Optional)
Choose or enter Tag(s).
​​​​​​​
User Tip
Tags apply to every imported event. If you’re unsure, do not add a tag.
Enter a Description
​​​​​​​
Save calendar as Live
​​​​​​​
By default, the feed will be imported into your Calendar Group feed immediately. If you wish to postpone the import, click
Live
and choose
Hidden
instead.
Retain Past Events (Optional)
​​​​​​​
If your feed only includes future events but you want to keep previously imported events, check
“Keep all past events in LiveWhale, even if they are removed from the original ICAL feed.”
This option is already enabled for all 25Live feeds.
Save the Calendar
Viewing Your Existing Linked Calendars
Hover over
Toolbox
within the top menu, then choose
Linked Calendars
from the drop-down menu.
Here you will see any existing Linked Calendars. If you don’t see any, you don’t yet have any.
Viewing events from Linked Calendars
Events imported from Linked Calendars display in the
Your Events
list alongside events that you manually create in the Events Calendar.
These events will have the name of the Linked Calendar listed below the event title. For instance, an event imported from a Linked Calendar named
Biology Google Calendar
would display
Calendar: Biology Google Calendar
Learn more about managing events from Linked Calendars in the
Managing Events
section.
Viewing events from Linked Calendars in the main calendar
You may notice imported events from Linked Calendars that are not links. In order for an imported event to be linkable, all
required
fields must be filled out, which they may not have been in the original source calendar. View the
Managing Events
section for more information.
Adding A New Event
User Tip
In addition to these instructions, please see the
Best Practices & User Guidelines
section below, in order to ensure that your event content is compliant with Perelman School of Medicine standards.
Getting Started
User Tip
Please pay special attention to all sections below marked
required
. These sections are also marked with red text and/or a red asterisk (*) in the Events Calendar interface.
Click
Add an Event
from the top menu.
Replace the red text
Enter a title for this event
with your event’s title. Required
Next, follow the steps below to add detail and customization to your event.
Customize Your Event
Add images
If your image is a flyer or other document that contains text, it is recommended that you also link the file in the
related content
section of your event. This will allow viewers to see the flyer at a larger size.
Click the (plus sign) labeled
Add/change images
to the left of the event title.
Choose an existing image from
Your Image Library
by clicking on it.
OR
Upload a new image from your computer by clicking
Upload images,
navigating to the file location, selecting the image, and clicking
Open
Add a brief caption for the image included under the
Images for this event
preview on the left-hand side of the page.
Click
Save changes
when finished.
Image Display Options
Default:
Your single image will display in a 250px-wide image area on the Event Detail page. This image will also appear as the image thumbnail.
Slideshow:
If you chose multiple images, they will appear in a 250px-wide clickable slideshow. The first image in the set will appear as the image thumbnail.
Banner (hero display):
You can choose to display your single image or the first image in a set as a banner by clicking
Add/change images
, then checking the box labeled
Use first image as hero
. If you've chosen multiple images, the rest will appear in a clickable slideshow as described above.
For best results and maximum clarity, be sure your image is landscape in orientation (horizontal) and 800px wide by 300 px tall.
User Tip
If you are using the
Large "hero" image display
but your hero image is not ideal for the thumbnail in the events list, you can choose another image to use as the thumbnail. See
Choose a different image to appear as the thumbnail
below for more information.
Thumbnail images
The first image you add will become the
thumbnail image
for your event. It will also appear at the top of the
Add/change images
screen. The thumbnail will appear in the event list on your main calendar and also in your embedded calendar if you choose to display images.
To crop the thumbnail image:
Click on Select
Add/change images
to the left of the event title
Click on the crop icon in the lower right corner of the thumbnail image.
Drag the crop area as needed.
Click
Set crop
when finished.
Click
Save changes
when finished.
The thumbnail image will automatically crop to 200x200 pixels.
To choose a different image to appear as the thumbnail:
Click on
Add/change images
to the left of the event title
Click on the cog icon in the lower right corner of the desired image under
Images for this event
and choose
Use for Thumbnail.
Adjust the crop as needed.
Click
Save changes
when finished.
