FAQs

Here are answers to commonly asked questions about the UB Event Calendar. For more assistance, please contact the UC Calendar Team or complete the Service Request form.

About UB Event Calendar

Q. How do I get help using the UB Event Calendar?

Contact the DCT Calendar Team or complete the Calendar Service Request form.

Q. Which events are eligible for the UB Events Calendar?

Generally, any event that is sponsored by or affiliated with a UB school or department is eligible to be included in the UB Event Calendar. Student-run events should be added to UBLinked, rather than the UB Event Calendar.

Q. What calendar product is UB using for its Event Calendar?

The UB Events Calendar is licensed from Event Publisher by Dude Solutions.  

Q. Are there other calendar products in use at UB?

The UB Event Calendar is UB's main institutional calendar. Separate calendar products are administered by the Jacobs school, Athletics and the School of Management. Jacobs school's and Athletics' calendars feed directly into calendar.buffalo.edu, howiever administrators from Jacobs and Athletics request that their users contribute events only to their individual calendars, and not to calendar.buffalo.edu. Users from Athletics (except Recreation) and Jacobs school, therefore, will not be granted permission to contribute events to the UB Event Calendar.

Users from Recreation and the School of Management may continue to request permissions and contribute events to the UB Event Calendar.

Q. Will events stay in the calendar for future use?

Events remain unless they are deleted; even deleted events can be restored unless they are purged. To reuse an old event, just search for it in the Events Dashboard, then select Copy. Purged events are not recoverable.

Creating and Modifying Events

For full instructions on creating and modifying events in the UB Event Calendar, visit the Event Publisher support pages at Dude Solutions.

Q. How do I create or modify a Series?

Q. How do I copy an event?

Q. How do I cancel or delete an event?

NOTE: Purged events are not recoverable.

Q. How do I change my event URL?

Q. How do I add live URL links in each event?

You can add links to external websites (e.g. an event registration site) in the description of each event. To add a link, click the world icon in the bar above description box. Add the full URL including https://.

Categories & Keywords

Q. What do I need to know about Categories & Keywords?

Read more about categories and keywords.

Saving, Approving and Publishing

NOTE: Only contributors with Unit Admin or Power Contributor permissions are able to publish events to the calendar. If you do not have these permissions, contact your Calendar Team Lead to let them know you have an event that needs to be approved.

Q. How do I Save and Publish an event?

Click the Save button at the bottom of the form to save the details of the event. *Note: This does not submit the event for approval or publish the event to the calendar.

Click the Submit button to save the event and submit it for review and approval. *Note: Only Regular Contributors will see the Submit button.

Click the Publish button to save the event and publish it on the calendar. *Note: Only Unit Admins and Power Contributors will see the Publish button.

Click the Discard button to cancel requesting the event and return to the Events Dashboard.

Q. How do I approve an event?

Q. I submitted an event but it’s not appearing in the calendar yet.

Be sure you have permission to publish events. Only Power Contributors and Unit Admins have permission to approve/publish events. Regular Contributors may submit events, but your submission must then be approved by your Unit Administrator. Contact your Calendar Team Lead for information on your permissions. 

If you have the proper permissions and your event is still not publishing, check your My Profile>Pending Events to check for events you may have saved but not yet published.

Q. How can I see who last took action on my event?

Sign in to the UB Event Calendar then click Manage in the footer. Find your event, then click Edit in the Action dropdown box. Scroll to the bottom of the event and you will see the Version Control and Change Log section, which includes user names and times/dates the event was altered.

Q. How do I leave comments for one of my contributors?

Follow the instructions above for "see who last took action on my event." In the The Version Control and Change Log, the first text box, Add Comments, is where authors and administrators can leave comments for an event, as well as view the history of changes made to the event.

Bulk Imports

Q. How do I bulk import events?

This feature is not currently available. We are working on creating a custom template to accommodate UB Event Calendar custom fields.  

Feeds

Q. There is no feed keyword listed for my unit? How do I get one?

Feed Keywords were submitted and approved by each unit’s Calendar Team Lead or Feed Admin. Please work directly with them to determine which Feed Keywords to use for your websites. To submit a request for a new website feed, please submit a service request.

Q. How do I create a feed from the UB Event Calendar to my website if my website is not in the UB CMS?

UB’s Calendar Team will consult with owners of non-CMS websites to help them build RSS feeds to their calendars as time allows, once all UBCMS sites are up and running with the new calendar. For assistance, please complete the Calendar Service Request form.

See the Feeds to UB Websites section for more information on feeds.

Highlight/Feature Events

Q. How do I highlight (feature) my event?

Only Unit Admins and Power Conttributors have permission to highlight or feature an event. To highlight an event, go to the Event Details instruction at the link above and look for Check the Highlight this event option.

Q. What happens when I highlight an event?

When you highlight an event, it goes into a queue to appear in one of four Feature slots at http://calendar.buffalo.edu. The calendar system automatically select events to appear here based on several factors, outlined below.

Q. How do I know if my event is highlight-worthy?

Highlighted events are the most visible content on the UB Event Calendar, so it is important to be sure your event is feature-worthy. 

