Skip to main content

Create a Calendar Event

Start a New Event

  • Click the Event button in the quick start menu on the dashboard
  • OR use the search screen
    • Click the Search bar at the top of the screen
    • In the bottom left corner under Create, select Event from the dropdown
    • Click the New button

Add Title, Category, and Tags

  1. Add a Title. This will appear on the event page and on promos.
  2. Optionally, change the Internal Name. This name will appear in Search and will especially help to distinguish events with the same title. It may be a good idea to add the date to the internal name.
  3. Optionally, add a Lead to change the black background at the top of the event page. You'll see all of the normal options for the lead, but the best choices will usually be either a one-off or a shared image.
  4. Optionally, choose a Section. This groups the event into a site section in the same way you'd group any other content into a section (see section training).
  5. Optionally, choose a Primary Category. This will appear below the content on the event page and allows people to easily find other events in the same category.
  6. Optionally, add Secondary Categories. These do not appear on the event page and are used primarily to aid in search.
  7. Optionally, add Tags. These appear below the Primary Category on the event page and allow similar linking to other events.

Submit to University Calendar

  • If the event will be submitted to the main university calendar (and meets all requirements for this submission) click to turn on the toggle under Submit to University Calendar.
  • The requirements for submission are outlined in the text for that field: I confirm this event has been approved by my department chair, college dean or division director, and the corresponding Vice President. University Calendar events are open to the public. If your event is for an exclusive audience, this is not the place to share it.

Add Event Date and Time

  1. Make sure the Event Date and Time section is open.
  2. If you haven't already (or if your times are shifting when you enter them), make sure the time zone is set correctly in your user profile (see training page).
  3. Choose a Start date and time.
  4. Choose an End date and time (even if you won't display the end time).
  5. If no time should be displayed, turn on the toggle below All Day Event?
  6. If only the start time should be displayed, turn on the toggle below Has No End Time?
  7. If the event time is not yet finalized, you can turn on the toggle below Display Time as "Time TBD"
  8. If your event happens in a different Time Zone, you can override the default site time zone by choosing a different one. Note that the Start and End times should still be entered for the default time zone. For example, if I had an event happening at 6:00 pm Pacific Time, I would enter the Mountain Time (site time zone) equivalent—7:00 pm—in Start, and choose America/Los Angeles for the time zone. The start time on event page would then display 6:00 PM PT.
    1. Choose Override in the dropdown.
    2. Choose the correct time zone in the dropdown that appears below.

Add an Event URL

  1. If you haven't already, follow the steps above to add a title and date for your event.
  2. Find the URLs section in the top right corner of the page, just below the Publish button. If you don't see it, you may need to close the preview window by clicking the eye icon. If your browser window is very narrow, it may also appear toward the bottom of the page, just under the Page Style section.
  3. If the Generate Permalink? box is checked, Brightspot will automatically create a page URL using the section, title, and date you've entered.
  4. If there is no generated link (this can happen for events with the same name and date as a previously published event) or if you don't like the generated URL, uncheck the Generate Permalink box and click Add URL. Add your Preferred URL.

Add an Image, Description, and Location

  1. Make sure the Event Description section is open.
  2. If you want an Image, choose One-off Image or Shared in the dropdown and add or choose your image (see image tutorials if needed). This image will appear to the left of the title at the top of the event page and as the promo image on other pages (see promo tutorial).
  3. Add a Short Description. This will be the default promo text and when the page is shared.
  4. Add a Long Description. This text will appear on the full event page.
  5. Choose a Location.
    1. If you've already created a location, you can choose it from the dropdown.
    2. If your location does not appear in the dropdown, create a new location by clicking the magnifying glass icon next to the dropdown.
      1. In the bottom left corner of the search window under Create, choose On-campus Location, Off-campus Location, or Online Location in the dropdown.
      2. Click the New button.
      3. Add at minimum a Display Name, as well as any other location information. The Display Name is what will show on the event page.
      4. Click the Publish button.
      5. Once the location is published click the link at the top of the page that starts with Back to Select Location
      6. Choose your new location that now appears in the search window.
  6. Optionally, turn on the toggle under Public Access? if the event is open to the public.

Add Ticketing and Website Links

  1. Make sure the Event Tickets & Pricing section is open.
  2. To add tickets, click the dropdown under Do tickets exist for this event?
    1. Choose Yes.
    2. If there is a Tickets URL, add it by clicking the dropdown beneath that title. A Tickets button will appear on the event page.
      1. Choose External to enter a web address that is not in Brightspot.
      2. Choose Internal to choose a page within your site
    3. Add Pricing by clicking the dropdown there. Adding a price helps people to search for events by price.
      1. Free is (obviously) for free events.
      2. Price Range allows you to enter a minimum and maximum ticket price.
      3. Single Price lets you enter one ticket price if all tickets cost the same.
  3. Add a Full Website link, or CTA (Call to action) by clicking the dropdown.
    1. Choose Set. This will open the content editor area for the button.
    2. Add the Text that will appear on the button
    3. Choose Internal or External link from the dropdown and link to the appropriate website or page.

Add Contact Information (Required for University Calendar)

To be published on the University Calendar, at least some contact information is required.

  1. Make sure the Event Contact Information section is open.
  2. Optionally, add a link to a Facebook Page or Facebook event page.
  3. Add a Name. This can be the name of an organization, such as 'BYU Tickets' or the name of a person to contact about the event.
  4. Add Phone and/or Email.

Upload Related Documents

If you have PDF or other files that should be associated with this event and available on the event page, you can upload those.

  1. Make sure the Event Resources section is open.
  2. Click Upload Files to add files that are not already uploaded to your site.
  3. Click Add Item to add files you've previously uploaded to your site.

Save or Publish Your Event

  • If you want to save your event as a draft, click the disk icon to the left of the Publish or Workflow button.
  • Once you're ready to publish, click Publish.
  • If you have rights to create an event but not to publish, you'll only see a Workflow button. Click that and the options available to you will be visible as buttons.
  • If you have rights to all steps in a workflow (including Publish) you may see a Publish Override link at the bottom of the Workflow window. You can click this link to bypass workflow steps and publish immediately.