Event Calendars

Calendar administrators - those who can fully manage the calendar - can grant administration access to other W&M staff. 

Click on the Edit button to see the names of current administrators and editors, their permission level and email notification preference. Below that listing is a place to add new permission(s). Enter their W&M Username, select a Permission Level and select whether they should receive email notifications and click Save.

Two permission levels:

• Administrator: This role can fully manage the calendar including updating all calendar settings and managing events. 
• Editor: Events recommended by an editor are auto-approved on the calendar. This role does not give the individual any permissions to manage the calendar or manage events recommended by others. 

The user will be sent an email notification that they have been given permissions to your calendar and are instructed to log in to W&M Events to verify their account. Repeat the process to add more than one administrator or editor.

You can download all of a calendar's current events by clicking the "ICAL" button on any calendar homepage.

If you'd like to subscribe to a calendar and automatically have new events added to your personal calendar right click on the "ICAL" button and use that as the calendar subscription URL.

Pause: Does your department have a TribeLink page? If so, please note that creation of "Public to the World" events in TribeLink will automatically place it on the associated W&M Events Calendar. To change the content of these linked events, edit the TribeLink posting; adjustments will be reflected on the W&M Events Calendar. Consider saving yourself some time and create your event once in TribeLink.

Who can create events?

You do not need to manage a calendar in order to submit events. Anyone with a W&M Username can create and recommend events to an existing calendar or calendars. Simply log in to events.wm.edu and select Create Event.

Creation Checklist

• Title
• Start/end dates and times
• A location ("Off-campus" and "Other" are options), including a room.
  • For a webinar or Zoom event, choose "Other" and enter "Virtual," "Zoom", or similar as the room.
• What department(s) is hosting the event
• An event summary and description (under 255 characters)
• A link to register, purchase tickets, or visit a website
• A JPG image, at a minimum 1000px W x 668px H. W&M Events has pre-loaded photos, but you can upload your own. Avoid graphics with text.

While this is a list of priority information you will need on hand in order to create an event, ensure you have also selected the applicable Access & Features and Event Type boxes under Categories. Since events are searchable through these shared tags, this is way to promote an event beyond your calendar.

What is a spotlight?

As an administrator, you can "spotlight" an upcoming event on your calendar homepage. 

Note: adding a spotlight event will automatically turn on the Spotlight feature for your live calendar.

One spotlight event will display at a time at the top of the calendar's upcoming events. Add multiple spotlight events to act as a queue — when one event concludes, the next most imminent event automatically displays in the spotlight box. The spotlight event box will automatically drop off your calendar once the last featured event in your queue has concluded. If you have no spotlight events, the feature box will not display on your live calendar.

How to spotlight an event:

• Sign in to events.wm.edu, select My Calendars, then click on the calendar on which you want to spotlight an event.
• Select the Spotlight tab, then click the Add Spotlight Event button. You can also spotlight an  event by selecting the "add spotlight" star under the Approved tab.
• Select the dropdown under Spotlight Event, then select the event you would like to spotlight. The event must already be approved on the calendar. 
• The Spotlight Title and Teaser Text fields will default to the event's Title and Summary fields, but you can further customize the text.
• The Image and Image Description fields will default to that of the event's but you can choose a different image if you like. Just be sure to update the Image Description field if needed.
• By default, a More... link will be displayed in your spotlight box that links to the event. You can customize this link text by filling in the Feature Link Text field.

Save time — search first! If the event is already in the system, borrow it onto your calendar.

Administrators and editors can borrow an event onto their calendar(s).

• Log in to events.wm.edu
• Browse the live calendars or use the calendar search bar in the top right
• When logged in, every event will include a "Borrow Event" link — both in the event listings and on the event details page
• Click Borrow Event, then select your calendar(s) and click the Borrow button.

Borrowed events appear instantly on your calendar and calendar feed.

Why recommend your event?

Until you recommend your event to one or more calendars in W&M Events, your event will not be included anywhere. By default, "Recommend to W&M Featured Events" (the main calendar) is selected. 

If you do not want your event elevated to the W&M Featured Events calendar, you can select "Do Not Include." You may still recommend your event to any calendars you manage and the calendars included in the Additional Calendars list.

You are encouraged to recommend to the W&M Featured Events calendar to help promote appropriate events.

Recommending your events to calendars of other campus partners is not required, though it helps promote your event to a larger audience. 

Where to recommend your event:

Event recommendations exist on a case-by-case basis.

• Always recommend your event to the Student Affairs calendar. 
• If you and another department are hosting an event together, one department should create the event and then recommend it to the partner's calendar. 
• If your department is independently hosting an event but believe the theme or purpose falls under the lines of Health & Wellness or the Year of Civic Leadership, for example, recommend the event to the applicable calendar. 

