Adding Events into the LiveWhale Calendar System


Step 1: Log into LiveWhale Calendar

Troubleshooting: If you see an error message or cannot log in, use your browser’s Incognito Mode or Private Window to try to log in. You may have a caching issue that you need to clear before using your browser in the regular viewing mode again.


Step 2: Select correct calendar group

If you maintain more than one calendar group, determine which one is the primary owner of the event. You can share to the other calendar groups afterward. Go to your name in the top-right corner, select Switch Groups, and scroll to the appropriate calendar group.


Step 3: Add/Edit/Duplicate an event

Under Your Events, you can update events in that calendar group, add new events, or duplicate events for quicker editing of ongoing events. Make sure the Event description only includes information not displayed anywhere else on the event page.


Step 4: Add Location

Most events should have a location. All buildings on campus have been created, so you can easily select one by typing and reviewing the auto-fill options or by selecting Show all locations to choose one. If you need to add a room number, simply select the location, and then append to the location name “, Room ###”. You can also add new locations off campus that you commonly use.


Step 5: Add Images

Most events should have a image to engage your audience with. These should be high-quality images and photos from cameras.

Images must be 900 px wide by 600 px tall (3:2 ratio for larger images) and have no more than 125 characters of text. Images not meeting this standard will be removed to preserve functionality and accessibility of the calendar system.


Step 6: Add Call-to-Action Button
(Optional, but Highly Recommended)

Improve the engagement of your event by providing using the Call-to-Action Button, entering the link to the action in Button Link (e.g. link to a register and pay webpage) and the call to that action in Text for Button (e.g. Register by Nov. 7).


Step 7: Add Event Types

Event types (or categories) aid a calendar viewer with determining the type of event they are interested in attending. Any event may have one or more Event Types designated.

If you select Audience: Members Only or Audience: By Invitation Only, your event will not show up on the public calendar.


Step 8: Add Tags
(Optional, but Highly Recommended)

Unlike social media tags (e.g. #hashtags), calendar tags are meant to assist specifically in searchability (e.g. hash tags) and calendar views. You can add current local and global tags by typing and reviewing the auto-fill options or by selecting Show all tags to choose them. You can create new local tags by typing them into the Tags field and pressing Enter. Spaces are allowed between words.


Step 9: Share your event to calendar groups

Sharing your event to other calendar group allows your event to be viewed on other calendar views relevant to your audience. You can Suggest this event to the following group(s) by typing it in and choosing from the auto-fill options or selecting from Show all groups. Requests will be reviewed and approved or rejected by calendar group owners.


Step 10: Add additional interactivity and review

Your events can include many more optional features. Once you’ve edited your event, you can preview it on your own calendar group after submitting (Save button) or submit and preview it (Save and Go to Event button) which opens it in a new window. Please note there are a few reasons why an event may not display correctly. If after troubleshooting them you are still unable to view your event as you wanted, contact University Web Strategy for assistance.