Be sure to turn off notifications in the settings. Unit admins and power contributors will receive notifications for every event or order submitted for approval unless you turn these notifications off. Check out the FAQ for instructions.
We encourage all calendar contributors to familiarize themselves with each of the event creation fields detailed below as well as their accompanying best practices. Doing so will make it easier for calendar users to find events.
Last reviewed: March 16, 2022
Click My Profile to adjust your personal profile (e.g. turn off notifications).
Click Manage to create or adjust events. This will load the Event Manager Dashboard.
Create an event: Once you sign in, mouse over the left sidepanel and click “Create an Event.”
Save/publish a new event: If you have permission to publish your own events, you will see an 'Approve' button at the bottom of the event creation screen. If you do not have publishing permissions, click “Save” and let your authorized approver know you have an event waiting to be published. They will also get a notification and see it listed in their Pending panel in the events dashboard.
Manage existing events: If you have Unit Admin permissions, you can us ethe Event Manager dashboard to find events, and approve (publish) or later edit/cancel/delete them. Also, when you are signed in, a link to Edit will be displayed when you are viewing an existing event in the live calendar.
It is critical to work with your calendar team lead or senior communicator to ensure events support the UB brand, include all required settings and keywords, are coded to appear on the appropriate website feeds, and are easy for your users to find.
From the calendar, footer, sign in then click Manage to open the Event Manager.
This dashboard initially displays all events (approved, pending, denied, save) from this date & time forward that you have permissions to see.
A series of options are displayed on the left under Filters.
At the far left an additional sidepanel provides access to the main calendar settings.
Below are instructions for completing the fields in a new event. They are presented in the order in which they appear on the event creation screen.
Put links that provide more information or a registration form in the Description field. There is a toolbar that will help you properly encode the hyperlink.
To add a more detailed event Description, click the “Add a full description” box directly beneath the summary field and enlarge the field by pulling down the page extender in the bottom right. This will open a description field where you can add formatted text, HTML and links to other websites, including registration sites.
Consider the risk of univited 'guests' before adding a Zoom meeting link or other login details. Always secure your online meetings following UBit's recommendations (see Host a more secure meeting and handle disruptions).
And if your meeting cannot be secured, because of non-UB participants, provide other ways for people to receive the meeting details (e.g. ask them to register first).
Please be careful when pasting from other software like Word or Outlook 365 that you do not accidentally include any special code, such as ASCII hex code.
An easy way to prevent this is to do a right-click then 'paste as plain text'.
Adding a location to your event is essential. The calendar’s default list of locations includes the most commonly used rooms and venues at UB. Locations are searchable.
When adding new locations, structure your entries as follows:
|BuildingName - Room Number or Venue/Suite name|| |
Clemens Hall - Room 120
Davis Hall - Agrusa Aud, Room 101
Student Union (SU) - Landmark Room, Room 210
|BuildingName - Street Address, City, State|| |
Albright Knox Art Gallery - 1285 Elmwood Ave, Buffalo, NY
Buffalo General Medical Center - Ortho Conf. Room, 2nd floor, 100 High St, Buffalo, NY
And use the following usage styles:
Do not use "UB" or "University at Buffalo" in any location name. (EXCEPTION: UB Stadium)
|YES: Center for the Arts (CFA) |
NO: UB Center for the Arts (CFA)
|Include acronyms in parentheses () at the end of Building Name only if the acronym is commonly used/understood.||Clinical & Translational Research Center (CTRC)|
Always use "Hall" (when appropriate)
|YES: Capen Hall |
|Use common abbreviations (without periods) for brevity: Building = Bldg Center = Ctr Quadrangle = Quad||Community Bldg |
|Room Number or Venue/Suite Name|| |
Use the word "Room" (when appropriate)
|Use Street Addresses for off-campus locations only. Off-campus locations must include either: || |
321 Bailey Ave
| || |
Street = St
Road = Rd
Avenue = Ave
Include City and State for off-campus locations only.
Here you will set the date and time, and for recurring events (series), you will set the pattern and any variances from that pattern.
Check Availability - Think of the interface as a scheduling tool. Pick the date, then the interface changes to show time. Click into the interface to grab a time block (an hour by default). Drag the time block or expand it as needed. You can also add multiple time blocks so be careful to delete any you do not want.
This interface is intended to help avoid scheduling conflicts, which generally is not a concern with our calendar.
Repeat Weekly - Quickly repeat this pattern on a weekly basis at the same time.
Multiple-Day Options - Use this tool to go beyond a simple weekly pattern. A new dialog box appears with a table of dates and times, and settings to choose the repetition pattern (daily, weekly, etc.) and the final end date. This will establish an Event Series in the calendar, which can be edited as a single unit, or individually for each event in the sequence. When done, save the details or cancel/delete and return to the main schedule details.
If you want to change the time, or wish to change the event to a different date, delete the existing time block first or you will get TWO events (one on the original date and time, and a new event on the new date and time).
