Submitting an Event to Another User's Web Calendar

If a Web Calendar user has given you Read access to his or her calendar and has also set calendar preferences to allow event submission, then you can submit events to that calendar for approval. If this is the case, there will be an Add Event button in the top right corner of the user's calendar. If the Add Event button is not present, then you can only read this calendar and cannot submit events for approval.

To submit an event to another user's calendar, click the Add Event button on that user's calendar page. If you have your own Web Calendar, you can also submit to another user's calendar by clicking the Add Event button from your own calendar page.

The window that opens after you click the Add Event button will be different if you have not logged in as a user (e.g., you are a student accessing the calendar as a guest user) than if you have logged in to your own Web Calendar before attempting to add an event.

Not Logged In

If you are a student or colleague viewing a Web Calendar without having first entered a Web Calendar username and password, the Submit Event window will open when you click Add Event on a calendar. Enter as much information about the event as you can, being sure to fill in all required fields (fields marked with an * are required), and click Submit Event.

Note that your event will be entered in the calendar as an unapproved event and will not appear on the calendar until after it has been approved by the user.

Logged In

If you are a Web Calendar user and have already logged in to your Web Calendar, then clicking Add Event on either another user's calendar page or your own will bring up the Add New Event window described more fully in the Adding Events tutorial.

The Calendars area of the Basic tab indicates the calendar(s) to which this event will be added. Hint: Hold the Ctrl key (Windows) or Command key (Mac) to select multiple calendars in a column. Note that an event added to a calendar with Submit-only Access will be entered in that user's calendar as an unapproved event and will not appear on the calendar until after it has been approved by the user.

When entering an event in multiple calendars, you can use the Scan for Available Times button to search for a free time on all calendars. Clicking this button opens the Time Scan window. Enter your search criteria and click Scan. Hint: Hold the Ctrl key (Windows) or Command key (Mac) to select multiple calendars in a column. Note that you can only scan for times in calendars to which you have read access.

The Time Scan window will display a list of times available on the selected calendars. Click on a time to return to the Add New Event window with that time selected or scroll to the bottom of the page to scan again.

Note that, in addition to the selected date and time being pre-entered in the Add New Event window, the calendars scanned have been pre-entered provided those calendars allow event submission. Enter the rest of the information about the event, as described more fully in the Adding Events tutorial, and click Add New Event.

An event added to a calendar with Submit-only Access will be entered in that calendar as an unapproved event and will not appear on that calendar until after it has been approved by the user.

 

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