Events Calendar

User Guide

How To Use This Guide

This guide is a reference for both calendars viewers and editors.

Am I a Viewer or an Editor?

Viewer

You are a viewer if you're visiting the Events Calendar to learn about events, add them to your personal calendar, subscribe to calendars, for instance.

As a viewer, you may benefit from reviewing the General Instructions in the table of contents on this page, which is a brief introduction to the key features of the Calendar.

Editor

You are are an editor if you're visiting the Events Calendar to log in and manage events; for instance, adding new events, changing existing ones, viewing event registrations, et cetera.

As an editor, you may benefit from reviewing the General Instructions in the table of contents on this page, which is a brief introduction to the key features of the Calendar.

The Calendar Editor Resources, also in the table of contents on this page, is a set of instructions designed to help you complete tasks as a calendar editor. It is not required reading, and you don't need to read every section of it to successfully manage events. Think of it as a helpful resource to aid you if you're unsure of how to complete a task or would like more information about a particular feature.

Calendar Terminology

  • Calendar Group: The Events Calendar displays events belonging to particular departments, centers, institutes, labs and groups. Each one of these is referred to as a Calendar Group.
  • Event Type: An Event Type is a broad classification of an event. Calendar editors choose from a standard set of event types; at least one event type is required per event.
  • Keyword: A Keyword is a helpful way to further define and categorize events beyond Event Type. Keywords are created by calendar editors and are not required.
  • Locations or Places: Each event is assigned a location by the calendar editor. A location may be a building, a room within a building, a street address, or a combination thereof.
  • RSS: RSS is a format for delivering syndicated web content via a feed. RSS Feed Readers or News Aggregators like Feedly are required in order to subscribe to or read an RSS feed. RSS is a calendar subscription option.
  • ICAL: iCal (short for iCalendar) is a computer file format which allows users to send meeting requests and calendar events other users. iCal is supported by a large number of products, including Google Calendar, Outlook, and Apple Calendar. ICAL is a calendar subscription option.

The Events Calendar Interface

Calendar Home Page

Navigation

Beneath the Perelman School of Medicine logo is the Events Calendar navigation, which includes links to:

  • User Guide: Instructions for both calendar viewers and editors.
  • Get Help / Request Access Form: Please complete this form if you have need help with or have a question about the Events Calendar.
  • Submit an Event for Consideration Form: University of Pennsylvania faculty, staff and students without Events Calendar editor access may submit events for consideration to the Events Calendar. Learn more in the How to Submit an Event for Consideration section.
Left sidebar

The left sidebar contains:

  • Mini month view calendar
    • Toggle to a different month by clicking the red arrows to the left and right of the month name.
    • Today's date has a yellow background.
    • Dates with events are blue and clickable. Click on a blue date to see that day's events.
  • Subscribe to this calendar button: Click this button to subscribe. Learn about subscription options in the Subscribing & Sharing section.
  • Subscribe to this calendar by event type: Click this text to display available event types to which you can subscribe. Learn more about subscribing by event type in the Subscribing & Sharing section.
Calendar display area (center)

The calendar display area in the center of the page contains all event information.

When you land on this page, you'll see:

  • Today's Date
  • A list of Perelman School of Medicine events happening today
  • A menu across the top containing links to:
    • All Upcoming Events
    • Month: All upcoming events in the current month, and a Jump to Month menu to view another month's events
    • Week: All upcoming events in the current week, and a Jump to Week menu to view another week's events
    • Day: Today's events, and a Jump to Day menu to view another day's events
Right sidebar

The right sidebar contains:

  • Calendar Search which enables you to search for events by:
    • Words that may be included in the title, description, or event summary
    • Location / building name
    • Speaker name and/or speaker institution
    • Email address (if the event creator included an email address)
    • Keyword
    • Event Type
  • Calendar menu: Choose a Calendar Group from the Jump to menu to see events belonging to a particular department, center, institute, lab or group.
  • Show Event Types menu: Click the checkbox beside the event type(s) of your choice to filter events by Event Type classification.
  • Keywords menu: Click show to display utilized keywords, then click on the name of a keyword to filter events by Keyword classification.

Event Detail Page

Click on the name of an event to view the Event Detail Page.

The Left and Right sidebar are the same throughout the site; the Calendar Display Area in the center of the page displays the Event Details.

Features of the event detail page
  • Title, date and time of the event
  • Related image(s) (optional)
  • Event location and/or address
  • Google map of location (optional)
  • Event contact information
  • Related content, which may include supplemental information such as a flyer, document, or related website (optional)
  • Sharing links to help you share the event with others
  • Brief event summary (optional)
  • Speaker name and institution (optional)
  • Detailed event description
  • The cost of the event, if there is one
  • Registration form if RSVP is enabled by the event creator (optional)
  • Event Types and Keywords
  • The calendar group to which the event belongs
  • Add to my calendar button; click to add the event to your personal calendar

How to Customize Your Events Calendar View

By default, a list of today's Perelman School of Medicine events is displayed when you view the Events Calendar. You may customize your view to display a certain subset of events by creating a new link and bookmarking it in your web browser.

Instructions for Creating a Customized View

To display a specific calendar group:
  1. Choose a Calendar Group from the Calendar menu in the right-hand sidebar.
  2. Bookmark the link that appears in your browser URL bar.
To display a specific calendar group and filter by Event Types and/or Keywords:
  1. Choose a Calendar Group from the Calendar menu in the right-hand sidebar.
  2. Choose relevant Event Types from the Show Event Types menu.
  3. Click show beside the Keyword menu and click the names of the relevant keywords.
  4. Bookmark the link that appears in your browser URL bar.
To display the entire Perelman School of Medicine calendar and filter by Event Types and/or Keywords:
  1. Choose relevant Event Types from the Show Event Types menu.
  2. Click show beside the Keyword menu and click the names of the relevant keywords.
  3. Bookmark the link that appears in your browser URL bar.

How to RSVP for an Event

You can register (RSVP) for an event if the event creator has enabled a Registration Form.

Complete the Registration form on the event detail page to RSVP:

  • # Attendees: Enter the number of attendees, including yourself.
  • First name, Last name, E-mail address: Complete each field.
  • Phone: Enter your phone number (optional).
  • Enter any comments in the text field below Phone (optional).
  • Click the Register button.
  • You will receive a registration confirmation via email.
  • To save the event to your calendar, click the link in the email labeled Download this event to your personal calendar.

You will be notified by the event creator if the event is changed or canceled.

Subscribing to a Calendar & Sharing Events

Anyone visting the Events Calendar can subscribe to a calendar via RSS or iCal. Subscribing makes it easy to view events via an RSS reader or have them imported into your own personal calendar.

  • What is RSS? RSS is a format for delivering syndicated web content via a feed. RSS Feed Readers or News Aggregators like Feedly are required in order to subscribe to or read an RSS feed.
  • What is ICAL? iCal (short for iCalendar) is a computer file format which allows users to send meeting requests and calendar events other users. iCal is supported by a large number of products, including Google Calendar, Outlook, and Apple Calendar.