How to recommend your event:

When creating a new event, a recommendation option will occur as the final step.

If an already-created event should be further recommended, select My Events, then select Recommend under the event. Select the calendars you manage, or search for others under Additional Calendars.

Recommended events must be approved by the receiving calendar's administrator. 

Pending events are events that have been recommended to your calendar. You can choose to approve or ignore these events. Approving an event means it will appear on your calendar, while ignoring means you have rejected the event and it will not appear on your calendar. 

Note: If you approve a multi-day event, it will appear in Upcoming Events until the first day of the event. On the first day of a multi-day event, the event is displayed in Ongoing Events.

Approving an event, whether your own or a recommended event, is not permanent. Go to My Calendars, select the calendar, click on the Approved tab and select Un-approve.

By creating an event in TribeLink, it will be publicized on the TribeLink Events calendar.

Reminder: Creation of "Public to the World" events in TribeLink will automatically place it on the associated W&M Events Calendar. To change the content of these linked events, edit the TribeLink posting; edits will be reflected on the W&M Events Calendar. 

Accessing the Create Event Page

To create events as well as manage existing events, you will first need to access the organization’s Event Management page within TribeLink. Here are some instructions to get to that page; instructions for the specific functions can be found throughout this resource.

• Log into TribeLink (tribelink.wm.edu)
• Click on the gear icon next to your organization name in the left hand menu on your
  screen under “My Organizations”; this will open a menu of organization tools.
  • If you have not expanded the left hand menu, simply click on the organization
    profile picture and this will open the menu of organization tools.
• Select “Events”
• Click the blue “Create Event” button in the top right corner of the screen

Creation Checklist

Use this checklist to compile the basic necessary information needed for event creation.

• Title
• Theme of event
• Description
• Start/end dates and times
• Who the event will be visible to: Public; Students & Staff; Organization Members; Invited Users

Clarifying Details

• Additional organizations or co-hosts
• Additional dates
• Online location with link
• Categories & Perks. Since events are searchable through these shared tags, this is way to promote an event beyond your calendar.
• Contact information
• Website link
• Image: 1024px x 600px or larger; under 10MB, in a JPG, JPEG, GIF or PNG format. 
  • If your organization is unable to create a new image for each event, keep a generic image on hand with the organization name and graphic to help with consistent branding. 

Events visible to "Public" or "Students & Staff" will need to be approved by a site administrator before they appear on either of these calendars. It may take up to five (5) business days for the event submission to be approved. 

If you need to update any details about the event, like a change in location or an adjustment in the time of the event, you can do so within Event Management. Select My Organizations, then Organization Tools, then Events. Registrants or invitees will be notified of changes.

If you do change any details for an event where you selected “Public” or “Students & Staff,” and your original submission was approved by a site administrator, it will have to go through that approval process again. Be sure to leave ample time for this to happen.

To cancel the event, select Cancel Event. This, too, will notify registrants and invitees. 

While creating an event, you can set up a wide range of parameters for how the system will collect RSVP information for the event.

Who can RSVP?

• Anyone
• Only Invitees - if this is selected, you must send invitations through TribeLink after the event is created. 
  • Open the Manage Participants menu and select Invite People. Invite organization members by using the drop down menu under “Invite Users”, or invite others by W&M email address.
• No One - if this is selected, there will be no “RSVP” button on the event.

There is an option to limit the umber of available RSVP spots and show remaining spaces to registrants. You can also allow guests or not and set the number of guests allowed.

Custom Questions

Adding custom questions can help you gather information from people when they RSVP so that you can better prepare for the event. Responses to these questions can be required or optional.

Question types include:

• Text (one line and multi-line)
• Radio Button (respondents can select only one choice)
• Checkboxes (respondents can select multiple choices from a list)
• Dropdown (respondents can select only one choice)

Options for Attendance Tracking

• Manually mark someone as attended, absent, excused or N/A through Invitations
• Self Check-In using an Attendance URL in the chat or a QR Code on-screen
• CampusLabs Event Check-In App

Using CampusLabs

Before the Event

Download the Campus Labs Event Check-In App on your iPhone, iPad, or smartphone. Each person tracking attendance can download this app on their device. There is no limit to how many people you can have tracking attendance.

Have your 7-digit Access Code ready to share with those who will be helping you scan.

During the Event

• Open the Event Check-In App on your chosen device
• Enter the 7-digit code for your event - this can be found in the Event Details by an organization TribeLink Admin
• Select “Start Session” 
• Log in using W&M credentials (through CAS)
• Confirm that the event is correct
• Select “Start Scanning”

TribeLink Event Passes

At the event, scan the pass and click “check-in” then “done”.

