The Event Calendar provides a quick monthly overview of all the events that is very similar to the Outlook Calendar layout. On the left, there is a quick calendar view that displays the monthly calendar with the list of events for the month below it. On the right, a full calendar displays with a list of events happening on each day. You can use the double left arrow above the quick calendar view to hide it and display only the full calendar.
To open the Event Calendar, click the Event Calendar link from the Main Menu or click on the arrow next to the Calendar button on the Global Navigation Bar and select Event Calendar.
You can edit events from the Event Calendar by right-clicking on the event and selecting Edit Event.
To add a new event, you can click on the day(s) for the event and:
- Right-click and select Add Event or
- Click on the Tools button and select Add Event or Add Event from Profile or
- Click the Add Event button in the quick calendar view.
An asterisk on a calendar day indicates there is a calendar note on that date. If you hover over the asterisk, a tooltip appears with the calendar note.
Select Spaces for the Event Calendar
You can limit which events show on the Event Calendar based on the booked spaces for the event. If no spaces are selected, the calendar displays all spaces.
- Click the Event Calendar link from the Main Menu. The Event Calendar opens.
- Click the Select Spaces button. The Select Spaces screen opens.
- Select the spaces(s) from the Available section of the screen. Use Ctrl+Click or Shift+Click to select multiple spaces.
- Click the single right arrow button to move the selected space(s) to the Selected section of the screen.
- Click OK. The Event Calendar displays events with bookings for the selected space(s).
Filter the Event Calendar
You can use filters to create views for specific purposes. For example, seeing events within a specific time frame or only certain event types. To filter the Event Calendar:
- Click the Event Calendar link from the Main Menu. The Event Calendar opens.
- Click the Filters button. The Filters screen opens.
- The following filters are available:
- Event Status – Displays events with statuses matching the selected value(s).
- Event Category – Displays events with categories matching the selected value(s).
- Event Class - Displays events with classes matching the selected value(s).
- Event Type - Displays events with types matching the selected value(s).
- Event Account – Displays events with the selected event account.
- Event Salesperson – Displays events with a salesperson matching the selected values(s).
- Event Coordinator 1-4 – Displays events with a coordinator matching the selected value(s).
- Click OK. The Event Calendar displays information based on the selected filters.
Configure Display Options on the Event Calendar
You can configure the Event Calendar to display various information based on your needs. To configure the information displayed on the Event Calendar:
- Click the Event Calendar link from the Main Menu. The Event Calendar opens.
- Click the Configuration button. The Event Calendar Configuration screen opens.
- Select the desired configuration settings:
- Display Color Using – Color to display for an event.
- Event Status – Event status color for the event displays.
- Status Group - Color for the status group assigned to the event status for the event displays.
- Event Type – Event type color for the event displays.
- Positioning On – Default Month/Year for the Event Calendar.
- Current Month – Defaults the Month/Year to the current month and year.
- Next Month - Defaults the Month/Year to the next month and current year.
- Use Saved Date – Month/Year defaults to the month and year saved in the view used on the screen.
- Display Color Using – Color to display for an event.
- Expand the Display Lines section. This determines the text that displays on the Event Calendar for an event.
- Select the field to show in each of the calendar line positions (Row 1/Field 1, Row 1/Field 2, etc.).
- Click OK.
Export the Event Calendar
You can export the Event Calendar by clicking the Export button and selecting one of the below options:
- Export To PDF - Opens the Export To PDF screen where you can enter the Heading (defaults to Event Calendar) and Subheading (defaults to the month and year) for the export file and the orientation for the export (Portrait or Landscape). Exports to a PDF file.
- Export To Excel - Opens the Export to Excel screen where you can enter the File Name (defaults to Event Calendar), Heading (defaults to Event Calendar) and Subheading (defaults to the month and year) for the export file. Exports to a .xlsx file.
- Send Email - Opens the Send Email screen with a PDF of the Event Calendar as an attachment.
Change the First Day of the Week in the Event Calendar
The first day of the week that displays on the Event Calendar is controlled by your organization settings:
- Click the Organizations link from the Main Menu. The Organizations screen opens.
- Select the organization to update the start day of work week.
- Right-click and select Edit. The Edit Organization screen opens.
- Select the Details tab.
- Select the day for the first day of the week from the Start Day of Work Week drop-down. For example, if you select Monday, the week displays on the Event Calendar as Monday - Sunday. You may need to move the field onto the screen layout if it is available.
- Click OK.
- Sign out of the software and sign back in. The Event Calendar display updates.
Comments
13 comments
Is there a way to publish this calendar online to the web, allowing real time display? I don't want to have to export and upload to the web each time we make an event change.
0 upvotes
Hi Lori,
There isn't a built-in way in the software to publish this calendar to the web for real-time display. However, depending on your needs, there could be another solution with our software or a custom solution we could provide. Please contact your Account Manager to learn about the available options.
Thanks,
Maggie
0 upvotes
V20 doesn't give you the option to export to excel like V19 did. We used to choose EZ Print, then it would automatically put it in excel where we could manipulate it. It would also list all the events on a particular day instead of cutting off when the list became too long. Can we have this option in V20 please?
0 upvotes
Hi Bryan,
Thank you for your feedback. Please send this information to helpdesk@ungerboeck.com to create a case that can be sent to our Product Management team for further consideration.
Thanks,
Maggie
0 upvotes
Sometimes there is an asterisk beside the Month name on the first day of the month. What is that for?
0 upvotes
Hi R.C.,
An asterisk indicates that there is a calendar note on that date. If you hover over the asterisk, a tooltip will appear with the calendar note.
Thanks,
Maggie
0 upvotes
Hi,
Is there a way in V20 we can add the type of event, PAX and Event manager to the Event Calendar. We have created this in 19 and would like to replicate if possible in V20.
Thanks,
Mel
0 upvotes
Hi Melanie,
Yes this is possible. If you click on Tools / Configuration, you will have the option to click on 'Customize Text' > There you have several fields to choose from.
Thanks,
Viv
0 upvotes
Hi Team, are we missing the existing drop down menus in V30 ?
V20
V30
Kind Regards,
Mudit
0 upvotes
Hi Mudit,
What specifically are you referring to? I think what you are looking for is in the highlighted section below?
0 upvotes
Can we export multiple spans or months at one time?
0 upvotes
Dear Eddie McCarron - Royal Dublin Society - Ireland -
You can export the Calendar as well when working with more than 1 span, and as you can see in the below screenshots that also works for more than 1 month. Hope that helps.
0 upvotes
Perfect, thanks Viviane.
0 upvotes
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