Subscribe to a Calendar via Desktop Application (Outlook, Apple Calendar)

  • Choose the calendar to which you'd like to subscribe from the Calendar menu on the right-hand sidebar. To subscribe to the entire Perelman School of Medicine Events Calendar, choose Main Calendar.
  • Click the Subscribe button within the left-hand sidebar.
  • You will see a box that has options to subscibe to all events or to an event type. Click the ICAL link next to your subcription choice.
  • You will be prompted to launch your default personal calendar application (Outlook or Apple Calendar, for example). Follow the instructions on the screen, which will be unique to the calendar application you've chosen to use.

Subscribe to a Calendar via Google Calendar

  1. Choose the calendar to which you'd like to subscribe from the Calendar menu on the right-hand sidebar. To subscribe to the entire Perelman School of Medicine Events Calendar, choose Main Calendar.
  2. Click the Subscribe button within the left-hand sidebar.
  3. You will see a box that has options to subscibe to all events or to an event type. Click Copy Link next to your subcription choice.
  4. Follow the Google Calendar Subscription instructions here: https://support.google.com/calendar/answer/37100?hl=en (choose "Add using a link").
  5. You will be asked to enter the calendar's address; that is the URL you copied in a previous step.

It may take up to 12 hours for changes to display in your Google Calendar.


Subscribe to a Calendar via Zimbra Calendar (UNDER CONSTRUCTION)

  1. Choose the calendar to which you'd like to subscribe from the Calendar menu on the right-hand sidebar. To subscribe to the entire Perelman School of Medicine Events Calendar, choose Main Calendar.
  2. Click the Subscribe button within the left-hand sidebar.
  3. You will see a box that has options to subscibe to all events or to an event type. Click Copy Link next to your subcription choice.
  4. Open Zimbra.
  5. Click the Calendars tab.
  6. From the left-hand sidebar, click the Add Calendar icon to the right of the header labeled Calendars.
  7. When the Create New Calendar pop-up appears, enter the following:
    • Enter a meaningful name for this calendar in the Name field.
    • Check the box labeled Synchronize appointments from remote calendar
    • Paste the ICS address you copied in step 2 into the URL field.
    • Click OK.
  8. For more information, view the Zimbra.com instructions.

There may be a delay for event changes and additions to display in your Zimbra Calendar.


Save a Single Event to Your Personal Calendar

  • View the event detail page for the event you'd like to save.
  • Click the button Add to my calendar.
  • Choose from the following options:
    • Google Calendar
    • Yahoo Calendar
    • iCal Calendar (Apple Calendar)
    • Outlook Calendar
  • Follow the instructions on the screen to save the event to your personal calendar.

Sharing Events

  • View the event detail page for the event you'd like to share.
  • Beneath Contact Info you'll see a row of icons.
  • Choose from the following sharing options:
    • Twitter
    • Facebook
    • Google Plus
    • Email: Complete the pop up box with the required information and click Share this link
    • Link: Copy and paste the link that appears on your screen into the sharing format of your choice. This is useful if you're adding a link to a particular event to a website.

If you've subscribed to a calendar and wish to share an event with someone, you may be able to do so via your personal calendar application. Review the documentation for your personal calendar application as instructions vary based on application version, computer operating systems, and pre-existing personal configurations.

How to Submit an Event for Consideration

University of Pennsylvania faculty, staff and students without Events Calendar editor access may submit events for consideration to the following calendars:

  • Global Health
  • Research
  • PSOM General Events
  • PSOM Community - General Interest

Publicly-submitted events do not appear on the calendar until approved by calendar administrators.

Instructions for Submitting an Event:

  1. Click Submit an Event for Consideration from the EVents Calendar menu, or click this link.
  2. Complete the form and click Submit.
  3. You will receive a submission confirmation when your request has been successfully submitted.

Administrative Tasks

Logging In

  • Click the red Login button at the top right of this page.
  • Enter your PennKey credentials on the PennKey login screen. If you’ve already authenticated a PennKey session, you may be logged in automatically upon clicking Login.
  • If you’re not a calendar publisher and would like Events Calendar access, please contact the PMACS Web Team with the details of your request via the Get Help / Request Access Form.

The Events Calendar Interface for Logged-In Editors

Navigation

Beneath the Perelman School of Medicine Logo is the Events Calendar navigation. This is viewable to anyone visiting the Events Calendar, whether they are logged in or not.

  • User Guide: A link to the User Guide you’re currently viewing.
  • Get Help / Request Access Form: Submit this form if you need help with your events calendar, or if you or someone in your department needs access to manage events in the Events Calendar.
  • Submit an Event for Consideration: The general public may submit events to certain Calendar Groups for consideration via this form. These events are moderated by Calendar Group publishers before being posted to the calendar. If you’re interested in receiving public submissions please contact the PMACS Web Team with the details of your request via the Get Help / Request Access Form.
  • Login: Events Calendar publishers log in here with PennKey credentials.
Top menu bar

This menu will always appear at the top of the screen with a black background. Only logged-in users will see the top menu bar.

  • Calendar home: Click this to view the main calendar page. The main calendar page displays events from all Calendar Groups.
  • Add an event: Click this to add a new event your Calendar Group.
  • Toolbox: The toolbox contains your calendar resources.
    • Your events: This is a view of all events belonging to the Calendar Group to which you’re accessing, which includes both live events and events that have been staged but not yet published to the calendar.
    • Linked calendars: Linked Calendars are calendars that are imported into LiveWhale from an external source, such as Google Calendar or iCal.
    • Images: The Image Library contains images added by you or other members of your Calendar Group. Adding images to your events makes them more lively and dynamic. You can also access Shared Images, which are a set of standard images shared across all Calendar Groups.
    • Keywords: The Keyword Library containing standard keywords. You can also add your own frequently used keywords here.
      You’ll see the words Keywords and Tags both used throughout the Events Calendar. These two words are interchangeable.
    • Files: Use the Files Library to store frequently used files (PDF, JPG, PNG, Word, Excel) to supplement your events.
    • Locations: Shared event locations are stored here. You can also add your own frequently used locations.
      You’ll see the words Places and Locations used throughout the Events Calendar. These two words are interchangeable.
    • Event RSVPs: View and manage event registrations (RSVPs) here.
    • Content search: Entering search terms here will search the names of Files, Images and Events in your Calendar Group.
  • Your Username and Calendar Group are displayed at the far right of the Top Menu. Hover over your username to display a drop-down menu with the following menu items:
    • Choose Group Calendar to view your Calendar Group's main calendar page.
    • Switch Groups: You may have access to multiple Calendar Groups; view the section Switching Between Multiple Calendar Groups for more information.
    • Choose User Settings to update your name and email address in the Events Calendar system.
    • Log out: Be sure to log out when you are done managing your calendar.

Switching Between Multiple Calendar Groups

Every publisher added to the Events Calendar is placed into a Calendar Group. Events you create are added to the corresponding Calendar. Some publishers may have more than one Calendar Group assignment.

If you believe you should have assignments to additional calendar groups, please contact the PMACS Web Team with the details of your request via the Get Help / Request Access Form.