To add a caption to your image
Within
Add/change images
, replace the grey text
enter a caption for your image...
with your meaningful caption. Required
Click
Save changes
when finished.
To add a photo credit
Go to
Toolbox
, then
Image Collections
, and locate the image you wish to credit.
Click on the name of the image.
Within the
Edit an image
screen, enter a credit in the
Credit
field.
The credit will display everywhere the image appears.
Add an event summary
In the
Summary
section, directly below the
Title
, enter a BRIEF summary of your event. One to two sentences are sufficient, 500 characters max.
You may also enter a more detailed summary in the
Description
box later in the form (located in the
Add event details
section below
Location
.)
Add a date and time
Scroll to the
Date and Time
section and enter the event’s date. Required
Entering a time is optional.
Entering an ending date and time is optional.
Hide an event
By default, events are given a
Live
status meaning they will publish to the Events Calendar when you save them. To hide an event in a "draft" state for future publication:
Locate the section at the top of the form labeled
This event is Live
. Click on the word
Live
and choose
Hidden
from the drop-down menu to temporarily hide your event.
Please view
these instructions for changing an event status
when you're ready to set your event status back to
Live
Add Online Event
Click on the checkbox labeled "This is an online event," if you would like to have a button available on your events detail page that can link visitors to another site.
Event web address
- Fill out this field with the url you would like the button to direct to.
Join Event button text
- Fill out this field with the button text you would like to have. It is set to "Join Event" by default.
Special Instructions
- Fill out this field with any additional instructions you want below the button.
Radio buttons
- Select either "Online only" or "Hybrid".
Add event types
Choose appropriate
Event Types
by clicking checkboxes within the
Event type
section. Choose as many as apply; at least one is required. Required
Add speakers
If your event has a speaker, enter the name of the speaker and his/her representative institution here. If your event has multiple speakers or you'd like to include detailed information about your speakers, it's best to include them in the
Description
section instead.
Add a location
User Tip
Location
is a required field. If your location has not yet been determined, feel free to add the text
Location TBA
or something of that nature. You can edit your event later with the exact location. Required
You have two options for adding a location to your event:
To add a new location:
Check the box
Add new location?
Enter the street address in the
Address, ZIP, coordinates, or other location info
field, then click
Add
Adjust the red map marker pin as needed.
To add an existing location:
Click the
Show all locations
button, then choose an existing location from the list of locations that appears. The name, address and plotted map will appear by default.
Update the information about the saved location as needed by editing the title in the description box.
Add keywords
Choose appropriate
Keywords
by doing any of the following:
Click
Show all keywords
to view all Keywords in your Keyword Library
Click a keyword to select it, then click
Use selected keywords
when finished.
Start typing within the
Keywords
field to retrieve suggested keywords from your Keywords Library. For instance, typing the letter 'A' will suggest
athletics
and
administration
Choose a Keyword from the Keywords that appear. Repeat as needed.
Create a custom keyword for this event by typing it directly into the
Keywords
field. Separate custom keywords with a comma.
User Tip
Custom keywords added directly to an event are automatically saved to your Keyword Library.
To ensure your Keyword displays properly on your events:
Visit your
Keyword Library
by hovering over
Toolbox
and selecting
Keywords
Find they keyword you just created and check the grey star beside it to make it yellow.
The warning message
Your changes to this page have not been saved
will appear; click the yellow button
Save these changes
Visit the
Keywords
section to learn more.
Add a description
Within the
Add Event Details
section you may add an
Event Description
. Be sure to include as many details about your event as possible. You may use the formatting toolbar to enhance your text and add images.
Beside the
Add event details
section header there is another section titled
Related Content
where you can upload a flyer or add a link to another event, file, or web address. You may enter a link here if a detailed page about your event exists on an external website. However, please note that ALL links to your event in the Events Calendar will link
directly
to this external event page. An event detail for your event WILL NOT exist in the Events Calendar if you choose this option. If you wish to keep an event detail page and link to the external webpage, please include the link in the
Related content
section instead.
Enter appropriate
Contact information
for the event. We suggest including name, email and phone number. Required
To link an email address
The email address will typically link by default. Follow these instructions if it does not.
