Adding Event Calendars

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Want to create an event calendar that displays in a list view or calendar format and is embedded into your external website? The event calendar does just that, while it can also be searched through using keywords and a date range. Sessions are also able to be shown on the event calendar as well. 

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1 Access the Event Calendar wizard. Hover over the Cross Events tab and select Events Calendar from the dropdown. Click Create Calendar. Enter a name and a data tag code.
 
2 Create your calendar. In the Display Options section, select a language if necessary, then the date and time format. This will be the language your calendar will appear in. If you have events with different base languages, you can display them on the same calendar by switching "Enable Global Calendar" to Yes, then checking the languages you want to display.
 
NOTE: Your calendar will only display in the language you selected in the language field. The Global Calendar allows you to display events in different languages. For an example, you can select English as your base language for the calendar, but you want to display your events that are in English and Spanish.

Establish how long the events will display on the calendar, and if you want Closed events to appear. If you choose to display events until the event archive date, then Completed events will also show.
 
Under Event Field, click Add Field to determine what information will display on your calendar specific to the event. 
 
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In the Session Fields section, click Add Field if you have chosen to display sessions, and determine what session-specific information will be available. 

 
Do you want to provide your readers with a quick way to filter events within their calendar view? In the Filters section, switch "Enable Filtering" to Yes. To allow your invitees to filter based on their location, such as events within a 20 mile radius, switch "Allow users to filter by point of interest" to Yes. If you want to display filter options to the side of your list or calendar, switch "Allow users to filter by fields" to Yes.
 
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Use the dropdowns in the Advanced Filters section to limit which events display. In the example below, only events located in Virginia will display.
 
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You also have the ability to add other items to your event calendar, such as company holidays, open enrollment periods, and office closures. To add them, click Add Items... button and select an existing additional calendar item. 
 
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NOTE: Not seeing your additional calendar items?  Hover over Cross Events, and click Events Calendar. Click the tab, Additional Calendar Items, then Create Item. Enter your item's info, then click Save.

 
Click Save.

3 Add calendar tags. Event custom fields can be displayed as tags on the calendar. Tags are used to highlight event information so that invitees can find specific events easily. Click the neighboring tab, Tags, then Edit.

Click on the ellipses (...) next to "Select the event tag field." A list of your event custom fields will open. Click Select next to the field you want to add as a tag. 

The field's choices will display. Customize the background and text color of each by entering in a specific hex value, or click on the square next to the field to open the color picker. Click Save.

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Be sure to allow invitees to filter the calendar by the event custom field by adding it to the Filters section of the Details tab.
 

NOTE: Only one choice-based event custom field can be used as a tag on the calendar.

4 Customize the website. Click the neighboring tab, Website. In the Design & Build section, click Customize.

To customize the template, to the right of the canvas, click Theme. Here you can change the overall theme, add a background image, adjust the dimensions, and define styles that can be applied quickly later.


A default layout has already been added. Each section is a widget, which can be found under the Widget Menu to the right of the canvas. To customize one, click on the widget and use the options to the right to edit the widget. Some widgets will have a Styling Options section. When clicked, you can choose fonts, colors, backgrounds, and line weights for the widget or button.
 
NOTE: Want to remove the Cvent footer? You'll need the Branding Package to do so.
To rearrange widgets on the page, simply drag and drop them. To remove  a section from the canvas, hover over the widget, and click the ellipsis (...) to the right of its name in the top left, then Delete.
 
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The Event List widget, which is already on the canvas, will allow you to customize how the list of events will display. To determine whether the events will display as a list or a monthly calendar, click the event list widget on the canvas. To the right of the canvas, under Configuration Options, select List or Calendar. To customize the look and feel of the actual calendar, select Calendar as the display format, then, in the Styling Options section, click Customize. Click Calendar, then make the necessary changes.
 
NOTE: Not seeing your events? Enable them by selecting your event and going to Promotion & Communication > Web > Event Calendar. Switch "Display this event or its sessions on event calendars" to one of the Yes options.

When adding images, you have two options: Background Image and Image widget. If your image is a pattern or graphic that can be resized, use the Background Image, located within a widget on the canvas.To add one, hover over the section on the canvas, and click the orange header. This image can be scaled-to-fit, which allows it to maintain its aspect ratio. For images, like your company logo, where the image dimensions need to be maintained, use the Image widget. This will prevent your image from being distorted. You may also add the Image widget over a background image to layer the two. To add one, under the Content tab to the right of the canvas, drag and drop the Image widget onto the canvas. And don't forget to preview your work. With a responsive design, your images (and calendar) will respond to the size of the device it's being viewed on.
 
NOTE:  The recommended width of the background image is 1920px.

Once you're done, click Save to save the draft, or click Publish to make it visible within the calendar.

Want to add a reference ID to your calendar? Click Edit. Enter your reference ID in the Basic Information section.

Determine who should be able to access to the calendar. Under the Event Privacy section, establish whether your calendar can appear in search engine results, such as Google or Bing. Choose whether you want the calendar to display to anyone, or only those with a specific IP address. If you choose to limit by IP address, type in the IP addresses that should have access. Then, provide the URL that visitors will be directed to if they should not have access to the calendar.


If the feature is enabled, add code snippets here.
 
Click Save.

5 Preview your calendar. Here you are able to access the Website URL for your Event Calendar. Click the link to preview the calendar.

Or, create a customized page name. If you have a custom URL or private domain implemented in your account, you can customize the URL. Click Edit, then, in the Basic Information section, select your domain from the dropdown. Enter a customized page name to appear as the trailing name on the end of the URL.

 
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Click Save.
 
6 Create a calendar list. Click the neighboring tab, Web Widgets. Click Create Web Widget. Give it a name, and add a reference ID, if necessary. In the Display Options section, adjust a color by entering a hex value or clicking the color to the right of the appropriate field. Click Save. Unfortunately the monthly calendar is not available as a widget, but will be coming in the future.


A Code box will appear at the bottom of the page. Copy the code and paste it where you want the widget to appear in your website's code.
 
NOTE: Due to the JavaScript code, the widget can be added to a Cvent webpage using code snippets rather than placing this provided code onto the page directly.

7 Add the calendar to a portal, if necessary. Hover over Actions, and click Publish to Access Portals.To the right of the portal or public webpage you want to add the calendar to, click Select.
 

Determine if everyone using the portal or public webpage will have access to the calendar or if only a select group will. For select groups, use the Filter By dropdown to narrow down the search, then check which users or groups will have access.
 
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To alert users that the report is in the portal, switch "Notify users that they can view this report" to Yes.
 
Click Save or Publish.


8 Display your event on the calendar. Begin by opening the event that you want to appear on the calendar. Hover over Promotion & Communication and, under Web, click Event Calendar. Click Edit. Under the Display Status section, select if you want to display the event, all of its sessions, specific sessions, or nothing at all.

In the Display Settings section, determine how you want the event or session to appear on the event calendar. The Link Text is the text that will be hyperlinked to the event or session. The Link Destination is the URL where the registrant will be directed to when they click the hyperlink. You also have the option to provide a URL to a different site once the event enters Completed status. And lastly, choose if you want to display the event only on its start date, or for its entirety. Then, click Save.

 
 

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