How to switch between calendar groups

When you first log into the Events Calendar you’ll be placed into your default Calendar Group. Your default Calendar Group is referenced in parentheses beside your username at the right of the Top Menu. For example: Elizabeth (Biochemistry and Biophysics)

If you have assignments to multiple Calendar Groups, you’ll see a menu item labeled Switch Groups when you hover over your username in the top menu. (If you don’t see this menu item, you do not have access to other Calendar Groups besides your default Calendar Group.) To toggle between your assigned Calendar Groups, click the name of the Calendar Group beside Switch Groups and choose a different Calendar Group from the menu.

Images, Files & Locations

Images, Files and Locations can all be added to your events. Each Calendar Group has an Image Library and File Library which are useful ways to store frequently used images and files. You can also access a set of images which are shared between all Calendar Groups. Each Calendar Group has a Locations Library as well, in addition to access to shared locations which are shared between all Calendar Groups.

To add an image to you event, please view the Customize Your Event section.

Image Library

IMPORTANT: If you’re adding an image to your event, make sure you have all the rights and permissions to use the image. Images pulled off the web through search engines or from news sources should not be used unless you have explicit written permission.

To view images in the Image Library:
  • Hover over Toolbox within the top menu.
  • Choose Images from the drop-down menu.
  • You’ll see a list of images in your Image Library here. If you don't see any, add some!
To add a new image to your Image Library:
  • Click the button labeled Add a new image, OR click the button labeled Bulk add images to add several images from your computer at once.
  • Replace the red text Enter a name for this image with a short but meaningful name of the image.
  • Click the button labeled Select a new file from your computer and choose your image (JPG, GIF, PNG).
    • File size is limited to 40MB; we suggest adding images as small as possible to not slow down the load time.
  • All other fields are optional. Click Save this image when finished.
To edit an image in your Image Library:
  • Click on the name of the image. Make your changes and click Save this image when finished.
To manage existing images in bulk:
  • Check all images you wish to manage (or click Select all to select all images in the Image Library), then click the drop-down menu labeled With checked items… and make your choice (Delete, Remove all Tags, Apply Tags).
  • Click the button labeled Go.
Working with Image Collections:

Image Collections are a helpful way to group together images by subject matter. This is a good practice if you have a lot of images in your Image Library.

  • From within your Image Library, click the grey text Collections under the top menu bar.
  • Click the button Add a new image collection.
  • Give the collection a name and click Save collection.
  • Click the grey text Your Images under the top menu bar.
  • Check the images you wish to add to a Collection, then click the drop-down menu lableed With checked items... and select Add to collection....
  • Choose the appropriate Collection from the menu, then click Go.
To view shared images:
  • Click Toolbox from the top menu.
  • Choose Images from the drop-down menu.
  • Click the grey text Get Shared Images under the top menu bar. You'll now see a list of images that have been shared by other groups.
  • View the Customize Your Event section to learn how to add a shared image to your event.
  • You can also copy a shared image into your Calendar Group's Image Library:
    • Click the checkbox to the left of the image you'd like to copy.
    • Click the grey button make your own copy.
    • Now you'll see your own copy of this image in your Image Library.

File Library

To view files in the File Library:
  • Hover over Toolbox from the top menu.
  • Choose Files from the drop-down menu.
  • You’ll see a list of files in your File Library here.
  • Preview a file by clicking its name, then clicking View/download file.
To add a new file:
  • Click the button labeled Add a new file.
    • Click Bulk add files to add several files from your computer at once.
  • Replace the red text Enter a name for this file with a short but meaningful name of the file.
  • Click the button labeled Select a new file from your computer and choose your file (PDF, JPG, PNG, Word, Excel).
    • File size is limited to 40MB; we suggest adding files as small as possible to not slow down the load time.
  • All other fields are optional. Click Save this file when finished.
To edit a file in your File Library:
  • Click on the name of the file. Make your changes to the title, tags or summary, and click Save this file when finished.
  • To replace the file with a new file, click Select a new file from your computer and choose the new file. Click Save this file when finished.
To delete a file in your File Library:
  • Click the checkbox to the left of the file you’d like to delete.
  • Click the drop-down menu labeled With checked items… and select Delete.
  • Click the button labeled Go.
To hide an existing file:

All files in the library are automatically given the status Live, meaning they will appear when added to an event. If you want to keep a file in your library but temporarily prevent it from being used, you can change the status to Hidden.

  • View your File Library.
  • Click the box to the left of the file you wish to hide.
  • Choose Hidden.
  • Click the drop-down menu labeled With checked items… and select Hidden.
  • Click the button labeled Go.
To manage existing files in bulk:
  • Check all files you wish to manage, then click the drop-down menu labeled With checked items… and make your choice (Delete, Remove all tags, Apply tag, Set status)
  • Click the button labeled Go.

Locations / Places

You’ll see the words Places and Locations used throughout the Events Calendar. These two words are interchangeable.

To view locations:
  • Hover over Toolbox from the top menu.
  • Choose Locations from the drop-down menu.
  • You’ll see a list of frequently used locations added by you or other members of your Calendar Group. You'll also see Shared Locations, which are shared across all Calendar Groups and cannot be edited or deleted. Shared Locations are marked with a globe icon.
To add a new location:
  • Click the button labeled Add a new location.
  • Replace the red text Enter a building name, room number and/or address for this location with your event location's building name, room number and/or address.
    For example:
    John Morgan Building, Room M152, 3620 Hamilton Walk, Philadelphia, PA 19104 or CRB Room 110
  • Within the section labeled New address, enter the street address of the location (such as 3620 Hamilton Walk, Philadelphia, PA 19104).
  • Click the button labeled Find.
  • If you didn't enter a complete address (number, street, city, state and zip code) or if you address is inaccurate, you will see a modal labeled Which of these did you mean?. Choose the correct address from the drop-down menu and click the button labeled Use this address.
  • Your location will be plotted in a map on the right-hand side. Adjust the red map marker pin as needed.
  • The keyword field is optional. Click Save this location when finished.
To edit a location:
  • Click on the name of the location. Make your changes and click Save this location when finished.
  • Shared Locations (marked with a globe icon) cannot be edited.
To delete a location:
  • Click the checkbox in the top left corner of the location.
  • Click the drop-down menu labeled With checked items…. and select Delete.
  • Click the button labeled Go.
  • Shared Locations (marked with a globe icon) cannot be deleted.

Event Types & Keywords

Event Types

An Event Type is a broad classification of an event. By assigning one or more Event Types to your event, you allow our site visitors to quickly identify a listing of a particular type of event. At least one Event Type is required per event. Event Types are shared across all Calendar Groups and cannot be edited.

If you are a previous Thyme Calendar user you may notice that the list of Event Types has been streamlined. If you do not see an Event Type or Category that you previously used in Thyme, please select the Event Type that most closely matches your event, then use Keywords to further distinguish and classify your event.

Learn how to add Event Types to your events in the Adding a New Event section.


Keywords

A Keyword is a helpful way to further define and categorize events beyond Event Type. You can use Keywords to assign additional classification to your event. Site visitors will be able to search on popular Keywords to identify events based on their particular interest.

