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Google Calendar (GCal): Procedures

 

The Google Calendar on the website has been created with a SeniorNet Nelson Google account so it can be used by whoever is the Course Coordinator.
  • Editors: At the moment E'beth McKendry, Sue Sturrock and Hilary Carpenter have permission to view and change the SeniorNet calendar.
    When published on the website anybody can view it there.
  • Language: English (UK)
  • Date Format: Day/Month/Year
  • Time Format: 24hour (13:00) was chosen rather than 12hour (1:00pm) - event names line up better and this option takes less space in the cell.
    • Find this option in Settings (Gear icon top right corner ) > Settings >Time Format > 13:00.
      (Be aware that this will change the format for all calendars for that account).
  • Event Settings - Default Duration: 120 minutes
  • To book an event: The Calendar Manager is the person who edits the calendar, so the best way to book a time is:
    • Open the website calendar, Admin > Calendar - All Events.
    • Choose a suitable free time for an event.
    • Fill in all relevant details on the Google Form - Admin > Calendar Booking Form.
    • The Calendar Manager will add the event to the calendar and notify the Timetable Coordinator so it can be added to the Timetable.

Creating and managing a Google Calendar

Google Calendar -- www.google.com/calendar -- is a free tool that lets you build (and, in our case, share) calendars. If you already have a Google account (if you use GMail for instance) you can sign in to Google Calendar directly from there. If you don't have a Google account click the Sign up button.

The video link below (from Anson Alexander) will give you plenty of information on how to create an manage your calendar:
https://www.youtube.com/watch?v=1EjJ55BODn0

Adding a Google calendar to your website:

You can add an interactive version of your calendar to your website, and add buttons for your website visitors to directly save your calendar event.

Embedding a calendar on your website:
  • On a computer, open Google Calendar. (Note - You can only get the code to embed in your website from a computer, not the mobile app.)
  • In the top right, click the Settings (gear icon) icon > Settings.
  • Open the Calendars tab.
  • Click the name of the calendar you want to embed.
  • In the Embed This Calendar section, copy the iframe code displayed.
  • Open your website editor, then paste this code where you want the calendar to display.
  • Your embedded calendar will only be visible to people you've shared it with. To allow all visitors to see your calendar, you'll need to make it public.
Customising your embedded calendar:
  • On a computer, open Google Calendar. (Note - You can only customize your embedded calendar from a computer, not the mobile app.)
  • In the top right, click the Settings (gear icon) button > Settings >
  • Under Settings for my calendars click the name of the calendar you want to embed.
  • Scroll down to the Integrate Calendar section. Under the Embed Code section click the Customize button.
  • Choose your color, size, and other options shown on the left side of the screen, then copy the HTML code displayed.
  • Open your website editor, then paste this code where you want the calendar to display.
  • Note: The Weather Calendar won't show when embedded on your website because this calendar changes for different locations.

Note: You can go back to Google Calendar and change its dimensions, colours, etc. then grab their code again.

 

Current Protocol for SeniorNet Google Calendar

  • At the beginning of the year the Calendar Manager adds:
    • Public holidays as an All Day Event
    • Public holidays, recurring regular events and meetings
      (NOTE - it is better to add each event as a single event, not a repeat event, to avoid problems when making alterations later) 
    • Makes all Event Colours Red (NOTE - not Bold Red)
  • As requested the Calendar Manager adds new events:
    • e.g. LC - Basic Skills /1.2-MN  (Location/Event/Number..of..sessions/Initials of tutor)
    • Changes the Event Colour to Bold Red to indicate to the Timetable Coordinator that it is a new listing.
  • Monthly:
    • Website Admin adds the next month's events to the TimeTable
  • Regularly or as requested: 
    • Website Admin adds each new event to the TimeTable
    • Changes the Event Colour to show it has been added - green for Hall, blue for Learning Centre

Interest Group Quick Links (Find news about upcoming and previous meetings here)