How do I create events in the foundation-wide calendar? How do I have to format events? How does the calendar in general work? Here is our How-To.
Step 1 Logging in
Step 2 Changing your password
Step 3 Choosing the correct language
Step 4 Creating event content
Step 5 Adding an event image
Step 6 Defining day and time
Step 7 Assigning the correct website
Step 8 Entering information for the event registration
Step 9 Entering Metadata
Step 10 Uploading Attachments
Step 11 Adding information about Cooperation partners
Step 12 Creating an online form for registration and billing
Step 13 Publishing the event
The central foundation-wide calendar is on http://calendar.boell.de/
To log in go to: http://calendar.boell.de/user/login
You can use the same credentials as for the website. If you don't have an account yet or in case you forgot your credentials, please contact the person in charge.
When logged in, you will see a black bar on top of the screen showing two menu buttons:
- Inhalt (content)
- Hilfe (help)
If you want to switch to English click on the English link on top.
The credentials (username and password) you got from your user support are valid for all boell-sites which you were given permission to edit (usually your website, the calendar and the help pages). That's why the request to change your password will be carried out on the central login-portal. To get there, click right after the login on your username. When you logged in correctly, it will be shown on the top right. Then click on EDIT:
... and go the the Boell-Single-Sign-On below the password field:
You are now on the Single-Sign-On-website. Click on EDIT again and you will be taken to the page where you can edit your user data (e-mail and password):
Here you can type in a new password. To make sure that you haven't mistyped it, you will have to repeat your input in the Confirm password line:
Here are the password rules that guarantee that your password is secure enough:
- Password must be at least 8 characters in length.
- Password must contain at least one uppercase character.
- Password must contain at least one lowercase character.
- Password must contain at least one punctuation (not whitespace or an alphanumeric) character.
- Password must contain at least one digit.
Your new password will be valid for all your boell-sites.
Click on CONTENT - ADD CONTENT - EVENT to open the Edit event form and to create a new event.
Choose the language spoken at the event. You can pick more than one, if a translation is provided, or if there will be participants speaking different languages. If your language is not in the list, please write an email to the person in charge.
The next field to be filled in is LANGUAGE. It refers to the technical language of the event and doesn't have anything to do with the language spoken in your place or country. You can only choose between German and English.
- If the event is supposed to appear on a German website, choose German.
- If the event is supposed to appear on an English website, choose English.
For the international offices this is also valid:
- If the event is supposed to appear on a German website, choose German.
Example: http://ru.boell.org/de (the technically German created event appears on the German version of the Moscow-website).
- If the event is supposed to appear on an English website, choose English.
Example: Beispiel: http://eu.boell.org/ (the technically English created event appears on the English version of the Brussels' website).
- If the website on which the event is supposed to appear has a German and in addition a non-English language version:
Example: Beispiel: http://ba.boell.org/de
There is a Bosnian and a German website version. The technically English created event will appear on the Bosnian version, the technically German created event will appear on the German pages of the website. As a result, the event can be created twice, once for each language version.
- If the website on which the event is supposed to appear has an English and in addition a non-German language version.
There is an English and a Polish language version of the website. The technically English created event will appear on the English pages, the technically German created event on the Polish pages of the website. As a result, the event can be created twice, once for each language version.
- If the website has only one language version which is neither German nor English, choose English.
The website is Spanish only. The technically English created event will appear on the Spanish website.
- If the website has two or more language versions, which are neither German or English, choose English.
The website is French and Arabic. The technically English created event will appear on the French and on the Arabic pages of the website. However, in this case it is not possible to create two different event announcements (one in French and one in Arabic). As a result it may be useful to write French and Arabic event announcement text into the title and event description.
In the next fields, the title and subtitle as well as a description of the event will have to be entered:
Although called Teaser, events don't really have a teaser. The Teaser section starts with the Title. Enter the event title into this field. If it is an event series, the series name can be entered here and the event title can slip into the subtitle field. The advantage of doing so is, that the series name would already be shown on the landingpage and not only when the user clicks on the event. If you want to display the event on an non-English and non-German page, you can also add the title in the language of the event announcement.
Enter the description text and further information into the Description field. Further information should also be the venue, as there will be no other field where it can be entered. The description field would also be the correct place to add information in the language spoken on the event (the language of your website).
Here are some hints about how to fill in the description:
- Write a short text describing the event and its context. If you have any, add links.
- Below, provide a list of participants/speakers (make names bold).
- If it is an external event please provide the exact time and venue, the organiser's name and - if necessary - information on how to register.
- More information could include cooperation partners and links to other websites where additional information can be found.
- Finally - if possible - name a contact person for further inquiry.
Important: Please don't just copy the text from a word document because this will copy the formatting as well and may end up in incorrect rendering of the text.
Copy the text into an editor first. The editor is a simple text processor which removes all formatting from texts. You will find the editor (in Windows usually called Notepad) in the accessories of your computer. Copy the text in here and paste it into the Body afterwards. As an alternative, you can write the text directly into the body field.
Under the teaser section you can upload an event picture and provide the necessary image annotations as well as copyright information.
Important: Make sure that the foundation/your country office has the permission to use the image. Perhaps you can better use a Creative Commons licensed image. Never upload photos bought from photo agencies. Even if the foundation has obtained the right to publish the photo on the internet, this right will usually expire after two years. Images can only be used when:
- they are licensed under a Creative Commons license
- they were made on behalf of/commissioned by the foundation
- there is an unlimited right to use them.
