Calendar Ownership
Many of you have started to receive emails from LiveWhale requesting your review of events that other calendar maintainers have requested to share to your calendar group. You will receive a link to preview the event and a link to your calendar group’s list of events where you can approve/reject them.
If you are receiving/viewing these on your calendar group’s event listing, congratulations, you are an owner in your group! This means that you can determine the applicability of any requested event for your particular audience(s).
Email Notifications
If you have access to one or more calendar groups, and your settings have you configured to receive email notifications, these emails are informing you of any activity on your calendar group(s) or event(s) you have requested to share:
- If an event is shared to your calendar group (someone is requesting approval to add their event to your calendar), then you will receive an email about that share request.
- If you have access to more than one calendar group, you will get share requests for all calendar not just the ones you primarily maintain.
- They do not come in a single daily digest.
Removing Email Notifications
If you do not wish to receive notifications from the calendar system, you can remove these by:
- Logging into LiveWhale Calendar System, and selecting User Settings under your name (top-right of the screen).
- Unchecking the “send” box under your full name and email address.
- Then, selecting Save Setting.
Reviewing, Approving, and Rejecting Events
Under Your Events, you will see event requests waiting for your review. You have the right to determine which events will be on your calendar group based on the criteria you have chosen for each calendar group you own.
When to approve
You can select “Accept as live” if the event meets applicability requirements for your calendar group. If you have more than one calendar group, please check the name of the calendar group in the top-right corner next to your name, before approving. When determining what meets applicability requirements for your calendar group, consider the relevance to the audience looking specifically at your calendar:
- Example #1: You own a facility calendar group and a calendar maintainer shared an event with you that occurs in, on or near your facility.
- Example #2: You own an audience based calendar group (e.g. Faculty and Staff, Alumni, or Student Engagement & Success calendars or any of the Location calendars), and a calendar maintainer shared an event with you that would benefit that audience.
- Example #3: You own an academic calendar group whose majors might be interested in the subject matter or purpose/goal of the event a calendar maintainer shared.
When to reject
You can select the “X Button” (for rejecting) if the event does not meet applicability requirements for your calendar group:
- Example #1: You own a calendar group that may have a student audience (e.g. any academic college, department, program, or unit), but the event the calendar maintainers shared with you does not reflect any purpose/goal of your area.
- Example #2: A calendar maintainer accidentally shared an event with you that has no relevance to your calendar group.
You cannot edit which calendar groups you shared your event to if the event is already approved for a specific calendar group, so contact that calendar maintainer (or University Web Strategy) about deleting that event on their specific calendar group – it will not affect your event. View more information on shared events.
When to Edit the Event
Access to edit an event on your calendar group depends on who is the owner of that event:
- If you own that event on your calendar group, you can make any changes you want. These will reflect on all the calendar groups you have shared that event to. You cannot edit which calendar groups you shared your event to if the event is already approved for a specific calendar group; contact that calendar maintainer (or Web Strategy) about deleting that event on their specific calendar group – it will not affect your event.
- If a calendar maintainer shared that event on your calendar group and you approved it, you can adjust some aspects of the details that will only affect your calendar group’s version of the event. You can also delete the event without affecting the original calendar group’s version. If the changes you have need to be reflected on all calendar groups the event is shared to, please contact the owner of the event to make these edits.
If you approved the event to be shared to your calendar group, you can edit the following areas which will affect only your own calendar group’s version of the event:
- Feature event
- Live/Hidden
- Event types/Categories
- Tags