Calendar Support

UB’s Event Calendar is the place to publish and find UB-affiliated activities.

Hundreds of exciting events are held each year by UB's schools, departments and divisions. Adding your events to the Event Calendar is the best way to share it with UB’s many interested audiences.

Once your event is planned, your next step should always be to add it to the UB Event Calendar. Once you do, it's easy to share your event on websites, social media, emails and more.

The system was designed to make event submission easy and flexibility, but also to help end-users find what they need quickly and easily. 

The calendar publishes events sponsored by or affiliated with university schools, departments and centers. Unaffiliated events will not be published.

The UB Event Calendar is supported by the DCT Help Desk in the Division of University Communications.

On this page:

Sign In as a Contributor

To enter the calendar as an event contributor, go to calendar.buffalo.edu and scroll to the footer. Click Sign In and provide your standard UBITName and password.

Sign In

For Regular Contributors:

Once you sign in you will see an event dashboard, which will allow you to submit events for approval and publishing. Your Unit Administrator must approve and publish your events. Regular Contributors cannot publish their own events.

For new Advanced Contributors (User Administrators, Power Contributors, Feature Event Editors or Technical Leads):

Sign in once to the calendar using your UBIT credentials. Once you are authenticated, the Calendar Team must assign you the proper permissions. User permissions were assigned by the Senior Communicator in each school or division. (see Roles and Permissions below for more information)

For existing Advanced Contributors (User Administrators, Power Contributors, Feature Event Editors or Technical Leads)

Once you sign in, return to the footer and click the Manage. All available functions (based on your assigned permissions) will be available. 

It is important to work with your Calendar Team Leads to ensure events include all required settings and keywords, events are coded to appear on the appropriate websites, and that events are easy for your users to find.

Roles & Permissions

The UB Event Calendar supports a variety of roles. While anyone with a UBIT name can submit UB-affiliated events to the calendar, publishing and featuring those events requires advanced permissions, which are assigned by your unit's Calendar Team Lead or Senior Communicator. 

In general, each decanal and administrative area has a Calendar Team Lead. Units without Calendar Team Leads are stewarded by DCT Help Desk.

Before submitting your events, please contact your Calendar Team Lead or Senior Communicator to understand how Event Calendar permissions are granted in your school, division or unit and to ensure consistent and appropriate calendar submissions that support your unit’s communication goals. 

Table of Roles and Permissions

Calendar Roles & Permissions
Role Permissions

Calendar Team Leads

Each UB division or school will have one Calendar Team Lead (usually your Senior Communicator) who is responsible for the unit's Event Calendar strategy and operation. They are responsible for:

  • Deciding whom, in their unit, is authorized to use the UB Event Calendar and with what permissions.
  • Communicating to their calendar users on calendar-related info.
  • Establishing and educating contributors on your unit’s calendar workflow and standards (e.g. unit keywords, categories, images, UBCMS feeds)
  • Managing and approving your users’ permissions (i.e. submitting a support request to ask for permission changes or adding new users)
  • Vetting all event submissions (i.e. for quality, accuracy)
  • Defining how you want your events promoted and educating Unit Administrators in this protocol (e.g. Featured Events, keywords, descriptions, photos)
  • Submitting or approving any unit requests for new locations, feed keywords or other significant calendar adjustments.
  • Troubleshooting unit contributor issues and escalating them to the Calendar Support team.

Unit Administrators

  • Can create and publish their own events as well as modify, approve and publish any event submitted by other contributors from their unit.
  • MUST approve any event from Regular Contributors in their unit.
  • Can propose new website feeds and locations for consideration.

