Web Calendar Instructions

Calendar events can be submitted by WVU faculty, staff, and students with a valid WVU Login. Events are submitted to a specific calendar for review and approval by the corresponding administrator.

Administrative event managers should log in at the web calendar home page and select “Administration” from the profile menu to use the administrative event manager page and access the administrative dashboard.

How to Submit an Event to the Web Calendar

1. Visit https://calendar.wvu.edu/ and use the search to locate the appropriate calendar for your event.
2. Click on “Submit an Event” for the calendar you’ve selected.
3. Sign in with your WVU Login credentials if prompted.
4. Click on “Create an Event” on the Event Manager menu on the left side of the page.
5. Populate the event form with as much detail as possible. The details you provide will determine how and where your event will be displayed, including on website feeds, digital signage screens, and other mediums that present web calendar data. Be sure to include the following details at a minimum.
   • A detailed, specific event title with proper context to identify the event to end-users. Do not use all caps or an exclamation point on the title. Do not put the date in the title.
   • A written summary and detailed description that follows the WVU Style Guide.
   • Start and end dates and times, even if they are estimated. DO NOT span multiple days in one occurrence.
   • Choose appropriate categories for your event. DO NOT select all categories.
   • Tag your event for the most specific available location; check only the deepest nested option that matches the location of the event.
   • Make sure you choose a campus.
   • Include an image with every event, and use proper image alt text. Use an image from the included library if needed.
   • Do not paste any text from MS Word into the event form.
6. Click on “Submit” or “Publish” when the event is complete. Submitted events are listed as pending approval on the selected calendar, and the assigned calendar manager is notified of each submission by email. You will receive email notifications confirming receipt and subsequent review of each submitted event.

Consult the following resources for more details about the Localist web calendar and event publication.

• Image guidelines for calendar events
• Image Alt text best practices
• WVU’s Style Guide
• Tips for writing accessible content

How to Approve Events on a Calendar You Manage

1. Visit https://calendar.wvu.edu/ and use search to locate the calendar you manage.
2. Click on “Visit Site” for the calendar you’ve selected.
3. If necessary, click on “Sign In” at the top-right of the page and use your WVU Login credentials. Administrative event managers should log in at the web calendar home page and select “Administration” from the profile menu to use the administrative event manager page and access the Administrative dashboard.
4. Click on “Manage” at the top-right of the page.
5. On the Events Dashboard for your calendar, access the “Pending Approval” tab to review, edit, and approve or deny each pending event.
   • Pending events are published to your calendar when you click on “Approve” or “Publish” in the event listing or on the event form. Event submitters will receive email notifications when you approve or deny their events.
6. Use the “Event” tab on the dashboard to find and edit previously published events.
7. Use the “Aggregated Events” tab to review and block or allow the display of the events that have been shared from other calendars on the system.

How to Set Up Event Feeds

If your calendar feed resides in an editable region on your website in CleanSlate CMS or uses the web calendar feed snippet from the CleanSlate page editor, follow these steps to update or create a calendar feed:

1. Visit the WVU Web Calendar and log in.
2. Go to your account dashboard and select the “Build an Embed Widget” option.
3. Set the values listed below on the Widget Builder and use the remaining optional fields only as necessary.
   • Standard Widget Builder Values
     • Template: CleanSlate - Default
     • Number of Results: 6
     • Days Ahead: 90
     • Departments: (select only those department(s) of events to be included in your feed)
     • Content Must Match: any place, group, keyword, tag or filter item (adjust if necessary to match your other filter selections)
     • Include Styles: deselect this option
4. Once your widget options are set, click on the button labeled “Generate Embed Code”.
5. Copy the resulting generated code. Include only the first DIV and SCRIPT tags, but do not include the footer DIV at the bottom.
6. Edit the web page that contains the calendar feed in CleanSlate and replace the content of that region with a new HTML Snippet (not the web calendar snippet) from the Snippet menu. Paste the widget builder code you copied in step 5 into the snippet content, save your changes and publish the page, and visit the live website to review the results. Remember to publish the page once you’re finished making changes.

If your calendar feed resides in a website theme or template, or in another location that you can’t edit directly, please contact the web prof tech, designer or communicator managing your website and refer them to the instructions below. Include the URL of the page containing the calendar feed, your department and any other pertinent event classification details.

Calendar feeds that reside on Health Sciences websites are managed centrally. Please ensure that your imported events are classified appropriately and contact the Health Sciences Center Help Desk for further assistance.