You’ll see the words Keywords and Tags both used throughout the Events Calendar. These two words are interchangeable.

Shared Keywords

You can view a list of shared Keywords in your Keyword Library by hovering over Toolbox within the top menu, then choosing Keywords from the dropdown menu. Here you will see shared Keywords in grey that are available to all Calendar Groups and cannot be edited.

Learn how to apply Keywords to your events in the Adding a New Event section.

To add your own Keywords:

You can also add your own frequently used Keywords to your library for easy reuse and sharing across your Calendar Group’s publishers. Keywords added by you or other members of your Calendar Group will appear in blue and are editable.

  • View your Keyword Library.
  • Click the button labeled Add a new keyword.
  • Enter your keyword and click Save keyword.
  • To ensure your Keyword displays properly on your events, click the grey star to the left of your keyword name to make it yellow.
Public vs. private Keywords

When you create an event and add keywords they are by default private. Private means that they are only available to the calendar publisher(s). This could be beneficial to organize and categorize calendar events internally. But, if you want the keywords to be public, for the user to see, there are a few simple steps you need to take.

Make Keywords public:
  1. Hover over Toolbox within the top menu.
  2. Choose Keywords from the dropdown menu.
  3. You will see a list of keywords in your Keywords Library here. If you don't see any, add some!
  4. To make a keyword public, click on the grey star to the left of the keyword and it should turn yellow.
  5. Repeat step 4 for all keywords you wish to be public.
  6. Click the button Save these changes.

EMS Integration

EMS Groups Affected

  • Anesthesia
  • Biochemistry and Biophysics
  • Biomedical Graduate Studies
  • Biostatistics and Epidemiology
  • Cancer Biology
  • Cancer Center
  • Cardiovascular Institute
  • Center for Cellular Immunotherapy
  • Center for Clinical Epidemiology and Biostatistics
  • Center for Neurobiology and Behavior
  • Center for Neurodegenerative Disease Research
  • Center for Tobacco Research
  • Combined Degree
  • Center for Research on Reproduction & Women's Health
  • Department of Medicine
  • Dermatology
  • Emergency Medicine
  • Endocrinology, Diabetes & Metabolism
  • Faculty Affairs and Professional Development
  • Family Medicine
  • Gastroenterology
  • General Internal Medicine
  • Genetics
  • Geriatrics
  • Global Health Programs
  • Graduate Medical Education
  • Hematology/Oncology
  • Infectious Diseases
  • Informatics Division
  • Institute for Biomedical Informatics
  • Institute for Diabetes, Obesity and Metabolism
  • Institute for Neuroscience
  • Institute for Translational Medicine & Therapeutic
  • Institute on Agin
  • McKay Laboratories
  • Medical Ethics
  • Microbiology
  • Neurology
  • Neuropsychiatry
  • Neuroscience
  • Neurosurgery
  • OB-Gyn Oncology
  • Office of Inclusion and Diversity
  • Office of Postdoctoral Programs
  • Office of Research Support Services
  • Ophthalmology
  • Organizational Effectiveness
  • Orthopaedic Surgery
  • Otorhinolaryngology
  • Path and Lab Medicine
  • Pathology & Laboratory Medicine
  • Pathology Bioresource
  • Penn Immunology Institute
  • Penn Medicine Development & Alumni Relation
  • Penn Muscle Institute
  • Pharmacology
  • Physiology
  • Perelman School of Medicine Human Resources
  • Psychiatry
  • Pulmonary Airways Biology Initiative
  • Pulmonary, Allergy and Critical Care
  • Radiation Oncology
  • Radiology
  • Research
  • Space Planning & Operations
  • SR Vice Dean
  • Translational Medicine and Human Genetic
  • Vice Dean Education

EMS Booking Event Types Affected

Events in EMS include the event type information which gets carried over with the event in the PSOM calendar.

The PSOM calendar has event types that are more general than the EMS event types.
See below for how each EMS event type is mapped to Live Whale calendar.

EMS Booking Event Types LiveWhale Event Types
Training/Workshop – Administr
Training/Workshop – Education
Training/Workshop – Research
Compliance & Training
Conference/Symposium – Administr
Conference/Symposium – Education
Conference/Symposium – Research
Conference & Symposium
Grand Rounds – Education
Grand Rounds – Research
Grand Rounds
Reception – Administrative
Reception – Education
Reception – Research
Reception
Chalk Talk – Research
Chalk Talk – Education
Seminar – Administrative
Seminar – Education
Seminar – Research
Seminar & Lecture
Journal Club – Research
Journal Club – Education
Journal Club
Thesis Defense Thesis Defense

There are several EMS event types that will not be brought into the PSOM calendar. See the list of event types that are not included:

  • Class
  • Meeting
  • Playgroup
  • Special Event
  • Student Event

Flow of Event Data

Click on images to view full PDF.

Flow Chart of Event Information Today

Flow Chart of Event Information Post-Migration

Where Should EMS Event Data Be Edited?

Edit these fields in EMS, Thyme, Google, or other linked calendars:
  • Event title
  • Start date/time
  • End date/time
  • Booking event type (EMS)
  • Category (Thyme)
  • Event description (Thyme)
  • Location
Do NOT edit the event description in EMS

Event descriptions should not be editied in EMS since this data will NOT be copied over to LiveWhale.

Edit in LiveWhale:
  • Event description (rich-text) *
  • Event Type
  • Photo and/or Flyer
  • Location (to plot on a map and/or provide more detail) *
  • Contact information *
  • Keywords
  • RSVP info
  • Waitlist info

* via the "Customize" checkbox which tells LiveWhale to override the source calendar information with this customized version

Calendar Editor Tips & Tricks

  • Clicking on "Customize" on a field in LiveWhale will block that field from being overwritten during the next update from the source calendar (Thyme, EMS, or Google).
  • Repeating events in EMS are considered separate events in LiveWhale and must therefore be updated in LiveWhale separately.
  • Events in LiveWhale marked as "hidden" will only display in the editor view for those calendar(s) you have access to. They are hidden from other group admins and from the public interface.
  • If one event in EMS is held in more than one location, these are treated as separate events in LiveWhale. To fix this, set all but one of these events as "hidden" in LiveWhale and customize the location in the one that remains, as needed, to reflect the full range of locations.
  • If an event is marked as cancelled in EMS, it will NOT appear in LiveWhale.
  • Copying and pasting into a LiveWhale form must be done using the keyboard shortcut; right-clicking will not work.
  • The Faculty View contains events with the following event types:
    • Class
    • Compliance & Training
    • Conference & Symposium
    • Grand Rounds
    • Reception
    • Recruitment
    • Seminar & Lecture
    • Thesis Defense
    If an event does not have one of these event types assigned, it will not display in the Faculty View.

Linked Calendars

Linked calendars are calendar feeds from external calendars such as Google Calendar, that are integrated into the Events Calendar.

Your linked Calendar may have already been set up for you, or you can add your own. You may want to add your own Linked Calendar if you prefer managing your events in Google Calendar, for instance, but want your events to be incorporated into the PSOM Events Calendar.