For more information on rights and permissions see our How-To on Creative Commons.
Provide the start and end date of the event as well as the respective start and end times. If an event takes more than one day, you can also provide the start and end dates under DATE (1). Only if there is a day-long break in between, you will have to ADD The advantage of doing so is, that users will learn when each day starts and ends. Moreover, events will disappear from the calendar after the start date went by. To make sure that users will find the event in the calendar also on day 2 or 3, it is better to create more date-items:
In addition, you can enter the daily opening hours, for instance for an exhibition.
Assign the website on which the event is to be shown under website assignment. Usually, it has been preset. Otherwise, pick it from the list on the left and click on the plus-sign. To un-assign, click on the entry on the right and then on the minus-sign. Note: In addition to the website chosen here, all events will be shown in the foundation-wide calendar on http://calendar.boell.de
Don't mix this field up with the event organiser (which comes further down in the form).
Important: If you want to show an event on another than your own website, get in touch with your collegues abroad and don't do it without their OK.
In addition to the website assignment, you can prevent events from being shown in the central calendar. This can be useful, if it is a non-public event for an inner circle of participants. To do say, check "Hide event in the central calendar and search". After having saved the event, you can send them the event-URL. For all those, who don't know this URL, the event will be unvisible.
The second option "Hide event in calendar gid box" serves the same purpose as the first one and hides an event announcement from being shown on the website.
"Hide in gridbox after start of the event" can make sense for long lasting events (several days, weeks or even months) which otherwise would clog the calendar. The option can be combined with "Show hint in grid box: There are subsequent data". If both options checked, the gridbox will only show the next date but alongside with the hint that more dates will follow.
In the REGISTRATION section, you can choose, how people can register for the event.
The options here are quite self-explaining.
Event registration methods can be:
- None (if no registration is necessary)
- Email (if chosen, another field will pop up in which you can enter the event registration email address of the person who shall receive the registrations)
- Online (if chosen, provide a URL)
- Form (This may be an interesting option for you because you can have an online registration and even a billing form created by the system. See how to do it. If you want to use your own registration form, read here how to create webforms.
- Date expired (no registration will be possible anymore)
- Sold out (no registration will be possible anymore)
Important: Empty fields will not be displayed in the calendar box and in the foundation-wide calendar.
Some information in the Metadata section is mainly important for the headquarter and the German federal foundations. So if it says "Leave empty" in the following field description, this holds true for the international offices only and may not be valid for the staff in Germany.
Event Location: International offices can leave the pre-set: None (please provide the venue in the event description field instead).
Event Organizer: Pick your office from the list.
Event City: Type the city where the event is going to take place. Attention: As this is an auto-complete line, start typing slowly and wait whether your city is already in.
Event format: As the information here is German only, the formats can only be used for German websites.
Event Subject: Please leave usually empty for non-German pages. The only exception is, when you announce an event and provide a livestream. In this case, choose Livestream. Provide the livestream URL in the field below:
As a result, the livestream link will be shown in the quick view:
Event Series: If the event is part of a series you can enter it here. Please note: This is an auto-complete field. Start typing slowly and wait until an existing series will be found. If not yet in the system type the series name in here.
Office subjects: Please leave it empty.
Trainer: This field serves for GreenCampus only. International offices and boell.de editors can leave it empty.
In the Attachment section of the event form you can upload files such as the program, logos and flyer in another language and you can enter a URL of a website, that provides more information about the event. These links will appear at the very bottom.
Attention: Make sure that the programs and flyers don't contain any photos/images if you don't have the permission to use them. See the information about Creative Commons.
In order to choose the information about cooperation partners, these partners have to be added first by clicking on CONTENT - ADD CONTENT - COOPERATIONPARTNER. This works in the same way as creating person nodes (authors) for the website. Once you have created a cooperation partner, you can pick him/her by typing the name into the autsearch-line. You can choose more than one cooperation partner.
In addition to that, the old field for cooperation partners still exists. Here you can just type in the name of the partner and upload a logo (only one).
At the bottom of the form, there is the Event Registration section where you can easily create event registration and billing forms. This section must not be used by the Bundesstiftung, only federal foundations and the international offices can use it.
Please note: Registrations for events organised by the headquarter have to be carried out using Navision. Please contact the Tagungsbüro which will create a registration form and send you the link. Event announcements should always contain this link.
The field Show registration form link makes the "Register for this event" button appear in the sidebar, alongside with the event announcement.
Please enter the email address of the person who is supposed to receive the registrations into the Send to email adress field. If you want to have a billing form created, tick Show billing form. If you want to provide Terms and conditions, enter the respective URL (for instance of a landingpage which you have previously created).
The form already has default fields, such as name and phone number. By ticking the Event registration fields, you can activate additional fields.
In Custom fields you can define your own text fields.
And this is what the registration form could finally look like:
At the very bottom of the form you can publish your event. It is recommended to proofread everything before publishing. To do so, uncheck the Published and save without publishing. Then proofread carefully and check the links. If everything is alright, click on Edit and tick Published.
Attention: There is a predefined workflow for publishing in the headquarter. If you don't know how it works, please contact the internet team.