Calendar Process

Steps to add a Calendar listing

1. Select day for event
2. Create event
3. Click on “More Options” at the bottom
4. Add title
5. Change date if needed
6. Add beginning time and ending time
7. Make sure “event details” is selected
8. Video conference, if needed. You can add the link to GoTo Meeting here.
9. Add location if the event is off-site.
10. Notifications can be set by the individual based on how they would like to be notified. I default this to none.
11. Make sure the TOL Admin calendar is selected, not your personal calendar and not the Events calendar. This will be added at a later time.
12. In the gray box add the following information:
    • Event Coordinator: (which director is in charge of the event)
    • Event Sheet: (link should be posted in the calendar request)
    • Notes: (link to the notes sheet. )
      If a notes document has already been created add the link here. If one has not been created you can click the link at the top of the box “create meeting notes”. You will have to save the event, close it and reopen it before the link to the meeting notes will work. After doing that you can open the meeting notes to get the link to paste in the appropriate spot.
13. Add guests: the director in charge of the event and anyone requested to be invited to the event)
14. Add rooms: Select the desired room for the event.
    • If the room is available it will be listed
    • Rooms that are unavailable can be seen by clicking the link below the search for rooms.
    • If you choose a room that is unavailable you will receive a warning email.
15. Press “save”
16. It will ask if you want to send emails to everyone on the guest list. (I don’t usually do this so people are not bombarded with emails to events.)

Creating a Similar Event or a Repeating Event

1. If you are creating a similar event or a repeating event you can select the “more actions” button
2. Select “duplicate”
3. A new event will open with the same date/time as the one you copied. Change the date/time to the new event.
4. You may have to add additional guests.