Power Contributors

  • Only Trusted unit members should be named Power Contributors, as they have permission to create, approve and publish their own events to the calendar.
  • Not authorized to Highlight or Feature Events.
  • Power Contributors should never modify, approve or publish any events but their own.
Featured Event Editors
  • Featured (Highlighted) Events are those that appear in the top photo carousel of the calendar. There are 4 slots available. Feature/highlight events are system-selected from events tagged "highlight" by authorized contributors, that include a photo, and in order of event date. UB calendar team has no control over what events appear there. 
  • Unit administrators can receive Featured Event Editor permission upon request, which enables them to tag events as "highlights."
  • Because of their high visibility, Feature/Highlighted events should be crafted to position UB appropriately within our brand guidelines and include event-appropriate images and text. Featured Event Editors must be equipped to make these judgments.
Technical Lead
  • Authorized to set up and modify feeds for all the UBCMS sites in their unit’s portfolio.
  • Each Unit Web Leader (UWL)/Senior Communicator's division/school/unit is limited to 2 technical leads. 
  • Must have demonstrated advanced technical proficiency, advanced experience of the UBCMS and an understanding of how to apply Boolean logic. 
  • DCT Help Desk will provide this service if your unit does not have access to this type of resource.

Regular Event Contributors

  • Anyone with an active UBITName can log in and submit events for approval (all UB faculty, staff and students).
  • Events submitted by Regular Contributors will be put into a queue for approval and publishing. Unit Administrators are responsible for reviewing and publishing events submitted by their regular contributors. To support regular contributors who do not have Unit Administrators, University Communications will automatically publish any event that is submitted within 5 days of its submission.

Calendar Team Leads

Unit Calendar Team Leads are the individuals in each unit who are responsible for that unit's online calendar strategy and operation. (This is an internal role). Each UB division or school's Calendar Team Lead (usually your Senior Communicator) is responsible for:

  • Deciding who, in their unit, is authorized to publish events on the UB Event Calendar and with what permissions.*
  • Communicating to their calendar users on calendar-related info.
  • Establishing and educating contributors on your unit’s calendar workflow and standards (e.g. unit keywords, categories, images, UBCMS feeds)
  • Managing and approving your users’ permissions (i.e. submitting a support request to ask for permission changes or adding new users)
  • Vetting all event submissions (i.e. for quality, accuracy)
  • Defining how you want your events promoted and educating Unit Administrators in this protocol (e.g. Featured Events, keywords, descriptions, photos)
  • Submitting or approving any unit requests for new locations, feed keywords or other significant calendar adjustments.
  • Troubleshooting unit contributor issues and escalating them to the Calendar Support team.

* NOTE: anyone with a buffalo.edu email address may submit events, but only users approved by Calendar Team Leads may publish events.

Unit Team Lead
Athletics Elaine Russell, Brian Wolff
Center for the Arts Gina Cali-Misterkiewicz 
College of Arts & Sciences Katie Barnum, Gina Cali-Misterkiewicz

Enrollment Management

(including Admissions-undergrad, transfer, 1 Capen, Undergrad Course Catalog, Financial Aid, HUB, Registrar, UB Summer/Winter).

Cathy Donnelly

Finance and Administration

(including Audit, HR, EHS, Facilities, Parking&Transp, Purchasing; Sustainability, Student Accounts, University Police and all other units)

Mary Kvetkosky
Graduate School Brittany Iannucci
Graduate School of Education Amber Winters
International Education John Wood
Jacobs School of Medicine & Biomedical Sciences* David Anderson
Libraries Scott Hollander
President's Office Nicole Peradotto

Research & Economic Development

(including Communities of Excellence, research centers, incubators, CBLS, CMI, CCR, BIG, CAT, ILPB, Microbiome)

Tracy Krawczyk-Schiedel
School of Architecture & Planning Doug McCallum
School of Dental Medicine Kelli Bocock-Natale
School of Engineering & Applied Sciences James Friedman
School of Law Kristina Lively
School of Management Chuck Pustelnik
School of Nursing Sarah Goldthrite, Donna Tyrpak
School of Pharmacy & Pharmaceutical Sciences Kara Sweet-Navratil
School of Public Health & Health Professions Jackie Hausler
School of Social Work Sarah Watson, David Coppola
Student Life Lori Chiarilli, Mark Busch
UBIT Blake Cooper
University Advancement (formerly PAE) Joseph Didomizio
University Communications Tracey Eastman, Hugh Jarvis

Are we missing anyone? Please let us know.

