Adding an Event to a Campus Calendar

This article covers how staff and faculty can add an event to a campus calendar using 25Live.

Don't have access to add events? Email [email protected] with the calendar(s) you need to be able to access.

1. Log in to 25Live.

View instructions on how to access 25Live.

2. Click Create an Event on the dashboard or click on Event Form at the top of the dashboard.

First time adding an event? Be sure to set up your environment by creating event and resource searches as well as starring the calendars (resources) and organizations you use the most frequently.

25Live homepage
  1. Click Create an Event on the dashboard.
  2. Or click Event Form at the top of the dashboard.

3. Enter the Event Name, Event Title for Published Calendars, and Event Type.

Event Name, Title, and Event Type

Click on the information icon for tips about filling out each field.

  1. Note the campus event planning resources and links at the top of this form. Be sure you have followed the relevant steps for your event before entering it into 25Live!
  2. Enter the Event Name. You are limited to 40 characters for this field.
  3. Enter the Event Title for Published Calendars. This is the name that people will see on the calendar. You are limited to 120 characters for this field.
  4. Select Calendar - Announcements as the Event Type.

4. Use the drop-down menu to search for and select the sponsoring organization for this event.

Sponsoring Organization for this Event
  1. Enter a search term in the Sponsoring Organization for this Event drop-down menu to find the appropriate organization for the event. Any starred or recently searched organizations should appear at the top of the list after you enter search criteria.
  2. Select the sponsoring organization from the list.

If you do not see the correct sponsoring organization in your drop-down menu, email [email protected].

5. To add additional organizations associated with the event, click Edit.

additional organizations

5.1. Enter search criteria for the additional organization(s). Place a checkmark next to each one you wish to add. Then click Done.

search for and add additional organizations

When adding multiple organizations, you may find it easier to click Done after adding an organization and then click Edit again to add the next organization.

  1. Enter search criteria for the additional organization you want to add to the event.
  2. Place a checkmark next to each organization you want to add to the event.
  3. Click Done when you are finished.

5.2. The additional organizations are added. Click the x next to an additional organization to remove it.

additional organizations added

6. Enter the Event Description.

Much of the information you used to put in the Event Description (e.g., header image, event website, registration website, cost, contact email) is now added using Custom Attributes for better accessibility.

Event description

Your event description should contain a detailed description of your event, including the location. You can repeat information such as the date, time, and registration information if you wish, but it's not necessary if you fill out other fields on the event form, including the custom attributes. All of the information that you include in the description will be searchable on the calendar.

It is highly recommended that you use the default font type and size and only use bold and/or italics to emphasize content. This ensures that your content is accessible and appears cleanly on the campus calendar website.

7. To add an image to your event description, click Insert and then select Image.

Are you adding a header image or thumbnail image for your event? Use the custom attributes instead to ensure the images appear correctly.

insert image
  1. Click Insert.
  2. Then select Image.

You cannot upload images directly to 25Live; you will need to upload them to another location such as your department's website and then enter the URL/link where the image was uploaded into 25Live. Contact the person who manages your department's website for assistance.

insert edit image

Images in the Event Description should not be more than 1000px wide for it to display correctly on the campus calendar. Alt text is also required for your images (80 characters max).

  1. Enter the source of the image. This the URL/link where the image was uploaded.
  2. Enter an alternative description (alt text) for the image. This is what a screen reader will read to users with visual impairments.
  3. The Width and Height will automatically populate based on the size of the image that you enter in the Source field.
  4. Click Save to save your changes.

Are you adding a link to your event's website, a registration page, a virtual event link (e.g., a Zoom link), or other link to more information? Use the custom attributes instead for better accessibility!

insert link
  1. Click Insert.
  2. Then select Link.

8.1. Enter the URL you want to link to, the Text to display, the Title, and if the link should open in a new window. Then click Save.

insert edit link

Remember that for accessibility, your URLs should be hyperlinked as text rather than written out. For example, CSUF website rather than www.fullerton.edu.

Need more help with accessibility? View 508 Tips for Content Editors.

  1. Enter the URL that you want to link to (e.g., http://www.fullerton.edu).
  2. Enter the text you want to display for the link (e.g., CSUF website or Visit the CSUF website).
  3. Enter a Title. This identifies the link you are creating (e.g., CSUF website link).
  4. It's recommended that you always choose New Window for the Open link in field. This will open the link in a new window/tab so the user can easily return to the calendar event page.
  5. Click Save to save your changes.

9. Enter the event date and time details.

When event takes place

For multi-day events, 25Live considers the event ongoing between the start and end dates. For example, if your event starts on Friday at 8 pm and ends at 1 pm on Sunday, 25Live will mark the event as continuous from 8 pm on Friday through 1 pm on Sunday.

If your event is multi-day but only at specific times on each day (e.g., 9 am - 2 pm on Friday, Saturday, and Sunday), then you should enter the event as a repeating event rather than a multi-day event for clarity.

  1. Select the date of the event. For repeating events, this will be the first occurrence of the event.
  2. Select the start and end time.
  3. Use the checkbox to indicate if this is a multi-day event.
  4. Check the Duration to ensure that you have correctly input the date(s) and times for the event.

10. If your event repeats, click on Repeating Pattern to choose the repeat type or double click on a date in the calendar to set the specific occurrences.

repeating event options

If your event takes place over the course of several days, you may want to add it as a repeating event. For example, if your event occurs on Friday, Saturday, and Sunday from 9 am - 2 pm, you may want to add it as a repeating event.

  1. Click Repeating Pattern to choose from standard repeat patterns (e.g., daily, weekly, monthly).
  2. Or use the calendar to select the specific dates that the event repeats.