If you’re unsure about adding a Linked Calendar to your Calendar Group, please contact the PMACS Web Team via the Get Help / Request Access Form.

Linked Calendars automatically refresh and pull in new events on an hourly basis.

Adding a New Linked Calendar:

  • Hover over Toolbox within the top menu, then choose Linked Calendars from the drop-down menu.
  • Click the button labeled Add a new calendar feed.
iCal feeds
  • Replace the red text Paste an ICAL feed link here with your iCal feed.
  • Click the grey button Test this feed to ensure your feed is being read correctly.
  • Proceed to the section Once you've successfully added your Google Calendar or iCal feed.
Google Calendar feeds
  • First, you must obtain the feed from Google Calendar:
    • Open Google Calendar.
    • Click the Cog icon in the upper right-hand corner, then click Settings from the menu.
    • Next, click the Calendars tab at the top of the page under the heading Calendar Settings.
    • Click the name of the calendar that will be imported into the Events Calendar as a Linked Calendar.
    • At the top of the page under the heading [Calendar Name] Details, click the tab Share this calendar.
    • Ensure the box is checked beside Make this calendar public, then click the Save button.
    • Next, click the tab at the top labeled Calendar details.
    • Find the row labeled Calendar Address.
    • Click the green button labeled ICAL. Copy the link that appears.
  • Replace the red text Paste an ICAL feed link here with your Google Calendar feed.
  • Click the grey button Test this feed to ensure your feed is being read correctly.
  • Proceed to the next section.
Once you've successfully added your Google Calendar or iCal feed:
  • Enter a meaningful Title for your feed. You may want to choose something more specific than “Google Calendar” in case your Calendar Group imports several of the same type of feeds.
  • Choose an Event Type(s) from the field labeled Event Type (or event types) for this event. If you choose an Event Type it will apply to every item imported from this feed. If you’re not sure, do not choose an Event Type.
  • Choose or enter a Tag (keyword) from the field labeled Tags. If you choose a keyword it will appear to every item imported from this feed. If you’re not sure, do not choose a Tag.
  • Enter a brief Description of your feed.
  • Save calendar as Live: By default, the feed will be imported into your Calendar Group feed immediately. If you wish to postpone the import, click Live and choose Hidden instead.
  • Click Save Calendar.

Viewing Your Existing Linked Calendars:

  • Hover over Toolbox within the top menu, then choose Linked Calendars from the drop-down menu.
  • Here you will see any existing Linked Calendars. If you don’t see any, you don’t yet have any.
Viewing events from Linked Calendars
  • Events imported from Linked Calendars display in the Your Events list alongside events that you manually create in the Events Calendar.
  • These events will have the name of the Linked Calendar listed below the event title. For instance, an event imported from a Linked Calendar named Biology Google Calendar would display Calendar: Biology Google Calendar.
  • Learn more about managing events from Linked Calendars in the Managing Events section.
Viewing events from Linked Calendars in the main calendar

You may notice imported events from Linked Calendars that are not links. In order for an imported event to be linkable, all required fields must be filled out, which they may not have been in the original source calendar. View the Managing Events section for more information.

Adding A New Event

In addition to these instructions, please see the Best Practices & User Guidelines section below, in order to ensure that your event content is compliant with Perelman School of Medicine standards

Getting Started

Please pay special attention to all sections below marked required. These sections are also marked with red text and/or a red asterisk (*) in the Events Calendar interface.

  • Click Add an Event from the top menu.
  • Replace the red text Enter a title for this event with your event’s title.
  • Next, follow the steps below to add detail and customization to your event.

Customize Your Event

Add images

If your image is a flyer or other document that contains text, it is recommended to add it as related content. This will allow viewers to see the flyer at a larger size.

If you choose the Large "hero" image display option, please be sure your image is landscape in orientation (horizontal) and 800 pixels wide by 300 pixels tall for maximum clarity.

The first image you add will become the thumbnail image for your event. It will also appear at the top of the Add/change images screen. The thumbnail will appear in the event list on the main calendar and also in your embedded calendar if you choose to display images.

All images added to your event will appear in the Images for this event section when you click into Add/change images located left of the event title.

  • Click the (plus sign) labeled Add/change images to the left of the event title.
  • Choose an existing image from Your Image Library by clicking on it
    OR
  • Add a new image from your computer by clicking the Upload images and navigate to the file location and select image, click Open.
  • Click Save this image when finished.

To add additional images to your library see how to add a new image to your Image Library

To crop the thumbnail image:
  • Click on Select Add/change images to the left of the event title
  • Click on the crop icon in the lower right corner of the thumbnail image.
  • Drag the crop area as needed
  • Click Set crop when finished.
  • Click Save this image when finished.
To choose a different image to appear as the thumbnail:
  • Click on Add/change images to the left of the event title
  • Click on the cog icon in the lower right corner of the desired image under Images for this event and choose Use for Thumbnail.
  • Adjust the crop as needed.
  • Click Save this image when finished.
To add a clickable slideshow:
  • Add multiple images and they will appear as a clickable slideshow on your event detail page.
  • Click Save this image when finished.

By default the first image in the Images for this event list will appear as the thumbnail and, if you choose the hero image display, as the hero banner image. You can click and drag images in the list to reorder them.

For image formatting tips, see Choose how your images will display.

To add a caption to your image:
  • Within the Images for this event list, enter text in the field Enter a caption for the image... to ensure a caption displays with your image(s).
  • Click Save changes when finished.
Add an event summary
  • In the Event Summary section, directly below the Title, enter a BRIEF summary of your event. One sentence is sufficient. You can enter a more detailed summary in the Description.
Add a date and time
  • Scroll up to he Date and Time section and enter the event’s date.
    • Entering a time is optional.
    • Entering an ending date and time is optional.
Hide an event
  • By default events are given a Live status meaning they will publish to the Events Calendar when you save them. To hide an event in a "draft" state for future publication:
    • Locate the section at the top of the form labeled Post event as Live. Click on the word Live and choose Hidden from the drop-down menu to temporarily hide your event.
    • Please view these instructions for changing an event status when you're ready to set your event status back to Live.
Add event types
  • Choose appropriate Event Types by clicking checkboxes within the Event type section. Choose as many as apply; at least one is required.
    • Choose Uncategorized if you do not wish to apply any other available Event Type to your event.
  • Visit the Event Types section to learn more.
  • If you are a previous Thyme Calendar user you may notice that the list of Event Types has been streamlined. If you do not see an Event Type or Category that you previously used in Thyme, please select the Event Type that most closely matches your event, then use Keywords to further distinguish and classify your event.
Add speakers

If your event has a speaker, enter the name of the speaker and his/her representative institution here. If your event has multiple speakers or you'd like to include detailed information about your speakers, it's best to include them in the Description section instead.

Add a location

Location is a required field. If your location has not yet been determined, feel free to add the text Location TBA or something of that nature. You can edit your event later with the exact location.