Enter the name, email address and other information in the
Contact information
field.
Select the email address and click the
Insert link
icon.
Choose
Link to an email address
from the menu that appears.
Enter the email address in the field below the menu, in the following format:
mail@upenn.edu
Click the button
Make this link
The linked text will turn blue and have an underline.
To unlink text, select the text and then click the
Remove link
icon.
Add an event registration cost
Some events have a registration cost or fee for attendance.
The Events Calendar will not process payments for you; it simply alerts potential registrants of the cost.
Scroll down to the
Event Cost
field, click
Customize
and enter the word
Free
, or enter in the amount of the ticket/registration fee.
Adding related content: another event, a website, or flyer
Use the
Related Content
section to add supporting material or information to your event. You may link to a related Events Calendar event, an external webpage, or attach an event flyer.
Link to a related web page
Click the linked text
web address
then enter a link title and URL for the webpage, then click
Add
To add a reference to a related existing event, click the linked text
another event
then start typing text in the Search your content field. As you type, matching events will appear. Choose the correct one from the dropdown that appears.
Link to a flyer
Acceptable file types include: PDF, JPG, PNG, Word, Excel
To link a file to your event, such as a flyer, click the linked text
file
The contents of your File Library will appear in a pop up. Choose the correct file and then click
Add this file
To upload a new file, click the button in the bottom left corner labeled
Upload file
. Choose a file from your computer, click
Save this file
, then click
Add this file
Your file will be attached to the event and added to your File Library.
Add an RSVP
To add a basic
RSVP
to your event, check the box next to
RSVP
towards the bottom of the form. There are some specific settings you’ll wish to implement so please visit the
Creating and Managing RSVPs
section to learn more.
Create a repeating event
Start creating an event as you normally would, following the instructions in the
Adding a New Event
section.
When you reach the
Add a date and time
section, check the box
Repeating event
Click
How often?
to determine how often the event will repeat.
Every option requires a start date in the field labeled
Starts
. Typically this will be the same as the date you entered in the
Event date
field.
You are also required to enter either an ending date in the
Ends
field, or the number of occurrences after which the event will end in the
[ ] occurrences
field.
Save your event
When you’ve finished creating your event click the button labeled
Save and go to event
Managing Events
User Tip
In addition to these instructions, please see the
Best Practices & User Guidelines
section below, in order to ensure that your event content is compliant with Perelman School of Medicine standards
Your Events
is a view of all events belonging to the Calendar Group to which you’re accessing, which includes both live events and events that have been staged but not yet published to the calendar. You can access
Your Events
by hovering over
Toolbox
within the top menu, then choosing
Your Events
from the drop-down menu.
If you have assignments to multiple Calendar Groups you can toggle between groups by hovering over your name in the top menu, then clicking the name of the Calendar Group beside
Switch Groups
User Tip
Scroll down to learn more about
Managing Repeating Events
Managing Your Events
Your Events
displays your events and their basic attributes at a glance.
Helpful hints
Use the
Preview
link to preview the event as it will appear on the public calendar website.
If the event is a
Repeating Event
, a repeating event icon will appear to the left of the title as a visual indicator.
To view
past events
Within the
Your Events
view, click the drop-down menu underneath
By date:
in the right-hand sidebar. Choose
All past events
. OR
Go to your Calendar Group’s main calendar by hovering over your name within the top menu, then clicking
Group Calendar for [
Calendar Group Name Here
. Click the
Month
tab to view events by month. Paginate through previous months to see past events on a monthly basis.
Perform bulk actions or quick actions
Check the box next to a single event to perform quick actions, OR
Check the box next to multiple events to perform bulk actions, OR
Click the text
Select All
to select to perform bulk actions on ALL items in your list.
Select the desired action from the from the
With checked items…
drop-down menu:
Delete
Remove all Tags
to remove all previously assigned Keywords/Tags
Apply Tag...
to add new Keywords/Tags
Set status
: Live or Hidden, Canceled or Not Canceled
(use this if the event was previously Canceled in error)
Apply Event Type...
click
Go
Hiding an event from the calendar
By default events are given a
Live
status meaning they will publish to the Events Calendar upon saving. Utilize the
Status
menu to temporarily hide an event from the calendar.