Featured (also know as 'Highlighted') events appear in the carousel at the top of the main calendar.buffalo.edu website. The calendar automatically populates these four spots based on the following:
The calendar team has no control over what events appear there; we are unable to force events into those four slots. Unit Admins should exercise discretion when selecting which events are featured, so as not to overpower the available spots, especially with series.
In addition to these system requirements, please also adhere to the following best practices:
Include contact information for the person or office that can provide more information about the event.
Categories and keywords can help your audience find your event by narrowing search results.
Keywords are ad hoc words or phrases added to events to make them easier to find in a search. These also become part of the navigation—people can click on the phrase to bring up any other entries that use the same keyword. Keywords are NOT used in our website feeds.
Categories are provided as filters in the search function of the calendar program.
Event contributors may choose more than one category or combine category, event format and audiences to refine their event purpose and content. To make it easier for people to find your events, it is recommended that you assign at least one category. Best practice is to add at least one category for your school and one for the event topic or theme. The table below details the categories available to you. They represent the most commonly used event topics and themes.
Events focused on instruction and scholarship.
|Arts & Culture|| |
Events featuring creative or imaginative, or cultural expression in visual arts, dance, drama, and performances or exhibitions thereof.
|Entertainment & Recreation|| |
Activities or events that provide amusement, fun, or pleasure.
|Health & Wellness|| |
Events and activities focused on personal, mental or physical well-being.
Events that don't fit into any other listed category.
|Personal & Professional Development|| |
Event focused on training and skill-building to improve work life or personal life.
UB's 12 academic schools. Choose the UB school presenting your event. If your event is for a UB administrative or academic support unit, do not select anything in this field.
UB Athletic Events
(this category may be used only by UB Athletics)
UB Athletics - Home
UB Bulls intercollegiate athletic team games, matches, meets or tournaments, held at UB or in Western New York.
|UB Athletics - Away|| |
UB Bulls intercollegiate athletic team games, matches, meets or tournaments, held at competitors' home turf.
|UB in the Community|| |
Events and programs designed to facilitate interactions between UB and the broader WNY community.
See the Feeds to UB Websites section for more information.
To push your event directly to your UBCMS website calendar, select the appropriate feed keywords.
To select multiple feed keywords or to select additional keywords when one or more have already been selected, you must control-click your selection; otherwise, all other previously selected keywords will clear.
Several Feed Keywords are encouraged for general use:
inclusion-event to promote or inform on diversity and inclusion topics.
ubgreen-event to promote or inform on sustainability topics.
Use this field to include the name and company, organization or school affiliation of the person who will be presenting, lecturing or speaking at the event. For example: T. J. Eckleburg, OD, Eckleburg Corrective Lenses and Billboard Design Co.
In this field:
Audience options include the primary audiences who are the targets of UB’s events. Choose the primary audience to whom your event is directed to make your event more easily found in user searches. You may choose multiple audiences.
|Current UB Students|| |
Events intended for currently enrolled UB students
UB Faculty & Staff
Events intended for current UB faculty and staff
UB Alumni & Friends
Events intended for UB graduates, partners, donors, parents and families
Events open to and geared toward students who are potential recruitment targets for UB.
Events intended for surrounding UB community and/or general public
Events intended for other audiences not mentioned above
The campus field is mandatory. Choose from among these options based on where the event will primarily be held. If your event takes place on more than one campus, choose the primary campus and note additional campuses in your event description.
These options allow you to specify the mode or manner in which your event will be presented.
Instructional or informal gatherings, promoting companionship and engagement or skill development.
An occasion commemorated with organized special & enjoyable social activity. Ritual observance or formal social gathering to recognize an individual, event or milestone.
Temporary set-up designed to provide medical diagnosis and care.
Formal gatherings of scholars or subject matter experts for deliberation or discussion on a specific academic topic. Usually large and open to audiences within and outside UB. Instructional group sessions or educational talk by a subject matter expert from within or outside UB.
Events featuring video or cinematic presentations, including, movies and TV.
Any game, competition or match or tournament. (e.g. UB Bulls games, intramurals)
Occasion when members of the public are invited to visit UB, to gather information or tour facilities. Formal assembly of group, especially members of common group, dept, or committee, for discussion or business.
Events providing information, displays and demonstrations.
Any event format that doesn’t fit other listed formats.
Presentation or display of works of art, artistic entertainment, or other items of interest. (e.g. shows, concerts, recitals, art gallery exhibitions)
Speeches or lectures (not limited to teaching or instruction) given by high-profile people, who share insights, explore issues, and experiences.
Images are encouraged for all events and are required for Featured Events.
Please observe these best practices:
To upload an image:
Interlocking UB vs. Spirit Mark?
Use 'Official Logo Interlocking UB' by default for any event—it works especially well for formal events (e.g., academic or business meetings as well as events like the Celebration of Academic Excellence), but it is always appropriate for any UB activity. Use the spirit mark for more casual events, such as sporting or high-energy student or alumni activities.
Attachments include documents that are of use to attendees. We suggest using this feature sparingly.