You have two options for adding a location to your event:
  1. Manually enter the building name, room number, and/or address of your location in the Location field.
    • To plot your location on a map (optional):
      • Check the box Plot this event on a map? to include a plotted map in your event.
      • Enter the street address in the Address, ZIP, or other location info field, then click Add.
      • Adjust the red map marker pin as needed.
  2. Click the text Use one of your saved locations, then choose an existing location from the list of Locations that appears. The name, address and plotted map will appear by default.
    • Augment the title of the saved location as needed by clicking directly into it and adding information, such as a room number.
Add keywords
  • Choose appropriate Keywords by doing any of the following:
    • Click Show all keywords to view all Keywords in your Keyword Library
      • Click a keyword to select it, then click Use selected keywords when finished.
    • Start typing within the Keywords field to retrieve suggested keywords from your Keywords Library. For instance, typing the letter 'A' will suggest athletics and administration.
      • Choose a Keyword from the Keywords that appear. Repeat as needed.
    • Create a custom keyword for this event by typing it directly into the Keywords field. Separate custom keywords with a comma.
      • Custom keywords added directly to an event are automatically saved to your Keyword Library.
    • To ensure your Keyword displays properly on your events:
      • Visit your Keyword Library by hovering over Toolbox and selecting Keywords.
      • Find they keyword you just created and check the grey star beside it to make it yellow.
      • The warning message Your changes to this page have not been saved will appear; click the yellow button Save these changes.
  • Visit the Keywords section to learn more.
Add a description

Within the Add Event Details section you may add an Event Description. Be sure to include as many details about your event as possible. Your may use the formatting toolbar to enhance your text and add images.

Beside the Add event details section header there is a link to link to another site for event information. You can enter a link here if a detailed page about your event exists on an external website. However, please note that ALL links to your event in the Events Calendar will link directly to this external event page. An event detail for your event WILL NOT exist in the Events Calendar if you choose this option. If you wish to keep an event detail page and link to the external webpage, please include the link in the Related content section instead.

Add/update contact information

Enter appropriate Contact information for the event. We suggest including name, email and phone number.

To link an email address

The email address will typically link by default. Follow these instructions if it does not.

  • Enter the name, email address and other inforomation in the Contact information field.
  • Select the email address and click the Insert link icon.
  • Choose Link to an email address from the menu that appears.
  • Enter the email address in the field below the menu, in the following format: mail@upenn.edu.
  • Click the button Make this link.
  • The linked text will turn blue and have an underline.
  • To unlink text, select the text and then click the Remove link icon.
Add an event registration cost

Some events have a registration cost or fee for attendance.
The Events Calendar will not process payments for you; it simply alerts potential registrants of the cost.

  • Scroll down to the Event Cost field and enter the word Free, or enter in the amount of the ticket/registration fee.
Adding related content: another event, a website, or flyer

Use the Related Content section to add supporting material or information to your event. You can link to a related Events Calendar event, an external webpage, or attach an event flyer.

Link to a related web page
  • Click the linked text web address then enter a link title and URL for the webpage, then click Add.
Link a related event
  • To add a reference to a related existing event, click the linked text another event then start typing text in the Search your content field. As you type, matching events will appear. Choose the correct one from the dropdown that appears.
Link to a flyer

Acceptable file types include: PDF, JPG, PNG, Word, Excel

  • To link a file to your event, such as a flyer, click the linked text file.
  • The contents of your File Library will appear in a modal (popup). Choose the correct file and then click Add this file.
  • To upload a new file, click the button in the bottom left corner labeled Upload file. Choose a file from your computer, click Save this file, then click Add this file.
    • Your file will be attached to the event and added to your File Library.
Choose how your images will display

By default, your images will display in a small (250 pixels wide) clickable slideshow on the Event Detail page.

You can display your first image as a banner instead by choosing Large "hero" image display from the Image Display Style section. If you've added other images to your event they will display as thumbnails in a clickable slideshow.

If you choose the Large "hero" image display option, please be sure your image is landscape in orientation (horizontal) and 800 pixels wide by 300 pixels tall for maximum clarity.

If you are using the Large "hero" image display but your hero image is not ideal for the thumbnail in the events list, you can choose another image to use as the thumbnail. See "add images" above for how to choose and crop a thumbnail image.

Add an RSVP
  • To add a basic RSVP to your event, check the box next to RSVP towards the bottom of the form. There are some specific settings you’ll wish to implement so please visit the Creating and Managing RSVPs section to learn more.
Save your event
  • When you’ve finished creating your event click the button labeled Save and go to event.
Create a repeating event
  • Start creating an event as you normally would, following the instructions in the Adding a New Event section.
  • When you reach the Add a date and time section, check the box Repeating event.
  • Click How often? to determine how often the event will repeat.
  • Every option requires a start date in the field labeled Starts. Typically this will be the same as the date you entered in the Event date field.
  • You are also required to enter either an ending date in the Ends field, or the number of occurrences after which the event will end in the [ ] occurrences field.

Managing Events

In addition to these instructions, please see the Best Practices & User Guidelines section below, in order to ensure that your event content is compliant with Perelman School of Medicine standards

Your Events is a view of all events belonging to the Calendar Group to which you’re accessing, which includes both live events and events that have been staged but not yet published to the calendar. You can access Your Events by hovering over Toolbox within the top menu, then choosing Your Events from the drop-down menu.

If you have assignments to multiple Calendar Groups you can toggle between groups by hovering over your name in the top menu, then clicking the name of the Calendar Group beside Switch Groups.

Managing Your Events

Your Events displays your events and their basic attributes at a glance.

Helpful hints
  • Use the Preview link to preview the event as it will appear on the public calendar website.
  • If the event is a Repeating Event, a repeating event icon will appear to the left of the title as a visual indicator.
  • To view past events:
    1. Within the Your Events view, click the drop-down menu underneath By date: in the right-hand sidebar. Choose All past events. OR
    2. Go to your Calendar Group’s main calendar by hovering over your name within the top menu, then clicking Group Calendar for [Calendar Group Name Here]. Click the Month tab to view events by month. Paginate through previous months to see past events on a monthly basis.
Perform bulk actions or quick actions
  • Check the box next to a single event to perform quick actions, OR
  • Check the box next to multiple events to perform bulk actions, OR
  • Click the text Select All to select to perform bulk actions on ALL items in your list.
  • Select the desired action from the from the With checked items… drop-down menu:
    • Delete
    • Remove all Tags to remove all previously assigned Keywords/Tags
    • Apply Tag... to add new Keywords/Tags
    • Set status: Live or Hidden, Canceled or Not Canceled (use this if the event was previously Canceled in error)
    • Apply Event Type...
  • click Go.
Hiding an event from the calendar

By default events are given a Live status meaning they will publish to the Events Calendar upon saving. Utilize the Status menu to temporarily hide an event from the calendar.

Change the status to Hidden to hide the event until you’re ready to publish it. Think of Hidden as a “draft” state.

Hiding an event is not the same as canceling or deleting an event. View the Canceling & Deleting Events section to learn more.

Modifying event details

Click on the Event Title in the Your Events list to view the event detail page and edit event details such as:

  • Event Title
  • Date and Time
    If you modify your event's start date or time, the end date and/or time does not adjust automatically. You must enter a new end date and/or time.
  • Tags/Keywords
  • Description
  • Summary
  • Images
  • Speaker Name and Institution
  • Contact Information
  • Enable RSVP
Managing events from Linked Calendars

You may wish to edit an event imported from a Linked Calendar in order to make it linkable, or to update event information that has changed.