Change the status to
Hidden
to hide the event until you’re ready to publish it. Think of
Hidden
as a “draft” state.
Hiding an event is not the same as canceling or deleting an event. View the
Canceling & Deleting Events
section to learn more.
Modifying event details
Click on the
Event Title
in the Your Events list to view the event detail page and edit event details such as:
Event Title
Date and Time
User Tip
If you modify your event's start date or time, the end date and/or time does not adjust automatically. You must enter a new end date and/or time.
Tags/Keywords
Description
Summary
Images
Speaker Name and Institution
Contact Information
Enable RSVP
Managing events from Linked Calendars
You may wish to edit an event imported from a Linked Calendar in order to make it linkable, or to update event information that has changed.
You have two options for updating event imported from a Linked Calendar.
Update the event at the calendar source (such as Google Calendar). The change will reflect in the Events Calendar within an hour.
Update the event in the Events Calendar interface by clicking on the name of the event from the
Your Events
list. Before you can save your changes, you will need to complete the fields required by the Events Calendar:
Date and Time
Location
Contact Information
User Tip
If you're unable to edit some attributes of the event, you must do so at the calendar source.
Learn more about Linked Calendars in the
Linked Calendars
section.
Managing Repeating Events
As the owner of a repeating event series, you may need to modify the title, location, speakers, or other relevant information for the series or a single instance of the series.
Modifying a Repeating Event Series
Go to
Your Events
and click on the name of an instance of the event series. Repeating event series are denoted with a special icon to the left of the event name.
Within the
Edit and event
screen, edit the information that you wish to change for the entire event series.
At the bottom of the page, click the green button labeled
Change entire series
to change every event in the series, OR
Click the green button labeled
Change all following events
to change only the current event and future events. Events in the past that were part of the series will not change.
Modifying an Individual Instance of a Repeating Event Series
Go to
Your Events
and click on the name of the individual instance of the event series you wish to modify. Repeating event series are denoted with a special icon to the left of the event name.
Within the
Edit and event
screen, edit the information that you wish to change for the individual instance.
User Tip
The date or time of an individual instance cannot be changed. If you need to move a single instance to a new date and/or time, please cancel the instance and create a new event.
At the bottom of the page, click the green button labeled
Change only this event
Filtering / Searching for Events
Use the
Filter Events
sidebar on the
Your Events
screen to search for events or filter events in your Calendar Group by date, tag, event type, et cetera. This is particularly useful if your Calendar Group has a large number of events.
Restoring to an Earlier Version of an Event
The Events Calendar will store up to 15 versions of your events in its database.
User Tip
Versioning is not an option for events coming in from 25Live or a linked calendar.
User Tip
Deleted events and
Related Content
are NOT stored.
Locate the event in the list of
Your Events
Click the
title
of the event to view the event detail page.
If your event has previous versions, you’ll see a highlighted section on the right detailing when the event was last modified and who modified it.
Click the link in the highlighted section to
Restore an earlier version
Click the drop-down menu labeled
Choose a revision…
and choose the revision you’d like to restore.
Click the
Load revision
button.
The content from the chosen revision will be loaded into the event fields.
Scroll to the bottom of the page and click
to save your changes.
To cancel the restoration, click the red link
Cancel
in the highlighted section.
Canceling and Deleting Events
Canceling an Event
You can cancel an event and update the event listing to indicate the cancellation. You can also cancel one event that is part of a repeating series.
User Tip
If you cancel an event with active registrations (RSVPs), it's a good idea to notify registrants that the event has been canceled. Do this by
sending a message to all registrants
When an event is canceled the title will be updated to reflect the cancellation.
Cancel a single event
Access
Your Events
by hovering over
Toolbox
within the top menu, then clicking
Your Events
from the drop-down menu.
Locate the event in the list of
Your Events
Click on the
title
of the event to view the event detail page.
To the right of the event title, click the grey button labeled
Cancel Event
Scroll to the bottom of the page and click
User Tip
To cancel an event that was previously hidden and display the canceled event on the calendar, you must first mark the event
Live
, then follow the steps above to cancel it.