Is a student unsure where to find their Event Pass?

• They may have saved it in their Apple Wallet/Google Pay or in their photos
• If they are logged into TribeLink, it is located in their account settings
• Students may open W&M Mobile, sign in and locate it under TribeLink.

If the student does not have their TribeLink Event Pass or is unable to locate it:

• Select “no pass”
• Search the student by their name or WM email
• Click on the student from the search results
• Select “check-in” then “done”

If they are not in the system, you can click “Add Guest” and add an email address.

After the Event

When you are done scanning for the event, click on the profile picture in the top left corner of
the screen and select “end session.

When creating an event, you can add the post event evaluation questions which will be sent to participants after the event.

You can either send notifications to attendees manually or you can select to automatically send notifications 72 hours after the event. Notifications can only be sent to attendees if their attendance was tracked in TribeLink; you must have tracked attendance during the event.

The current Primary Contact or an organization member holding an "All Access" title in TribeLink can update this position.

Updating the Primary Contact

• Under My Organizations, click on the gear icon next to the name. Then, select Roster.
• In the box for the current Primary Contact,  click on the pencil icon.
• Select the new primary contact from the roster. 
  • An individual MUST be a member of the organization in order to be the Primary Contact; please make sure the person you are trying to make the Primary Contact is currently on the roster of the organization.

Adding Members to the Roster

A member with Roster Management access can send invitations to join the organization.

• Navigate to the Roster page.
  • Select My Organizations, click on the gear icon next to the name, then select Roster.
• Click Invite People.
• Enter the W&M emails of the invitees.
• Select the position they will hold upon acceptance; this will most likely be Member. 
• Click Send Invitations.

An individual can request to join the organization. This request must be approved by a member with Roster Management access.

• Review all requests to join or message requesters under the Prospective tab on the Manage Roster page.

Removing Members from the Roster

A member with Roster Management access can remove members.

• Navigate to the Roster page.
  • Select My Organizations, click on the gear icon next to the name, then select Roster.
• Select the checkbox next to the member's name and click on End Membership.

The individual can remove themselves from the organization.

• Click on their profile in the upper right corner.
• Open Membership History.
• Select the Leave Organization button.

An end date will be added to their membership history and involvement record. 

TribeLink gives each organization the flexibility to create positions in TribeLink that align with their leadership/organization structures; you are not limited to the positions already created in TribeLink. Creating and managing positions is the responsibility of the organization and can be done by any member with the appropriate management access.

Customize Pre-Created Positions

• Navigate to the Manage Positions page.
  • Select My Organizations, click on the gear icon next to the name. Select Roster, then Manage Positions.
• Click the plus sign to create new positions as needed. President, Financial Manager, Secondary Contact, Delegate, Representative, Advisor already exist.
  • Name the position and select the position type.
    • Members: this position type may be used to discern types of membership/committees
    • Officers: this position type may be used for leadership roles
    • Representatives: this type will primarily be used by organizations that convenes or is comprised of representatives or delegates of various organizations/groups like Hall Council, A Cappella Council, etc.
• Set the management access for the position.
  • No Access
  • All Access
  • Limited Access
• Select Create or Save.

Assigning Positions within the Roster

• Navigate to the Manage Roster page.
  • Select My Organizations, click on the gear icon next to the name. Select Roster, then Manage Roster.
• Identify the individual to whom you need to assign a position (or remove a position) and click the pencil icon next to their name.
• Click on the appropriate checkboxes under Manage Positions. Unchecking a box removes the position from the individual.
  • A position can be held by multiple people and an individual can hold multiple positions.

Messaging is a feature in TribeLink where organization leaders can send either emails or text messages to all or specific members of the organization.

Sending an Email

• Navigate to the Messaging page.
  • Select My Organizations, click on the gear icon next to the name. Select Roster, then the messaging icon at the top.
• Click the blue plus button to create a relay, or a temporary listserv. 
• Select the intended recipients of the email.
• Enter the identifying title for the email; this is separate from the subject line. 
• Generate the relay address, or the TribeLink version of a listserv send address.
• Open your department's inbox, start a draft, and copy the relay address into the To field. 
• Create the message and hit send. Messages will be sent within TribeLink, and may or may not be sent to a member’s email inbox; this will depend on their notification settings.

Sending a Text

Texting as a form of TribeLink communication is only convenient if each recipient has enabled the texting function and input their phone number in their notification settings. 

• Navigate to the Messaging page.
  • Select My Organizations, click on the gear icon next to the name. Select Roster, then the messaging icon at the top.
• Select Send Text. 
• Select the intended recipients of the text.
• Compose the text and select send.