Time Frame for Publishing Pending Events

Your unit's Calendar Team Lead is your first point of contact for approving and publishing your events. Please work within your teams operational procedures and contact them first if your event is not yet published. You can find a list of UB’s Calendar Team Leads here.

University Communications will review the Pending Events queue periodically and approve/publish any event submitted by any user that has been in the queue for five days. (Reviews are done at varying intervals depending on workload and are not pre-scheduled.)

If you need an event published sooner than five days and your unit does not have a Calendar Team Lead, please submit a request to dcthelp@buffalo.edu and we will expedite it. Unfortunately, due to our heavy workload, we cannot guarantee immediate turnaround on publishing events, although we will try to accommodate these requests. It is best to plan with that in mind.

Creating an Event

Sign in: Go to calendar.buffalo.edu and scroll to the footer. Click 'Sign In' and provide your UBITName and password.

Create an Event: Once you sign in, click “Create an Event” in the top blue navigation bar.

Save or Publish: If you have permission to publish your own events, you will see a "Publish" button at the bottom of the "Create an Event" screen. If you do not have publishing permissions, click "Save" and let your authorized approver know you have an event waiting to be published.

Adding Event Details

See the Event Details page for instructions on how to complete each field in a new event.

Approving and Publishing Events

IMPORTANT: All Unit Administrators will see EVERY event waiting to be approved. Your view is not limited to units within your business unit or under your approval authority. This is an inconvenient feature of the calendar product that is in the vendor's development queue for a fix. Until it is rectified, please do NOT change or approve any events outside your school or division.

If you have Unit Administrator permission, you are able approve and publish others' events, including those of individuals outside your business unit. To review, edit or approve and publish events: 

Sign in: Go to calendar.buffalo.edu and scroll to the footer. Click Sign In and provide your UBITName and password. Return to the footer and click Manage.

Publish Your Events: Go to the Pending Approval tab, find your event and click Review, Approve or Deny. To review and possibly edit the event, choose Review. Then scroll to the bottom of the event and Publish the event to the calendar. To approve or deny multiple events, check the boxes next to the appropriate events, then use the Approve or Deny buttons to process those events all at once.

Feeds to UB Websites

Event feeds on all UBCMS websites were updated to drive unit- or topic-specific events to individual UB websites. These event feeds rely on the inclusion of specific combinations of keywords and other settings. For information on your unit's keywords, please contact your Technical Lead, or submit a service request.

Feed Keywords

These are established by Calendar Team Leads and can only be modified by administrators. These special 'tags' are used to build custom feeds that display collections of events on unit websites. Only select Feed Keywords that are approved by your Senior Communicator or your Unit Web Leader; e.g. seas-event.

Frequently Asked Questions

About UB Event Calendar

Q. What happened to the old Event Calendar?

In the summer of 2017, UB’s Event Calendar was migrated to a new tool (Active Calendar), designed to give calendar contributors more control and more flexibility. As of August 9, 2017, the old event calendar was decommissioned. The current Event Calendar product functions as a true partnership between University Communications and UB’s academic and administrative units. UB’s units are now empowered to manage their users and events directly and require little to no support from University Communications or UBIT.

Q. What tool is UB now using for its Event Calendar?

UB’s Event Calendar tool is Active Calendar

Q. What do I do if my website is not in the CMS?

UB’s calendar support 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 support form.

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.

Approvals & Publishing

NOTE: University Communications (UC) will approve and publish any event submitted by any user after 5 days, but we strongly encourage all contributors to work with Calendar Team Leads to ensure events include all required settings and keywords, events are coded to appear on the appropriate websites, and that events are easy for your users to find.

