Event Pending

Favicon Notice

When logged in to the admin console the favicon will notify admin users when there are pending events.

The status is updated with each page load notifying users of new event submissions while working anywhere within the admin console.

Auto Update (Firefox & Chrome)

Users of Firefox & Chrome browsers can pin the admin console tab and while signed in Helios Calendar will update the favicon status once every five minutes to notify them of new event submissions even while they're working in other tabs.

Pending Events Queue

Pending Events are events that have either been submitted from the public calendar event submission form or added by an admin user with a status of Pending. All currently pending events are listed in the pending events queue and grouped by Individual Events (events that only occur on a single date) and Event Series.

Individual Events

Individual Events are listed by submission date, with the newest submissions first. Pending individual events have an icon and a checkbox displayed beside them.

• Review Event Details - Click this icon to edit the event and Approve or Decline it.
• Checkbox - To decline multiple events at once check the checkbox beside each event you wish to decline then click the “Decline & Delete Selected Events” button at the bottom of the screen. This will allow you to decline and delete multiple events at one time.

Event Series

Event Series are grouped by series and listed by submission date, with the newest series submissions first. Events within each series are listed by their event date, earliest first. Each pending series has three icons associated with it, two atop the series and one beside each event paired with a checkbox.

• Review Event Series Details - Click this icon to edit an entire Event Series and approve or decline all of it's events together.
• Decline & Delete Event Series - Click this icon to decline & delete an entire Event Series.
• Edit Icon - Click this icon to edit a single event within the series and Approve or Decline it.
• Checkbox - To decline and delete multiple events at once check the checkbox beside each event you wish to decline then click the “Decline & Delete Selected Events” button at the bottom of the screen.

Declining events directly within the queue will not send an email notice to the submitter regarding the event(s) status change. To send an update email regarding a declined event it must be declined “manually” by reviewing the event (or series).

Note: Deleting pending events removes them from the queue but does not purge their data from the database. To permanently remove deleted data from the database use the Database Management tool to purge deleted data and optimize tables.

Approving (Editing) Events

Once you have made your selection for the event(s) you want to review you can edit any of the Event information listed below.

Follow-Up

To flag the event for follow-up, and add it to the Follow-Up Items Report, click the Flag for Follow-Up Quick Link. When an event is flagged for follow-up admin users can, optionally, include a notes for reference when editing the event in the future.

Message From Event Submitter

This is an optional message users can create when submitting events. Admin users can respond to this message in the Confirmation Message sent when approving or declining the event, or event series.

Event Details

• Title - The title of the event. This is displayed in event browse as the link users will click to read the full event listing.
• Description - A description of the event. This can include HTML source, media (images/video) and formatting created using the tools available in TinyMCE.
• Cost - A plain text description of the cost to attend the event.
• Image URL: - URL of dedicated event image. Requires theme support.

Date & Time

• Event Date - The date on which the event occurs. (Serves as the Start Date for a recurring event Event Series).
• Start Time & End Time Time when the event begins and ends. Event time is optional and may include Start Time and End Time, Start Time Only, No Times (All Day Event) and No Times (Time To Be Determined).
• No End Time: Optional setting, disables End Time. Start Time will be listed for the event.
• Override Times: Optional setting, disables Start & End Times (All Day or TBA selection required).

Registration

Helios Calendar supports two types of event registration. Depending on which setting you select for “Registration” additional options will be available.

• Registration - Activate registration for the event by selecting the type you wish to use.
• Use Helios Calendar RSVP - Use Helios' native RSVP system for the event.
• Use Eventbrite for Registration - Enables Eventbrite API submission for the event. (Additional input required for Eventbrite submission, see notes below).

Helios Calendar RSVP

When Registration is set to RSVP for an event users will have the option of completing a form to “register” for the event. After completing the RSVP form their contact information will be stored for review/editing within the Helios Calendar admin console (accessible by admin users when editing the event). Additionally an email RSVP, containing their submitted contact information, can be emailed to the Event Contact and a full roster of RSVPs, in CSV format, can be downloaded from within the user's public calendar account (when the user is signed in while submitting the event).