You have two options for updating event imported from a Linked Calendar.

  1. Update the event at the calendar source (such as Google Calendar). The change will reflect in the Events Calendar within an hour.
  2. Update the event in the Events Calendar interface by clicking on the name of the event from the Your Events list. Before you can save your changes, you will need to complete the fields required by the Events Calendar:
    • Date and Time
    • Location
    • Contact Information

If you're unable to edit some attributes of the event, you must do so at the calendar source.

Learn more about Linked Calendars in the Linked Calendars section.


Filtering / Searching for Events

Use the Filter Events sidebar on the Your Events screen to search for events or filter events in your Calendar Group by date, tag, event type, et cetera. This is particularly useful if your Calendar Group has a large number of events.


Restoring to an Earlier Version of an Event

The Events Calendar will store up to 15 versions of your events in its database.
Versioning is not an option for events coming in from EMS or a linked calendar.

Deleted events are NOT stored.
Related Content is NOT stored.
  • Locate the event in the list of Your Events.
  • Click the title of the event to view the event detail page.
  • If your event has previous versions, you’ll see a highlighted section on the right detailing when the event was last modified and who modified it.
  • Click the link in the highlighted section to Restore an earlier version.
  • Click the drop-down menu labeled Choose a revision… and choose the revision you’d like to restore.
  • Click the Load revision button.
  • The content from the chosen revision will be loaded into the event fields.
  • Scroll to the bottom of the page and click Save to save your changes.
  • To cancel the restoration, click the red link Cancel in the highlighted section.

Canceling and Deleting Events

Canceling an Event

You can cancel an event and update the event listing to indicate the cancellation. You can also cancel one event that is part of a repeating series.

If you cancel an event with active registrations (RSVPs), it's a good idea to notify registrants that the event has been canceled. Do this by sending a message to all registrants.

When an event is canceled the title will be updated to reflect the cancellation.

Cancel a single event
  • Access Your Events by hovering over Toolbox within the top menu, then clicking Your Events from the drop-down menu.
  • Locate the event in the list of Your Events.
  • Click on the title of the event to view the event detail page.
  • To the right of the event title, click the grey button labeled Cancel Event.
  • Scroll to the bottom of the page and click Save.
Cancel a repeating event series or an instance of a repeating event series

If your event is part of a repeating series, you have more options.

  • Access Your Events by hovering over Toolbox within the top menu, then clicking Your Events from the drop-down menu.
  • Locate the event in the list of Your Events.
  • Click on the title of the event to view the event detail page.
  • To the right of the event title, click the grey button labeled Cancel Event. Doing so will prepend your event title with the text Canceled:
  • Scroll to the bottom of the page.
    • Click Change the entire series to cancel the entire series.
    • Click Change all following events to cancel the current event and all following events in the series.
    • Click Change only this event to cancel only the current event.
  • If you've enabled RSVP for this repeating event series, you'll see a notification at the top of the page reading Remember to email the people who have registered for this event to alert them of the cancellation. Click the link email the people who have registered for this event to go to the Manage RSVPs page for this event. Learn more about managing RSVPs and notifying event registrants in the Manage RSVPs section.

A single instance of a repeating event series cannot be deleted from the calendar, it can be marked Canceled or you may hide it. To remove a canceled instance of a repeating event series from the Calendar, visit Your Events, locate the event instance, and mark it as hidden. It will appear in Your Events but not on the main calendar.

Deleting an Event

Deleting an event to remove it entirely from the Events Calendar.

Once you delete an event, the deletion is permanent.

  • Locate the event in the list of Your Events.
  • Check the box to the left of the Event Title.
  • Click the dropdown menu With checked items… and select Delete.
  • You'll see a warning message: Really delete the selected item? If you're sure, click OK.
  • If you're not sure you want to delete the event, click Cancel and considering Hiding the event instead.

Creating & Managing RSVPs

The Events Calendar has a basic built-in RSVP utility. You can add a basic event registration form to your event page and information about your registrants will be collected in a registration list accessed through the calendar interface. The RSVP list is printable or exportable to CSV.

Adding an RSVP to Your Event:

  • On the Add Events screen, enable RSVP by clicking the checkbox beside the text RSVP towards the bottom of the form.
  • Email address of event organizer will automatically default to your email address. Update as needed.
  • Within the Special instructions? field, enter any special instructions for your registrants as they enter their information.
  • Check the box Notify by email when RSVPs are submitted to ensure RSVPs are sent to your inbox. This is an important step to ensure you're notified when people register!
  • Within the Limiting RSVPs section, complete the following as needed:
    • Enter the maximum RSVP submissions if you have one. Otherwise, leave blank. Setting a limit is helpful if you want the registration to automatically close after a specific number of attendees have registered.
    • For maximum attendees per RSVP submission add a number which will determine how many additional guests the individual who completes the form may RSVP on behalf of. Leave blank if there’s no limit.
    • You may wish to set up a waitlist for your event up to the specific number of your choice. This is helpful if you've limited your event to a maximum number of RSVP attendees. Click the checkbox next to Enable waitlist, then enter in the appropriate number in the Limit to [ ] attendees section. The waitlist will appear on your event’s RSVP form once the event’s maximum attendees limit has been reached.
    • You can control who may RSVP to your event by adding specific information within the Limit RSVPs to specific email addresses or domains. For example, if you want to limit RSVPs to the Penn community, enter @upenn.edu in the field.
      • You can also limit RSVPs to individual email addresses by entering those directly into the field in a comma-separated list.

Managing Event RSVPs

If you've enabled RSVP for an event and checked Notify by email when RSVPs are submitted within the Adding an RSVP section, you’ll receive an email when someone registers for the event. Event registrations are available to view, manage and download within the Events Calendar interface.

To manage your event registrations (RSVPs):
  • Hover over Toolbox within the top menu, then choose Event RSVPs from the drop down menu.
    • You’ll see a list of events with RSVPs. If you don’t see any events listed here, you do not yet have an RSVPs.
  • Click on the name of the event to view RSVPs on the Manage Event Registrations page.
  • Important details of your event display here:
    • A link to the event
    • The date of the event
    • Total confirmed and waitlisted attendees
  • Each registrant is listed with their name, status, email address, phone number (optional) and any comments they chose to provide (also optional). You can edit any of these attributes by clicking on the name of the registrant, making changes, then clicking Save this registrant.
  • You can also add your own comments in the field labeled Event Creator Comments. Note that this field is for internal use and registrants will not see your comments.
To send a message to all registrants:

You may wish to notify registrants of new or updated information, or if your event has been canceled.