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 Administrators have the ability 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. You can find a list of UB’s Calendar Team Leads here. 

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. Can I specify a Publish/Unpublish Time?

Yes, it is possible to set your event to be published at a fixed date and time. Read more about specifying publish/unpublish times.

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

Sign in and find your event, then click edit. The Version Control and Change Log is where authors and administrators can leave comments for an event, as well as view the history of changes made to the event.

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#Version_Control_and_Change_Log_55

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

The Version Control and Change Log is where authors and administrators can leave comments for an event, as well as view the history of changes made to the event.

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#Version_Control_and_Change_Log_55

Creating & Modifying Events

For full instructions on creating and modifying events in the Active Calendar tool, go to:

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx

Q. How do I create an event?

https://activecalendar.com/blog/create-an-event/

Q. How do I add Event Details? (e.g. Name of Event, Summary, Description, Event Time)

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#Event_Details_47

Q. How do I modify events?

http://help.activecalendar.com/Application_Help.Page-Events-Dashboard.ashx#Modify_event_12

Q. How do I create or modify a Series?

https://activecalendar.com/blog/create-a-series-event/

Create:  http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#When_is_the_event_22

Modify:   http://help.activecalendar.com/Application_Help.Page-Events-Dashboard.ashx#Modify_a_Series_Event_13

Q. How do I copy an event?

http://help.activecalendar.com/Application_Help.Page-Events-Dashboard.ashx#Copy_event_14

Q. How do I cancel or delete an event?

Cancel:  https://activecalendar.com/blog/cancel-an-event

              http://help.activecalendar.com/Application_Help.Page-Events-Dashboard.ashx#Cancel_event_11

Delete:  http://help.activecalendar.com/Application_Help.Page-Events-Dashboard.ashx#Delete_event_15

NOTE: Purged events are not recoverable.

Q. How do I change my event URL?

Each event has its own unique URL. You may wish to change it to a branded name or to shorten it. Here’s how:  

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#URL_24

Q. How do I make my event Private?

The Private Event feature is not currently enabled. It is scheduled for implementation in late 2017 or early 2018.

Q. Where can we add live URL links  in each event? How do I link out to another website?

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://.

Q. How do I enter my event’s Cost?

http://ubcms.buffalo.edu/calendar.html#cost

Q. How do I enter my event’s Speaker?

http://ubcms.buffalo.edu/calendar.html#speaker

Categories & Keywords

Event Contact

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 Technical Lead. 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.

Highlighted (Featured) Events

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

Only Unit Administrators with specific permissions are able to highlight or feature an event. To understand or upgrade your permissions, please contact your Calendar Team Lead. If you do have Feature Event Editor permissions, you can adjust event settings so they appear at the top of the UB Event Calendar page. Here is how to highlight an event:

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#Highlight_this_event_26

Images & Attachments

Q. What size image should I use?

You can upload a maximum of 5 images, that are up to 3mb each, per event. Please note that some of the sharing functionality of Event Publisher requires that your image be at least 300 x 300 pixels large. It is recommended that you upload the highest quality images available so image quality is maintained for visitors of your calendar site.

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#Images_51

Q. What is the size limit for attachments?

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#Attachments_52

Q. What types of attachments can I use?

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#Attachments_52

Importing Events

Q. How do I import events?

We are working on creating a custom template to accommodate UB Event Calendar custom fields.  

http://help.activecalendar.com/Application_Help.Page-Set-Up-Event-Imports.ashx

Location

Q. How do I add my event location?

http://help.activecalendar.com/Application_Help.Page-Create-or-Modify-an-event.ashx#Locations_49

Q. What Locations are available?

http://ubcms.buffalo.edu/calendar.html#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.

http://ubcms.buffalo.edu/calendar.html#locations

Notifications

Q. How do I disable email notifications telling me there is an event waiting to be approved?

Any Unit Administrator or Power Contributor will receive a notification whenever ANY Regular Contributor (whether they’re in your unit or not) submits an event for approval. Unfortunately, the only way to avoid this is to turn off your notifications entirely. This means that you will not receive notifications from your team members when events are awaiting your approval. The vendor is aware of this problem and is working on a solution.