Cancel a repeating event series or an instance of a repeating event series
If your event is part of a repeating series, you have more options.
Access
Your Events
by hovering over
Toolbox
within the top menu, then clicking
Your Events
from the drop-down menu.
Locate the event in the list of
Your Events
Click on the
title
of the event to view the event detail page.
To the right of the event title, click the grey button labeled
Cancel Event
. Doing so will prepend your event title with the text
Canceled:
Scroll to the bottom of the page.
Click
Change the entire series
to cancel the entire series.
Click
Change all following events
to cancel the current event and all following events in the series.
Click
Change only this event
to cancel only the current event.
If you've enabled RSVP for this repeating event series, you'll see a notification at the top of the page reading
Remember to email the people who have registered for this event to alert them of the cancellation.
Click the link
email the people who have registered for this event
to go to the
Manage RSVPs
page for this event. Learn more about managing RSVPs and notifying event registrants in the
Manage RSVPs
section.
Deleting an Event
Deleting an event to remove it entirely from the Events Calendar.
Once you delete an event, the deletion is permanent.
Locate the event in the list of
Your Events
Check the box to the left of the
Event Title
Click the drop-down menu
With checked items…
and select
Delete
You'll see a warning message:
Really delete the selected item?
If you're sure, click
OK
If you're not sure you want to delete the event, click
Cancel
and consider
hiding the event
instead.
Deleting a repeating event series
Locate the event in the list of
Your Events
and click the name of the event.
From the
Edit and event
screen, locate the section of the page that denotes whether the event is Live or Hidden. This is directly to the right of the
Date and Time
section and above the
Event type
section.
Click the grey text
Delete all [x] events in series
([x] will be replaced with the number of instances in the series).
At the prompt
Are you sure you want to delete all [x] events in this series?
, click
OK
Please remember, deletion is permanent.
User Tip
A single instance of a repeating event series cannot be deleted from the calendar, it can be marked
Canceled
or you may hide it. To remove a canceled instance of a repeating event series from the Calendar, visit
Your Events
, locate the event instance, and mark it as
hidden
. It will appear in
Your Events
but not on the main calendar.
Duplicating an Event
Locate the event in the list of
Your Events
Check the box to the left of the
Event Title
Click the drop-down menu
With checked items…
and select
Duplicate
Click
Go
A copy will be created of your event with the same title and the word
(copy)
. The event will be Hidden until you edit the event and set it to Live.
Creating & Managing RSVPs
The Events Calendar has a basic built-in RSVP utility. You can add a basic event registration form to your event page and information about your registrants will be collected in a registration list accessed through the calendar interface. The RSVP list is printable or exportable to CSV.
Adding an RSVP to Your Event:
On the
Add Events
screen, enable RSVP by clicking the checkbox beside the text
RSVP
towards the bottom of the form.
Email address of event organizer
will automatically default to your email address. Update as needed.
Within the
Special instructions?
field, enter any special instructions for your registrants as they enter their information.
Check the box
Notify by email when RSVPs are submitted
to ensure RSVPs are sent to your inbox. This is an important step to ensure you're notified when people register!
Within the
Limiting RSVPs
section, complete the following as needed:
Enter the
maximum RSVP submissions
if you have one. Otherwise, leave blank. Setting a limit is helpful if you want the registration to automatically close after a specific number of attendees have registered.
For
maximum attendees per RSVP submission
add a number which will determine how many additional guests the individual who completes the form may RSVP on behalf of. Leave blank if there’s no limit.
You may wish to set up a
waitlist
for your event up to the specific number of your choice. This is helpful if you've limited your event to a maximum number of RSVP attendees. Click the checkbox next to
Enable waitlist
, then enter in the appropriate number in the
Limit to [ ] attendees
section. The waitlist will appear on your event’s RSVP form once the event’s maximum attendees limit has been reached.
You can control who may RSVP to your event by adding specific information within the
Limit RSVPs to specific email addresses or domains
. For example, if you want to limit RSVPs to the Penn community, enter
@upenn.edu
in the field.
You can also limit RSVPs to individual email addresses by entering those directly into the field in a comma-separated list.