  • On the Manage Event Registrations page, click the link Email all registrants.
  • Enter your message text in the modal (pop up window) that appears.
  • Click Send message when finished.
To update a registrant’s status:
  • Check the box to the left of their name, then click the drop-down menu With checked items…
  • Choose one of the following from the drop-down menu:
    • Cancel reservation
    • Un-cancel reservation (use only if a reservation was previously canceled in error)
    • Delete reservation
    • Marked as ATTENDED
    • Marked as DID NOT ATTEND
  • Click Go.
Print a list of RSVPs:
  • Click the link Printable List of Registrants to print the list of RSVPs as you see them on the screen.
Export a list of RSVPs:
  • Click the link Export to CSV to save the list of RSVPs as a CSV file.

Promoting Your Events

Adding a Calendar to Your Website

Your Calendar Group feed can be added to your website at your request as what’s referred to as a widget, or an embedded calendar. To add an embedded calendar to your website or alter an existing one, please contact the PMACS Web Team with the details of your request via the Embedded Calendar Request Form.

The form will ask you to identify which event attributes you'd like to display on your website. Note that the attributes will only display if they've been added to an event. For instance, if you choose to display descriptions in your embedded calendar but none of your events have descriptions, the description will not display.

Please choose from the following:
  • Image: The primary event image will display as a thumbnail.
  • Summary: This is a brief description of your event,
  • Description: This is a detailed description of your event,
  • Location: Building, room number, street address, or a combination thereof.
  • Event Type(s): An Event Type is a broad classification of an event. An event may have more than one Event Type.
  • Keyword(s): A keyword is a helpful way to further classify events beyond Event Type. An event may have more than one keyword.
  • Calendar Group Name: The name of the department, center, institute, lab or group to which the event belongs.
  • Speaker Name: If your event has a speaker, the name will be displayed.
  • Speaker Institution: If your event has a speaker and the event creator has identified the speaker's institution, the institution will display.

Linking to Your Calendar From a Website

  • Go to your Calendar Group’s main calendar by hovering over your name within the top menu, then clicking Group Calendar for [Calendar Group Name Here]
  • You’ll know you’re in the right place if the name of your Calendar Group displays above today’s date.
  • Copy the URL from your browser’s URL bar. It will look something like: http://events.med.upenn.edu/test/
  • Use this URL when linking to your calendar from your website.

Linking to an Individual Event From Your Website

  • View your event in your Calendar Group’s main calendar by viewing Your Events (click Toolbox from the top menu, then Your Events)
  • Locate your event in the list and click Preview
  • When your event appears in the browser window, copy the URL from your browser’s URL bar. It will look something like: https://events.med.upenn.edu/test/#event_id/70/view/event
  • Use this URL when linking to a particular event from your website.

Linking Your Calendar to Facebook

You must have both a Facebook account, as well as an IFTTT account in order for this to work.

Please follow the steps below in order to have your events in LiveWhale automatically feed to your Facebook account as posts:

  • Navigate to https://events.med.upenn.edu/
  • Choose your calendar group from the dropdown on the right
  • Click the "Subscribe" button from the left hand side
  • Next to the "All Calendars" text, click on the "RSS" link; save this URL for a future step
  • Navigate to https://ifttt.com/ and login to your account
  • Within the "My Applets" tab, click "New Applet"
  • Click on the blue "+this" text
  • Select the "Feed" service
  • Choose "New feed item" as the trigger
  • Copy and paste the URL that you saved from step 4, into the "Feed URL" input area
  • Click "Create trigger"
  • Click on the blue "+that" text
  • Select the "Facebook" service
    • Note: You may be asked to authenticate your Facebook account at this time
  • Choose "Create a link post" as the action
  • Customize the post content as you please
    • Optional: Within the Message section, click "+ Ingredient" and choose "EntryContent" in order for the event description to display within the post.
  • Click "Create action"
  • Choose whether or not to receive notifications when this Applet runs, then click "Finish"

The applet will be on by default. Now, whenever you add a new event to your group's calendar, a new Facebook post will also be created, which not only contains the event title and description, but links to the event on LiveWhale as well.

Displaying Events from Other Calendars

As a LiveWhale Publisher, you may occasionally want to share select events from another group's calendar on your own calendar.

  • Log in. If you have access to edit multiple calendar groups, be sure to switch to the calendar on which you'd like to display the shared event.
  • Go to Toolbox, then Your Events.
  • Click on the link the grey bar at the top of the page labeled Link to an Event.
  • Locate the event you wish to display from within the list, or use Search to find it.
  • Click on the checkbox beside the event, then click the button at the top of the list labeled Link to checked items.

Archiving Events

The Events Calendars stores past events according to the following guidelines:

  • Events from Linked Calendars: Past events from one year ago from today's date are retained.
  • Events added manually in the Events Calendar: Events are retained forever, until deleted.

Please contact the PMACS Web Team via the Get Help / Request Access Form if you wish to display an Archive of past events on your website.

Public Event Submissions

Some calendars accept event submissions from the public via our Public Event Submission Form. Public event submissions are not posted to calendars until approved by Calendar Group members.

If your calendar accepts event submissions from the public, you'll receive a notification when an event is submitted. The event will also appear as a Hidden event in the Your Events list.

  • To display the event on your calendar, simply mark it Live.
  • To decline the event, Delete it.
  • To gather more information about the event, contact the submitter. Submitter details appear in the Manage Event screen when you click on the event name within the Your Events list.

If you're interested in receiving pubibc event submissions, please contact the PMACS Web Team with the details of your request via the Get Help / Request Access Form.

Best Practices & User Guidelines

Download the LiveWhale Best Practices document provided by the Office of the Executive Dean, in order to ensure that your event content is compliant with Perelman School of Medicine standards.

Add the Calendar to the Home Screen on Your Mobile Device

Add the calendar to the home screen of your mobile device. Find the mobile device and mobile browser you use and follow the instructions.

Android

Browser (Globe icon)
  1. Open the browser on your Android smartphone or tablet
  2. Go to http://events.med.upenn.edu
  3. Tap the 'Create Bookmark' shortcut icon (ribbon with star in the center icon) OR if you do not see this shortcut icon, tap the settings button (3 vertical dots) located at the top right of the screen and press the star symbol
  4. Press 'Home Screen' or 'Add to Home Screen'
Chrome
  1. Open Google Chrome on your Android smartphone or tablet
  2. Go to http://events.med.upenn.edu
  3. Tap the menu button (3 vertical dots) located at the top right of the screen and press the star symbol
  4. Press 'Home Screen' or 'Add to Home Screen'
Dolphin
  1. Open Dolphin on your Android smartphone or tablet
  2. Go to http://events.med.upenn.edu
  3. Tap the 'Add Bookmark' icon (star icon left of the URL textbox)
  4. Press where you want your bookmark to save on your home screen
  5. Tap 'Add shortcut to home screen'

iPhone

Safari
  1. Open Safari on your iPhone
  2. Go to http://events.med.upenn.edu
  3. Tap the 'Share' icon (box with up arrow icon at the bottom menu)
  4. Press where you want your bookmark to save on your home screen
  5. Tap 'Add shortcut to home screen' and 'Add'
Chrome

Chrome in iPhone only allows you to bookmark the calendar but not add it to the home screen.

Get Help

Please contact the PMACS Web Team via the Get Help / Request Access Form if you have questions or need help accomplishing a task.