With LiveWhale you can create your own native LiveWhale events or subscribe to external events from Google, R25 and EMS, to name a few possibilities. However you do it, you can tag, geo-locate, and add images to get your events noticed and let LiveWhale handle the functional details like RSVPs, with optional online payments, and light space management.
When you’re ready to insert events onto your web pages, LiveWhale offers any number of event lists as well as our stand-alone LiveWhale Calendar built in to the CMS. Either way, you can present them together in one beautiful experience— and the Calendar is built to work on desktop or mobile from the get-go.
In LiveWhale CMS, you can manage events from the Events tab
In LiveWhale Calendar, you can manage events from Toolbox > Your Events
Note: When editing repeating events, you will have the option to save changes to the entire series of events, change this and all following events in the series, or change only this event.
Note: Once an image has been attached, you can customize the thumbnail that will be used by this event. To do so, navigate to the image that you wish to create the thumbnail from, then click the “Use this image for this event’s thumbnail” button. Select the portion of the image you want to generate the thumbnail from and click “Use This Thumbnail”.
LiveWhale and LiveWhale Calendar 1.6+ allow you to use a large (“hero”) image display on a per-event basis. For instance, you might want a larger image header for a featured event like a conference, gala, or commencement.
To set a hero image, check off “Use first image as hero” when adding images. You can click-and-drag the thumbnails to rearrange your images after attaching them to the event.
Hero images will not appear in event slideshows. You may use your hero image for your event thumbnail, too, or you can choose to upload a separate thumbnail.
Since LiveWhale 1.7, you can mark an event as “Planned” for a future date. This means that your event will stay Hidden until the indicated date/time, at which point it will be switched to Live and start appearing on the front-end calendar and widgets.
You may also delete the item from the event edit screen.
Note: Deleted events will remain in the trash where they can be easily restored (up to one year, depending on your configuration).
Event types should be broad. When thinking about event types keep in mind they should be general enough to be applied to all calendar groups. For example, “Performances” would be a great type because it’s fitting to many groups, such as arts, music, theatre, student life, etc…
Tags are generally used to describe your event in more detail.Tags are different from categories because they are used to target specific characteristics of your event. A good example of a tag might be, “jazz”. This tag is a specific characteristics of the type of event “Performance”.
With the right combination of event types and tags you can target a subset of events to display throughout your website.
In LiveWhale CMS, you can manage event types from Globals > Event Types
In LiveWhale Calendar, you can manage event types under Toolbox > Event Types
There are some special cases where you may need to categorize events but don’t want the event type (ie., category) to appear on the front end calendar “Show only” selector or the “Tags” selector. Some cases might include, “Internal Events”, “Homepage”, etc… This is when we use the star icon to make the event type appear on the front-end calendar. Unstarred types and tags won’t appear on the front-end calendar.
Administrators can set a calendar group to automatically set default event types to newly added events. Follow the steps below to set default event types to a calendar group:
In LiveWhale CMS, you can set these under Groups
In LiveWhale Calendar, you can set these under Toolbox > Groups and Users
Sometimes later you might be thinking about re-organizing your events by types. Maybe you want to get rid of an event type and by doing that you want your events to swap over to another type. That’s very easy to do by merging your event types.
You can use the Linked Calendars feature to sync with external calendars, or to do a one-time data transfer by adding the feed, then deleting it, but choosing to keep all events.
If you are creating your own .ics feed to import into LiveWhale, there are a few custom fields you can use for richer event data. In addition to all the normal date, time, and repeat/recurrence arguments from the iCal specifications, you can use the following attributes:
|X-ALT-DESC;FMTTYPE=text/html||Description (with HTML tags)||HTML|
|LOCATION||Location Name (and, if it matches a saved location in LiveWhale, that will be used)||Text|
|GEO||Used to associate a map with your location||latitude;longitude|
|Contact Info||Email address|
|X-LIVEWHALE-CONTACT-INFO||Contact Info (if not already set from ORGANIZER or CONTACT)||HTML|
|CATEGORIES||Event Types (if they match saved event types in LiveWhale)|||-separated or comma-separated list|
|ATTACH||External image, if it’s a valid imaged URL||URL|
|X-LIVEWHALE-IMAGE-CAPTION||Caption to use for image from ATTACH||Text|
|STATUS||If status is “CANCELLED,” event is marked as cancelled||Text|
|X-LIVEWHALE-HIDDEN||If present, import event as hidden||Text|
|X-LIVEWHALE-SKIP-SYNC||If present, item will be skipped||Text|
|X-LIVEWHALE-CUSTOM-MY-VARIABLE||Value saved to event as a custom field called “my_variable” — note hyphens converted to underscores in the variable name (LiveWhale 1.7+)||Text|
To see an example of these fields in action, check out a sample iCal export from your own site at calendar.myschool.edu/live/ical/events.