• Limit - Spaces available for the event.
• Allow Between - The “open” and “close” dates for RSVP window. Between these dates RSVPs will be accepted.
• RSVP Type - The type of RSVP to accept.
• Events - RSVP for each event individually (default for single date events).
• Series - RSVP submitted for any event in the series will apply to the entire series.
• Email Notices - Turn email notices for new RSVPs on/off for the event/series.

Managing Event RSVPs

To manage the list of RSVPs for the event you can approved and then edit the event.

Settings

• Status - Controls the event's visibility within the public calendar.
• Approved - Adds the event immediately to the public calendar once the event is saved.
• Declined - Declines the event and removes it from the queue.
• Pending - Maintains the event's pending status and continues to hold the event in the queue so it can be reviewed and further edited at a later time.
• Billboard - The Billboard is Helios' list of featured events. This setting will allow you to add the event(s) to the billboard list of featured events.
• Featured - Features the event within the public calendar event browse list for the day the event occurs.
• Hide After - Number of days after the event occurs for it's details page expires metadata to “hide” the event from search engines.
• Categories - Event Categories are used to organize events of similar type. An event's category assignment will impact how users access events through RSS Feeds, the Public Calendar Filter, Newsletter and Event Search. Available categories can be edited in the admin console Category Management.

Location Information

If the event is submitted for a Saved Location the location details will be displayed and the custom location fields will be hidden. To change the location click the “Change Location” link and the Location Search and Custom Location fields will be displayed.

The available location selection option will depend on the current Location Selection setting within the admin console Preferences.

Note: Saved Location selection options consist of all locations available within the Location Manager. When a Saved Location is selected the Custom Location fields within this form will be hidden. To reset the Location Search and restore the Custom Location Fields click the “Clear Search” link (Name Search) or select the blank location option (Select List).

Saved Location Selection

• Name Search - Enter the name of the location you are searching for. Results will appear after four (4) or more characters have been entered.

OR

• Select List - Select the event location from the provided list of locations.

Custom Location Fields

• Name - Name of the location.
• Address (Two Fields) - Street address of the location, including optional second line for Apt, Suite, etc.
• City - City the location is in.
• State - Region the location is in. (State/Province/Localized Equivalent).
• Zip Code - Zip code the location is in. (Postal Code/Postcode/Localized Equivalent)
• Country - Country the location is in.

Note: Depending on the active language pack settings these fields may be labeled and ordered differently. The list above is for the default format. More information about Localization is available here.

Save as New Location (Checkbox)

Event submissions with a Custom Location will include a checkbox allowing admin users to, optionally, create a new Saved Location. It is strongly recommended that existing locations be reviewed before creating a new Saved Location to ensure it is not already available and inadvertently duplicated as each instance of the location will be unique and contain different events.

In the event that duplicate Saved Locations are present they can be combined by Merging Locations.

Contact Info

• Name - Full name of the event contact.
• Email - Email address of the event contact. (RSVP Details Sent Here).
• Phone - Phone number to reach the event contact.
• Website - Website URL (link) of the event contact.

The Event Contact is the recipient of RSVP contact information when Helios Calendar RSVP is turned on for the event.

API Publishing Options

When their API settings have been configured this section will contain options to use various third party APIs.

• Reference API Publishing for a detailed overview of how third party APIs are used in publishing events.
• Reference API Settings for more information about configuring third party API settings.

Confirmation Message

A confirmation email can optionally be sent to update the event submitter on the status of their event.

• Send confirmation to, [Name] ([Email]) - Check this box to send a message to the listed event submitter.
• Message Text - Includes default message configured in the admin console Preferences. The default message used changes depending on current status setting. This message can be edited before saving the event & sending the confirmation email.

Saving Your Changes

When you have finished making your changes click the “Save Event” button to save the event. If you have approved the event (by selecting a status setting of “Approved”) the event will become available on the public calendar immediately when saved. If you have declined the event (by selecting a status setting of “Declined”) the event will be deleted from the queue.