Meanwhile, if you choose to turn off notifications entirely, here's how:

Go to calendar.buffalo.edu. In the footer, click Sign In. Once you’ve signed in, click My Profile (in footer or top right). Then in My Subscriptions>Manage Event Subscriptions> select either Off or No. 

Permissions

How do I know what permissions I have?

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

Anyone with a UBIT name can register to use the calendar; you need only sign in once with your UBIT credentials. Regular Contributors can submit events, but those events will not be published until a Unit Administrator approves and publishes them.

NOTE: University Communications (UC) will approve and publish any event submitted by any user after 5 days, but we strongly encourage all contributors to work with Calendar Team Leads to ensure events include all required settings and keywords, events are coded to appear on the appropriate websites, and that events are easy for your users to find.

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 calendar service request form.

Training

Q. Where can we find training for the Event Calendar?

http://ubcms.buffalo.edu/calendar.html#training

Other

Q. How does Registration module work? Can they pay? RSVP?

The Registration feature is not currently enabled on UB’s calendar system. This feature is scheduled to be activated in late 2017 or early 2018.

Q. How do I stay updated on Event Calendar news?

To keep up with new features and other developments, please subscribe to our Event Calendar contributor listserv

Event Calendar Training Sessions (video)

Published July 13, 2017

These training sessions are for contributors to UB's online Event Calendar (calendar.buffalo.edu). For more information on the UB Event Calendar, please see the Calendar Support page:  https://ubcms.buffalo.edu/calendar

Presenter:  Erica Berman, Active Calendar

Regular Contributor Training

Training for Regular Contributors of calendar content and events. This training focuses on navigating the calendar, both the visible front-end and the administrative back-end, specifically the Events Dashboard. Participants will learn how to create and submit events as well as manage their profile. This training will focus on populating the fields necessary for event creation & feed generation. Regular Contributors will not have publishing permission but your event submissions will go into a queue for review and publishing. 

  • Navigating the Front-End Calendar
  • Logging in
  • My Profile
  • Create an Event
  • Simple Event
  • Series Event
  • Event  Dashboard
  • Edit an event
  • Copy an event

Power Contributor Training

The Power Contributor has all the permissions of the Regular Contributor but with the added benefit to publish their own events. This user can create, edit and publish events but should not edit or publish events submitted by other users.  Power Users should attend the session for Regular Users as a pre-requisite. This training will cover additional Event Options and Management.

Prerequisite: Regular Contributor Training

  • Event Dashboard – Advanced
  • Delete and Restore an event
  • Cancel an event

Unit Administrator Training

Unit Administrators will be responsible for approving events submitted by other users. In this training, Unit Admin’s will learn how to create and publish events as well as navigate the Events Dashboard to locate events by specific keywords or categories. This user will be able create and publish their own events in addition to approving or denying events submitted by regular users or other authors.

Prerequisite: Power Contributor Training

Feature Change: Please note that contrary to direction provided in training, "Schools" is now a Category rather than a Custom Field. 

Marketing your Event with the UB Calendar: DCT Solutions Group

Presenters:  Nick Peterson, Kevin Eye & Tracey Eastman

  • Overview of the new UB calendar
  • How the new calendar will integrate with the UBCMS 
  • Walk-through how to create an event

Questions or Service Requests?

Calendar Contributors and team members

  • Use this form to submit questions or service requests about the UB Events Calendar.
  • We will respond within two business days.

Please send questions about calendar events themselves to the contacts listed in that event.

Stay Informed!

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