User Tip
You can have more than one event organizer receive and manage the RSVP list. To do this, add a comma to separate the email addresses of the event organizers in the field
Email address of event organizer
Managing Event RSVPs
If you've enabled RSVP for an event and checked
Notify by email when RSVPs are submitted
within the
Adding an RSVP
section, you’ll receive an email when someone registers for the event. Event registrations are available to view, manage and download within the Events Calendar interface.
To manage your event registrations (RSVPs)
Hover over
Toolbox
within the top menu, then choose
Event RSVPs
from the drop down menu.
You’ll see a list of events with RSVPs. If you don’t see any events listed here, you do not yet have an RSVPs.
Click on the
name of the event
to view RSVPs on the
Manage Event Registrations
page.
Important details of your event display here:
A link to the event
The date of the event
Total confirmed and waitlisted attendees
Each registrant is listed with their name, status, email address, phone number (optional) and any comments they chose to provide (also optional). You can edit any of these attributes by clicking on the name of the registrant, making changes, then clicking
Save this registrant
You can also add your own comments in the field labeled
Event Creator Comments
. Note that this field is for internal use and registrants will not see your comments.
To send a message to all registrants
You may wish to notify registrants of new or updated information, or if your event has been canceled.
On the
Manage Event Registrations
page, click the link
Email all registrants
Enter your message text in the modal (pop up window) that appears.
Click
Send message
when finished.
To update a registrant’s status
Check the box to the left of their name, then click the drop-down menu
With checked items…
Choose one of the following from the drop-down menu:
Cancel reservation
Un-cancel reservation (use only if a reservation was previously canceled in error)
Delete reservation
Marked as ATTENDED
Marked as DID NOT ATTEND
Click
Go
Print a list of RSVPs
Click the link
Printable List of Registrants
to print the list of RSVPs as you see them on the screen.
Export a list of RSVPs
Click the link
Export to CSV
to save the list of RSVPs as a CSV file.
Adding a Calendar to Your Website
Your Calendar Group feed can be added to your website at your request as what’s referred to as a widget, or an embedded calendar. To add an embedded calendar to your website or alter an existing one, please contact the PMACS Web Team with the details of your request via the
Embedded Calendar Request Form
The form will ask you to identify which event attributes you'd like to display on your website. Note that the attributes will only display if they've been added to an event. For instance, if you choose to display descriptions in your embedded calendar but none of your events have descriptions, the description will not display.
Please choose from the following
Image: The primary event image will display as a thumbnail.
Summary: This is a brief description of your event,
Description: This is a detailed description of your event,
Location: Building, room number, street address, or a combination thereof.
Event Type(s): An Event Type is a broad classification of an event. An event may have more than one Event Type.
Keyword(s): A keyword is a helpful way to further classify events beyond Event Type. An event may have more than one keyword.
Calendar Group Name: The name of the department, center, institute, lab or group to which the event belongs.
Speaker Name: If your event has a speaker, the name will be displayed.
Speaker Institution: If your event has a speaker and the event creator has identified the speaker's institution, the institution will display.
Linking to Your Calendar From a Website
Go to your Calendar Group’s main calendar by hovering over your name within the top menu, then clicking
Group Calendar for [
Calendar Group Name Here
You’ll know you’re in the right place if the name of your Calendar Group displays above today’s date.
Copy the URL from your browser’s URL bar. It will look something like:
Use this URL when linking to your calendar from your website.
Linking to an Individual Event From Your Website
View your event in your Calendar Group’s main calendar by viewing
Your Events
(click
Toolbox
from the top menu, then
Your Events
Locate your event in the list and click
Preview
When your event appears in the browser window, copy the URL from your browser’s URL bar. It will look something like:
Use this URL when linking to a particular event from your website.
Linking Your Calendar to Facebook
User Tip
You must have both a
account, as well as an
IFTTT
account in order for this to work.