Advanced: if you have your own custom fields attached to LiveWhale events, you can import iCal data into those custom fields using the
X-LIVEWHALE-CUSTOM- prefix (LiveWhale 1.7+) or with a custom module using the onAfterSync handler. Contact support for assistance.
Individual events can be flagged as allowing registration. When this is done, users viewing the event details on your web site will be presented with an event registration form. The form allows them to enter their first and last name, e-mail address, phone number, number of people attending, and any additional comments they may have.
Registrations are collected and become manageable within LiveWhale.
Your event will appear with a rsvp form below the details, and the registrant will receive a notification of the registration with a downloadable link to add to their calendar.
You can choose to accept RSVPs to a waitlist if your maximum number of RSVPs has been reached. The next person on the waitlist will automatically be registered (and receive a confirmation email saying “Your registration has been confirmed and you are now off the waitlist.”) in the following cases:
When you allow events to include an RSVP a set of default form fields are included in the registration form.
The default fields include the following:
The following instructions describe how to include additional fields:
$_LW->CONFIG['RSVP_FIELDS']configuration setting to include the name, type, and requirement of the field
Below is an example configuration of custom RSVP form fields with selection lists, radio, checkbox options.
After the configuration is saved the rsvp form will include the additional fields after the defaults.
The event editor will include a section indicating to the publishers that these fields will be included in their rsvp form. Changes to the form fields will require an administrator who has stfp access to the filesystem.
In LiveWhale CMS 1.6+, you can attach a custom form to an Event RSVP, allowing you to gather additional information besides the default fields.
|Title||Required: Enter the title of your event.|
|Star Content||If this content is especially important and you wish to flag it as such, click the star in the section labeled “Star content” in order to highlight it.|
|Share Content||By default, content will be shared. Click the globe labeled “Share content” to un-highlight it to make the content not shared.|
|Start Date & Time||Required: Select the start and end times, where applicable. If this is an all-day event, check the box labeled “All Day”. If this event should repeat on a schedule, select the schedule from the drop-down labeled “Repeat this event”.|
|Summary||Enter a brief summary describing the event. This will also appear in the meta description tag when viewing an event’s details.|
|Event Description||If the event should contain a full description text, enter it in the text field labeled “Event description”. If your event should link to an external event resource, click “link to another page” and then enter the event url and source (for example: Event Calendar). External urls will be validated upon save.|
|Location||Enter the event’s location|
|Plot this event on map?||If your event has a location, you may plot it on a map. If your LiveWhale installation already has preset locations, you may begin typing into the space provided and locations will be suggested to you. If you cannot find an appropriate location, you may click “add a new Place”. When adding a new place, you must provide a title and address. (For more information on managing places, please read “Managing Places”.)|
|RSVP||If this event requires registration, check the box labeled “Allow site visitors to register for this event”.|
|Suggest this event to the following group(s):||Suggest this content to other groups by selecting those groups under the section called “Suggest this item to the following groups”. For more information about sharing, see “Sharing your content with other groups”.|
|Post event as||Scroll back up and find the status menu at the top righthand corner of the screen. Choose the status for this event. “Live” will publish the event immediately. “Hidden” will hide it from the web site until you are ready to publish it.|
|Cancel Event||Check “This event is canceled” to cancel an event. This event will remain visible to the public but will inform that the event has been canceled.|
|Event type||Check off any relevant categories that the event belongs to. Categories broadly define what type of event this is|
|Tags||Tag the event with any relevant tags. Tags help sort and classify events so that they can be directed to the proper location on your web site. You can click in the field labeled “Tags” and type a keyword; tags will be suggested to you. If you are unsure what tags are available in your group, click “Show all tags” to display them all and select the relevant ones.|
|Images||Under the section labeled “Images” you may attach images to this event. Images are taken from your group’s image library. To choose an existing image from your image library, click “Select from your image library”. If you want to upload a new image to attach to this event, click “Add images from your computer”. Newly uploaded images will be added to the image library and attached to this event. Alternatively, you may attach an existing gallery to this event by clicking “Use an existing gallery”. (See “Attaching an image to an event” for more information.)|
|Related Content||Under the section labeled “Related content”, use the search box provided to attach any relevant related content to this event. What kinds of content can be added depends on what modules are installed on your system and what kinds of content are available.|
|Contact Info||Specify any relevant contact info for this event. If default contact info is specified for your group, this info will be suggested by default. If you enter an e-mail address but do not make it a “mailto” link, this will be done automatically for you.|