Publish Events to Campus Portal Calendars
J1 Web Events Management and calendar integration allow your school to share events created in J1 Web to your Campus Portal calendars. You can designate J1 Events calendars in your Campus Portal to be available to students, faculty members, parents, staff, alumni, and the public. Events published to these designated calendars show general event details, promotional information, and can link to event registration forms. Access to calendars can be controlled by Campus Portal roles and permissions.
After an event is scheduled, the Event Coordinator can determine if and when the event will be displayed event externally and select the appropriate Campus Portal calendars. When J1 Web is set up to display the event on a Campus Portal calendar, the event appears on the selected Campus Portal calendars for users with permissions to access those calendars. You can also access additional event information and registration options by clicking the calendar link.
If a Registration Form URL was entered in J1 Web, users can also register for events from the Campus Portal. This URL can point to your FormFlow – Forms event registration form or another third-party invitation management website.
Tip
The event registration form URL is under Form Settings on your FormFlow form.
Step 1: Publish Events to Campus Portal Calendars
Note
Your Campus Portal must be integrated with J1 Web before events can be published to Campus Portal calendars.
Use the Create Event wizard to create your event and submit it for event approval. After the event is approved and scheduled, you can add it to Campus Portal promotional calendars.
Events that are in progress, completed, postponed, or canceled also appear on designated calendars. This helps keep event stakeholders and attendees aware of the event’s progress or any changes.
Step 2: Select Campus Portal Promotional Calendars, Enable External Display, and Select a Display Start Date
Note
Only those Campus Portal calendars designated as J1 Web Events calendars are available to select.
Use either the Review Event Details page or the Promotional Information block to select promotional calendars and define external display settings and the display start date.
Step 3: Enter Promotional Details (Optional)
The promotional information is displayed in the Campus Portal event page, and can include event contacts, an event description, and the event date, time, and location. Adding these details is optional but entering as much information about the event as possible can help answer attendees’ questions and generate greater interest in the event.
Note
Location, date, and time information is entered when the event is first created. Since events must be scheduled before they can appear on a Campus Portal calendar, the event needs to be postponed or canceled before the date, time, or location can be changed.
Tip
The promotional details information can be updated using the Review Event Details page or the Promotional Information block.
Step 4: Enter An Event Registration Form URL (Optional)
If your event coordinator has created an event registration form using FormFlow – Forms or another third party event attendee management website, the registration form URL can be entered in J1 Web as a part of the event details. The event must have its Registration Requirements defined as External registration, Pre-event registration, or Pre-event or on-site registration to add a registration form URL.
When the event registration form link is entered in J1 Web, it is available to event invitees from the Campus Portal event page for the specified registration time period.
Tip
The registration form URL can be entered or updated using the Review Event Details page or the Event Overview block.
Log into J1 Web and access the Events hub.
Access the event you want to display on the Campus Portal calendar.
Navigate to the Promotional Information section.
Tip
The Promotional Information section can be accessed from the View all event details link in the Overview block, or from the Promotional Information block.
Click the Audience & Calendar Information Edit icon.
Click on the Audience drop-down to change the event's audience designation.
Note
This shows who the event is for but it does not govern which users can view the event.
Select On from the Display Event on Promotional Calendars drop-down.
Note
This field cannot be updated until the event is scheduled.
Click in the Campus portal field to select a Campus Portal calendar from the drop-down.
Tip
You can select multiple Campus Portal calendars, but keep in mind that if multiple or the same calendars are displayed on the same page or features, the event will appear multiple times.
Click the Promotional Calendar Tags field to select one or more calendar tags from the drop-down.
Tip
Calendar tags are used to categorize events to help users search for related events and are managed in the Campus Portal.
Click the Event Display Start Date field and choose the display start date.
Click Update.
Log in to J1 Web and access the Events hub.
Access the Event you want to update or enter promotional details for.
Navigate to the General Promotional Information section and click the Edit icon.
Tip
The General Promotional Information section can be accessed from the View all event details link on the Overview block, or from the Promotional Information block.
Make the desired changes and click Update to save.
Click the Promotional Point of Contact Edit icon.
Make the desired changes and click Update to save.
Note
After your changes are saved, promotional details appear in both the J1 Web and the Campus Portal event details.
Tip
Copy the registration link URL before you start this process in J1 Web. For registration forms created using FormFlow – Forms, the URL can be found on the FormFlow – Forms, Form Settings.
Log in to J1 Web and access the Events hub.
Access an Event that needs a link to the registration form.
Click the Registration & Attendance Edit icon.
Tip
The Registration & Attendance section can be accessed from the Event Overview block or from the Registration & Fee Details section on the Review all event details page.
Paste the event registration form link in the Registration Form Link field.
Click Update to save changes.
Note
After your changes are saved, the Register button is available on the Campus Portal event page.
Yes, events created in J1 Web automatically appear on calendars in Events Management, on the reserved event location calendar, and on the calendars for J1 Web users associated with the event.
Yes, follow these steps:
Log into the Campus Portal as a user that has permission to manage calendars.
Access the appropriate Campus Portal calendar.
Click the Manage calendars drop-down.
Click the Edit calendar link next to the calendar you want to update.
Enter a new name for the calendar in the field below the Make this an Events Calendar checkbox.
Note
This name is only used in J1 Web Events Management. Campus portal users see the calendar name entered in the What is the name of the calendar? field.
Click Update.
This can happen when a J1 Web Events Management user chooses to publish the event to multiple Campus Portal calendars. For example, if an event was published to both the Student and the Fundraising Campus Portal calendars and the user has access to both of those calendars in JICS or synced to their Home calendar, the same event will appear twice. Ask the J1 Web Events Management team to remove the event from one of the calendars if necessary.