Highlighted events MUST:

  • Include an image
  • Properly reflect UB's brand (including usage of the university name)
  • Have the highlight event box checked in Event Details

Highlighted events should:

  • Use photos with square orientation that are not stretched
  • Have university-wide relevance and be open to as many people as possible
  • University-wide events takes precedence

Q. How can I guarantee that my event appears in one of the four Feature spots?

Unfortunately, we cannot guarantee placement of an event in the Feature panel. There are 4 “feature” slots available on the UB Event Calendar. The calendar system automatically selects the first four published events that meet the following criteria. The UC Calendar Team has no control over which events are selected, and we cannot force any event to appear here.

  • The event includes an image
  • The nearness of the event date
  • Whether "highlight" is selected in the Event Details

Images & Attachments

Q. What is required for images?

It is mandatory that all images attached to events have Alt Tags embedded. You can add alt text during the image upload process.

Q. What orientation should my images have?

It is important to use images edited to a Square Orientation. Other orientations (including portrait, rectangular) will stretch severely.

Q. What size image should I use?

You can upload up to 5 images to an event each with a maximum size of 3 MB.

Upload your own image by clicking Choose File, browsing for and selecting the file, and clicking Upload.

Or you can select images from the Media Library.

If you have multiple images for an event, select the check box in the top left corner of one image to select it as the Primary Image for the event. This is the image that will be used in the default listing of events.

You MUST add Alternate Text (Alt Text) to your images that will display when moused over. It is also used by visually impaired web browser assistance applications for WCAG conformance.

Click the red x to remove an image from the event.

Q. What kind of attachments can I use?

Events can have a maximum of 5 attachments that total up to 10 MB. For example, you could upload five 2 MB attachments or three 3.3 MB attachments, or any combination that does not exceed the quantity of 5 or the total size limit of 10 MB.

  • Add an Attachment by clicking Choose File, browsing for and selecting the file, and clicking Upload.
  • Or you can attach a file from the Media Library.
  • Each file has a Display Text label that displays as a link. It will default to the file's name, but you can change this to something better.
  • Click the red x on an attachment to remove it from the event.

Locations

Q. What Locations are available?

See our list of locations.

Q. How do I add new locations?

Any user may add an ad hoc location in an event by entering location details in the Location field then clicking “Add”.
Locations included in the global drop-down list are the most commonly used event venues. Requests to add new locations to the drop-down list will be considered based on degree of need and expected frequency of use. To submit a new location request, please complete the service form. Read more about requesting new locations.

Notifications

Users with advanced permissions (i.e. Unit Admins and Power Contributors) will receive notifications any time anyone submits an event to be approved or an order. Unfortunately, the only way to stop receiving these is to turn off the notifications. This is an unfortunate quirk of the calendar; the vendor is aware of this issue and is working on a fix.

Here is how to turn off these notifications in the UB Event Calendar. 

  1. Go to calendar.buffalo.edu (http://calendar.buffalo.edu/) and Sign In. 
  2. Go to the very bottom of the page (above footer) and click My Profile>My Subscriptions.
  3. On this screen (Manage Event Subscriptions), choose "No Notifications" (under Event Workflow Notifications) and "Off" (under Order Notifications).
  4. Click Update

Permissions

For full details see the Calendar Permissions section.

Q. Who can publish events on the UB Event Calendar?

The ability to contribute events to UB's Event Calendar is limited to members of the UB community who are approved by Calendar Team Leads or Senior Communicators. Permissions can be requested using the Request Calendar Permissions form. Only authorized contributors have publish permissions.

The UB Event Calendar is UB's main institutional calendar. Separate calendar products are administered by the Jacobs school, Athletics and the School of Management. Jacobs school's and Athletics' calendars feed directly into calendar.buffalo.edu, howiever administrators from Jacobs and Athletics request that their users contribute events only to their individual calendars, and not to calendar.buffalo.edu. Users from Athletics (except Recreation) and Jacobs school, therefore, will not be granted permission to contribute events to the UB Event Calendar.

Users from Recreation and the School of Management may continue to request permissions and contribute events to the UB Event Calendar.

Q. How do I know what permissions I have?

If you have publishing permissions (i.e. Unit Administrator, Power Contributor), you should be made aware by your Calendar Team Lead. You can tell by looking for “Manage” at the bottom of your Event Calendar screen. If “Manage” does not appear, you are a Regular Contributor.

Regular Contributors can submit events, but those events will not be published until a Unit Administrator approves and publishes them. If yu do not see a Publish option while creating an event, you have Regular Contributor permissions and must find an approver in your unit to publish your event.

Q. I want to upgrade my permissions. What do I do?

Contact your Calendar Team Lead. All requests for permission upgrades must come from them. They should submit the request using the Request Calendar Permissions form.

Q. Can student groups publish events on the UB Event Calendar?

UB student groups are asked to use UBLinked to promote student-run events unless they are sponsored by a UB school or division.

Unavailable Functions

Q. How do we use Order, Event Registration and Space Reservation functions in the calendar?

UB's Calendar tool has several functions that may be accessible to users with advanced permissions (e.g. Unit Admins and Power Contributors), but that should NOT be used because they are not enabled in our enterprise version of the tool. These include:

- Orders

- Event Registration

- Space Reservations

Please do not use UB's Event Calendar for these functions. We are working with the vendor to find a way to turn them off to avoid confusion.