Please follow the steps below in order to have your events in LiveWhale automatically feed to your Facebook account as posts:
Navigate to
Choose your calendar group from the dropdown on the right
Click the "Subscribe" button from the left hand side
Next to the "All Calendars" text, click on the "RSS" link; save this URL for a future step
Navigate to https://ifttt.com/ and login to your account
Within the "My Applets" tab, click "New Applet"
Click on the blue "+this" text
Select the "Feed" service
Choose "New feed item" as the trigger
Copy and paste the URL that you saved from step 4, into the "Feed URL" input area
Click "Create trigger"
Click on the blue "+that" text
Select the "Facebook" service
Note: You may be asked to authenticate your Facebook account at this time
Choose "Create a link post" as the action
Customize the post content as you please
Optional: Within the Message section, click "+ Ingredient" and choose "Entry Content" in order for the event description to display within the post.
Click "Create action"
Choose whether or not to receive notifications when this Applet runs, then click "Finish"
The applet will be on by default. Now, whenever you add a new event to your group's calendar, a new Facebook post will also be created, which not only contains the event title and description, but links to the event on LiveWhale as well.
Displaying Events from Other Calendars
As a LiveWhale Publisher, you may occasionally want to share select events from another group's calendar on your own calendar.
Log in. If you have access to edit multiple calendar groups, be sure to switch to the calendar on which you'd like to display the shared event.
Go to
Toolbox
, then
Your Events
Click on the link the grey bar at the top of the page labeled
Link to an Event
Locate the event you wish to display from within the list, or use
to find it.
Click on the checkbox beside the event, then click the button at the top of the list labeled
Link to checked items
Archiving Events
The Events Calendars stores past events according to the following guidelines:
Events from Linked Calendars:
Past events from one year ago from today's date are retained.
Events added manually in the Events Calendar:
Events are retained forever, until deleted.
Please contact the PMACS Web Team via the
Get Help / Request Access Form
if you wish to display an
Archive
of past events on your website.
Public Event Submissions
Some calendars accept event submissions from the public via our
Public Event Submission Form
. Public event submissions are not posted to calendars until approved by Calendar Group members.
If your calendar accepts event submissions from the public, you'll receive a notification when an event is submitted. The event will also appear as a
Hidden event
in the
Your Events
list.
To display the event on your calendar, simply mark it
Live
To decline the event,
Delete
it.
To gather more information about the event, contact the submitter. Submitter details appear in the
Manage Event
screen when you click on the event name within the
Your Events
list.
If you're interested in receiving public event submissions, please contact the PMACS Web Team with the details of your request via the
Get Help / Request Access Form
Best Practices & User Guidelines
Download the
LiveWhale Best Practices
document provided by the Office of the Executive Dean, in order to ensure that your event content is compliant with Perelman School of Medicine standards.
Add the Calendar to the Home Screen on Your Mobile Device
Add the calendar to the home screen of your mobile device. Find the mobile device and mobile browser you use and follow the instructions.
Android
Browser (Globe icon)
Open the browser on your Android smartphone or tablet
Go to http://events.med.upenn.edu
Tap the 'Create Bookmark' shortcut icon (ribbon with star in the center icon)
OR
if you do not see this shortcut icon, tap the settings button (3 vertical dots) located at the top right of the screen and press the star symbol
Press 'Home Screen' or 'Add to Home Screen'
Chrome
Open Google Chrome on your Android smartphone or tablet
Go to http://events.med.upenn.edu
Tap the menu button (3 vertical dots) located at the top right of the screen and press the star symbol
Press 'Home Screen' or 'Add to Home Screen'
Dolphin
Open Dolphin on your Android smartphone or tablet
Go to http://events.med.upenn.edu
Tap the 'Add Bookmark' icon (star icon left of the URL textbox)
Press where you want your bookmark to save on your home screen
Tap 'Add shortcut to home screen'
iPhone
Safari
Open Safari on your iPhone
Go to http://events.med.upenn.edu
Tap the 'Share' icon (box with up arrow icon at the bottom menu)
Press where you want your bookmark to save on your home screen
Tap 'Add shortcut to home screen' and 'Add'
Chrome
Chrome in iPhone only allows you to bookmark the calendar but not add it to the home screen.
Get Help
Please contact the PMACS Web Team via the
Get Help / Request Access Form
if you have questions or need help accomplishing a task.