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Embed code for: How to Create Events in Weboffice for the Website
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HOW TO: CREATE EVENTS IN WEBOFFICE
These instructions are to help make sure you can get your event into WebOffice (Section One) and that you can get it onto the website if appropriate (Section Two).
SECTION ONE – CREATE AN EVENT IN WEBOFFICE
Choose the Calendars group from the left hand menu.
Choose the appropriate sub-group for your event.
These groups are only for ease of organising and viewing in WebOffice. They do not control the visibility of events on the website.
ONLY use a group outside of Calendars (e.g. those under Administration) for events restricted to their specific members, e.g. Ministry Training, standard LifeGroup meetings. They are not for public courses such as Alpha, Beta, etc., these must all be in the Calendars group. There is an Admin group for each Centre for all internal events/bookings. If in doubt your event should go under the Calendars group and then get moved later.
Click the Events tab along the top group menu.
Select the month for your event.
Click the + sign in the top right corner of the date your event is being held.
Step 3: Fill in your event details.
Title: This must be clear and to the point (short!). If your event has multiple sessions please specify that here, e.g.
Beta – Session One.
Never put the centre name in the title!
Please Note! This is where it changes.
Details: This does not appear on the public website.
Location: Use the dropdown menu to select your events location.
If it does not appear in the list, choose ‘Other’ and enter your information in the box below.
If you have a new location regularly used by your centre please let me (Katie Staley) know.
Start and Finish Time:
Fill in the actual Start and Finish times of your event – these are the dates you want people to arrive at and the actual time it will finish for them.
Please do not fill in set up and set down time here. This must be done during the resource booking process.
All Day Events. These rarely exist! One Day and 3 Day Prayer and Fasting would be the exceptions. In this calendar ‘All Day’ literally means 24 hours not 9am – 5pm or even 6am – 10pm. Overnight reservations of rooms and resources must always be done by adding set up/set down time via the resource booking process.
Is your event recurring? Even if it is a 5 week course with a break in the middle use this feature to save yourself and everyone else’s time. Please ask if you need help getting these settings right – it really is worth it – I promise!
Section Two – Make Your Event Show on the Website
To ensure your event shows correctly, and well, on the website you need to make sure you have done all these following steps. Missing or incorrect information may mean that the event doesn’t show at all or is removed to protect the usability of the website until the right info is added.
This is used to tell the website where to send people when they click to find out more. It will be the page with more information on the event or the relevant general information page. E.g. 3 Day Prayer and Fasting will link to the relevant centre’s Prayer page.
Leave WebOffice and the Event window open.
Open a different tab to go to the website and find the page you want to link people to.
Highlight and copy the whole contents of the address bar whilst still on that tab.
Go back to WebOffice and the open event window.
Click the edit symbol.
Select ‘Website URL’ from the top menu.
Paste your link here and click ‘Check URL’.
Click the edit symbol and use the menu on the right to find the correct image in the Events and Courses folder.
It will have ‘card’ in its title as well as your event name.
The image will have been pre-approved, was probably created by the Graphics team and is never an image you found on the internet . It must be added before the event is visible on the website.
This tells the website where to show your event.
Type the tags relevant to your event here, separated by a comma, e.g. Peterborough, Alpha.
Only use the tags that you know are approved for your event. Using wrong tags will mean your event is removed entirely from the site until they are corrected. A list of tags is available on Sharepoint under IT Support > FAQ’s.
And that’s it – you’re event should now be showing on the website!
General Rules of Events
Titles Do make sense to everyone!
Do not include Centre name.
Are correct grammar. No extra hyphens, etc.
Times Are almost never all day! This is only for events that are literally 24hours.
Do not include set up and set down time.
Links All website events must have one.
Images All website events must have one.
Are created/approved via Graphics team
Are not found on Google
Tags Are from the set list – request new ones via the Web Content Request form on Sharepoint.
Resources Are only confirmed once you have received the confirmation email.t should go under the Calendars group and then get moved later.
Only use the t