10.1. If you choose Repeating Pattern, select the repeat pattern and enter the details of the repeat pattern. Then click Select Pattern.

pattern picker
  1. Select the repeat pattern: does not repeat, ad hoc, daily, weekly, or monthly.
  2. If prompted, select the Repeats every option that best fits your event.
  3. If prompted, select the Repeats on option that best fits your event.
  4. Choose the date when the repeat pattern should end (this will be the last day of your event).
  5. Or choose how many iterations (repetitions) of the event there will be.
  6. Click Select Pattern to save your changes.

10.2. If you choose to double click on a date to add it as an occurrence, review the details, add an optional comment, and then click Add Occurrence.

add occurrence screen
  1. Review the details of each occurrence you are adding.
  2. You can modify the start and end time of the event if it will be different for that occurrence.
  3. Add an optional comment for that specific occurrence (e.g., specific parking information for that date).
  4. Click Add Occurrence.

10.3. To double check your entries, click View All Occurrences.

view all occurrences

10.4. Review the occurrences and make corrections or remove occurrences as needed. Then click Close.

all date occurrences
  1. Click Remove to remove an occurrence.
  2. Click Close when you are done.

11. Search for the resource (calendar) on which you want this event to appear. Then click Reserve.

To avoid your event showing up multiple times on the campus calendar, do NOT choose more than one resource (calendar) for your event. If you need an event to show up on multiple calendars, please contact [email protected] to ensure the calendars are set up to avoid the event showing up twice.

Resources page
  1. Enter search criteria for the resource (calendar) you want to add the event to.
  2. Click Reserve next to the appropriate resource.

11.1. If you have starred resources, you can use the Saved Searches drop-down menu to view Your Starred Resources.

Learn more about starred resources.

show starred resources

11.2. You can now click Reserve next to the resource you want to use for this event.

reserve from starred resources

12. The resource that you selected should now appear under the Resources section.

resource selected

13. To add Categories for your event, click Edit.

Categories help your events get seen by allowing users to filter by  category on the main campus calendar. For example, you can target  specific audiences (e.g., faculty, staff, students, alumni, general public) or groups (e.g., academic event, non-academic event, administrative event). You can also attach searchable event tags such as competition, exhibitions, guest speaker, training/workshops, career/professional development and more.

add categories

13.1. Place a checkmark next to each category you want to add to your event. Then click Done.

select categories
  1. Place a checkmark next to each category you want to add to your event.
  2. Then click Done.

13.2. The categories you selected will appear in the Categories section. Click the x next to a category to remove it.

If your event is for the general public, you may also want to tag it with other audiences such as alumni, emeriti, faculty, staff, and students. This will help the event get seen even if a user is looking for events for a specific audience type (i.e., if a student is looking for events for the Audience: Students category, they may not see your event if it is tagged only as Audience: General Public).

categories selected

14. To add custom attributes for your event, click Add a Custom Attribute.

Custom attributes allow for better tags and formatting on the Campus Calendar. In addition to making it easier to display ticketing information and website links, you can create custom audience and event type tags and specify which images should be event images and which should be a detail image.

add custom attribute

14.1. Click on the Select Custom Attribute drop-down menu and select the custom attribute you want to add.

select custom attributes
  1. Click on the Select Custom Attribute drop-down menu.
  2. Select the custom attribute you want to add.

14.2. Fill out each custom attribute field with the relevant information.

You do not need to complete filling out a custom attribute before adding additional custom attributes. You can add multiple custom attributes and then fill them out.

custom attributes
  1. For email-related custom attributes, simply enter the email address you want to display.
  2. For custom Audience and Event tags, enter the custom tags you want to use. If you enter multiple custom tags, be sure to separate them with a comma.
  3. For (text) custom attributes, enter the specific text you want to use for that field (e.g., Register/Tickets would be for a link to register for an event, Website would be for a link to a website).
  4. For (URL) custom attributes, enter the URL/link you want to use for the field (e.g., Register/Tickets would be the URL for your event registration, Website would be a link to your website or the webpage for the event).
  5. For other fields, enter the relevant information as text.

14.3. For image custom attributes, enter the URL where the image was uploaded.

Alternative text for your images will automatically be generated for you.

image custom attributes

Detail Image should be no bigger than 80px x 80px for it to display correctly on the campus calendar.

Event Image should not be more than 1000px wide for it to display correctly on the campus calendar.

Note that the URL for each image cannot be more than 80 characters total.

  1. Detail Image is the thumbnail that appears on the main calendar page at the top left corner of your event summary.
  2. Event Image is the header image that appears above the event information on the event detail page.

15. Select either Tentative or Confirmed as the Event State. Then click Save.

You may want to scroll up to review the details of your event before saving, especially if you are going to mark the event as Confirmed.

Verify event state
  1. Choose Tentative as the Event State if you are not ready to publish the event on the calendar. Choose Confirmed as the Event State if you are ready to publish the event on the calendar.
  2. Click Save.

16. You will be taken to the event details page in 25Live. You will see a notification that the event was saved.

You can make changes to your event on this page if you notice any errors or omissions.

Event saved

17. If you saved your event as Confirmed, the event will show up on the calendar within 15-20 minutes.

Event published on campus calendar

If your event does not show up after 30 minutes, please email [email protected] for assistance.

18. If you saved your event as Tentative, you will need to return to 25Live and confirm the event to publish it to the calendar(s).

View instructions on publishing an event.

Need More Help?

Please contact the IT Help Desk at [email protected] or 657-278-7777 for additional assistance with 25Live.