Hi everyone! Welcome to a new web-based calendar program that we will start using in January 2003. Over the past few weeks, we have been entering data for the various rooms reserved in January 2003 and eventually all of 2003.

Overview

We have purchased this software from www.webevent.com; We have configured the software for the key rooms at Chapin having taken a look at the various setups at

• Western Reserve Academy (OHIO)
• National Cathedral School (DC)
• Columbus School for Girls (OH)
• Fay School (MA)

Please understand that the setup will be refined over the next few months as we put this system to practical use. The plan coordinated with Tom Palermo is to allow people to "request events" in January via paper, even though we would prefer people to use the electronic system. As we get to February, however, we hope that everyone will use the new system; requesting by paper in February will result in duplicate work for the person who will have to then enter your request on the computer for you.

Viewing Calendars

First thing to do is to view any selected calendar. Just make your choice from the list of various calendars on the main screen of calendar.chapin.edu; I chose Berendsen Room and got the picture below. I have circled two items to call to your attention.

On the left there are buttons you can choose for Day, Week, 2-Week, Month or Year. You can also choose to display the events in Cal format or in List format. Try these various options and get a sense of the various options. On the right, you can change your calendar to a different one or can choose the special calendar which is a composite of all the calendars.

On the right hand side you will also see a yellow button that says Add Event. That is the language used by this software. Each item on each calendar is called an EVENT. By choosing to ADD AN EVENT, you will basically be filling out an electronic form that will then be reviewed by someone before it appears on the public electronic calendar.

Choosing this brings up a very easy-to-use screen with various options as you see below.

The option for categories includes common categories that we use for locations around the school. It is very easy to pull down and choose the desired category.

The option for repetition is useful if you are scheduling something that meets once a week.

Once you add an event, you will get notification via e-mail of the request. Assuming all is fine, your event will be approved within 24-48 hours and your event appears on the calendar.

We have created a test calendar so that you can see how easy it is to add an avent. Try it out now! Add an event and see how easy it is!

Steve

p.s. right now, the calendar is on a "hidden web page" at calendar.chapin.edu; once it is appropriate, we will link it from either gatornet.chapin.edu or www.chapin.edu