Calendar Moderator - Instructions

Introduction

These instructions are directed to "Calendar-Approver" staff, who are assigned to review and approve proposed events submitted via the communication.utexas.edu/event-submission form.  When an event is submitted in this way, the Trumba calendaring system places the proposed event in a hidden "Pending Approval" calendar and sends an email message to comm-calendar-approver@austin.utexas.edu.  Calendar-Approvers receive these emails, review the proposed events, and then approve them by moving them to the public "College of Communicatio" calendar that is visible at communication.utexas.edu/events.

Persons in the Calendar-Approver role should add the inbox for comm-calendar-approver@austin.utexas.edu to their Outlook setup so that they see emails from Trumba when events are submitted.  When a proposed event is submitted, the comm-calendar-approver inbox receives a message such as the following:

To handle a proposed event, a Calendar-Approver may take one of the following actions:

• • Review and Approve the event by following the event's link in the email message
  • Review and Approve the event from the Trumba "Edit Event" page
  • Approve the event from the Trumba "Main" page
    • Select event(s) and use menu to move them to "College of Communication"
    • Select event(s) and use menu to Approve them
  • Communicate with the submitter about the event, e.g. for more information
  • Update event information, before or after approval
    
  • Place the event in a hidden "Do Not Publish" calendar for further handling and possible later approval
  • Cancel/Uncancel an approved event
  • Delete the event permanently

Review and Approve Event upon receiving Trumba email

The Trumba email for a proposed (submitted) event includes a link to the event as the event title, as well as complete event information as entered by the requester.  

To approve while viewing the event email, click the event link in the email and login to Trumba (if requested) using the comm-calendar-approver@austin.utexas.edu email account. The "Edit Event" page for this event is displayed.  To approve the event via this page, use the "Owning Calendar" control in the upper right area: select the "College of Communication" entry as the the owning calendar and click the OK button.  The event is moved to the public calendar and the "Main" Page is displayed.

NOTE: Do not use the "Also shows on" control as we are not supporting "sharing" calendars.

Review and Approve Event from Trumba UI "Edit Event" Page

The "Edit Event" page for an individual event may be accessed via a link in the email sent to the Calendar-Approver, or via an event link in the Trumba "Main" Page. 

To approve the event via this page, use the "Owning Calendar" control in the upper right area: select the "College of Communication" entry as the the owning calendar and click the OK button.  The event is moved to the public calendar and the "Main" Page is displayed.

NOTE: Do not use the "Also shows on" control as we are not supporting "sharing" calendars.

 Approve Event from Trumba UI "Main" Page

The Trumba UI "Main" page is displayed when you first log in to Trumba via www.trumba.com. If you are already logged into the Trumba UI, you may use the "Return to College of Communication ..." link at the top of most pages, or if you are in the "Edit Event" page, click OK, Delete, or Cancel.

NOTE: The Trumba UI's "Main" page displays all events for the College of Communication, including those for the following:

• • the publicly visible "College of Communication" calendar
  • the hidden "Pending Approval" calendar
  • the hidden "Do Not Publish" calendar.  

The default context for this page should be the "Pending Approval" calendar, from which events can be moved/promoted to the public calendar or demoted to the "Do Not Publish" calendar.  Events can be moved among these at any time by the Calendar-Approver.

Important: In order to be able to approve events from this page, the "Current Publication" must be the "Pending Approval" calendar.  "Pending Approval" should be the bolded element in the "Current Publication" control on the left sidebar of this page.  If it is not the bolded element, click on the "Pending Approval" text link . All checkboxes should remain checked.

There are two ways to approve an event via this page:

1. Select the event checkbox(es),select the "Approve Submitted Events" action from the drop-down menu, then click "Go" and confirm.  The selected events go immediately to the visible "College of Communication" calendar, as indicated by the color.
2. Select the event checkbox(es), select the "Move events to..." action from the drop-down menu and the "College of Communication" entry as the target calendar, then click "Go" and confirm.  The selected events go immediately to the visible "College of Communication" calendar, as indicated by the color.

Communicate with submitter

An event may require further information from the submitter before it can be approved.  There are several options:

• The Calendar-Approver may ask the submitter to use the "withdraw event" link in the email they received; the submitter may then resubmit the event
• The Calendar-Approver may delete the event and ask the submitter to resubmit the event
• The Calendar-Approver may solicit needed information from the submitter and update the event on behalf of the submitter
• The submitter may contact the calendar approver without solicitation, requesting changes to event information, or that the event should be deleted or canceled

The Trumba email received by comm-calendar-approver@austin.utexas.edu contains the event submitter's name and contact information, The contact info is also present in the  "Edit Event" page.  A useful way to interact with the submitter would be to forward the Trumba email back to the event submitter's email address, with markups indicating what is needed.

Update event information before or after approval

The Calendar-Approver can update event information at any time using the "Edit Event" Page, accessed by links to the event in the Trumba UI.  These updates may be for any of the fields, marking the event as CANCELED (or uncanceling it), and/or moving the event to/from the public calendar.

Place event in the hidden "Do Not Publish" calendar

To place the event in the "Do Not Publish" calendar via the "Main" Page:

• Select the event checkbox(es), select the "Move events to..." action from the drop-down menu and the "Do Not Publish" entry as the target calendar, then click "Go" and confirm.  The selected events go immediately to the visible "College of Communication" calendar, as indicated by the color.

To place the event in the "Do Not Publish" calendar via the "Edit Event" Page (accessible by links to the event in the Trumba UI):

• use the "Owning Calendar" control in the upper right area: select the "Do Not Publish" entry as the the owning calendar and click the OK button.  The event is moved to the "Do Not Publish" calendar and the "Main" Page is displayed.

  NOTE: Do not use the "Also shows on" control as we are not supporting "sharing" calendars.

Cancel an Event After Approval

An event that has already been approved and is present on the publicly visible calendar may need to be marked as CANCELED.  Calendar viewers are thus aware that although it was previously scheduled, it is not longer happening.  There are two ways to cancel an event as Calendar-Approver:

To cancel the event via the "Main" page:

• Select the event's checkbox(es), select the "Cancel Events" action from the drop-down menu, then click "Go" and confirm.  A "CANCELED" label is prepended to the event's name in its calendar

To cancel or un-cancel the event via the "Edit Event" Page (accessible by links to the event in the Trumba UI):

• Select a link to an event to go to its "Edit Event" page.
• To cancel, select the Cancel checkbox, then click OK.  A "CANCELED" label is prepended to the event's name in its calendar.
• To uncancel, deselect the Cancel checkbox, then click OK.  The "CANCELED" label is removed from the event's name in its calendar.

Delete Event permanently