Adding Events to Your Calendar
Drag, Drop, Configure, Launch
So far you have learned how to add art and have familiarized yourself with the Event Management Screen. Now, we will walk you through the process for Adding Events to your calendar are preparing them properly for publication on your website.
Adding the Event to Your Calendar
We have built multiple ways for you to add events to your calendar. Indeed, it is actually pretty hard not to add events. Lets list them. You can:
- Click the Add Event button on the right side of the screen
- Click the Calendar on the day you wish to host the event
- Drag an Event Type onto the day you wish to host the event
We will walk you through Adding Events using a sample event. Please follow along in the demo site, performing each task in order. Once we are done, we will move on to an article explaining how to use the tools available to better manage events.
A New Design in Studio Class
We will be creating a new Design in Studio Class in August 2015. While we are using an In Studio class, the same process and data should be used for any class type.
It is likely that you are familiar with clicking a date in Google's Calendar to add an event. Similarly, clicking an Add Event button is a pretty straight forward way to add art. Simply click the button and enter the data into the Add/Edit screen. Instead, we will show you how to use the drag and drop capability because it is a little novel and it introduces some pre-configured functionality that can make adding events a little quicker.
The Draggable Events Panel
On the top right corner of the Event Management Screen, a gray panel contains four colored event types. Each of these can be clicked and dragged into the calendar. Simply drag the event type onto the date you wish to host that event and release it to begin the process.
For our lesson, we will drag a Design in Studio event onto August 10, 2015. Make sure your calendar is on August 2015 and drag the event onto the 10th. You will see the date turn light blue as you hover over it. This signifies that the event will be added to that date.
As we release our mouse and the event is added to August 10, the now familiar Add/Edit Event screen will appear. It should look something like this:
Because we dragged and dropped an event type into the calendar, the system knows a few data items already. The Event Type (Design in Studio) and the Event Date (08-10-2015) are pre-filled. Now we need to enter the rest of the required data items.
You will remember from the Event Management article that the Add/Edit screen is organized into sections. We will complete the screen from top to bottom with sample data. Feel free to imagine a typical event for your studio and to substitute our selections for yours. We want you to leave this lesson with a good sample event for you to reference as you continue to practice and learn.
Entering Event Data, Location and Description
We input the data describing the event into the relevant fields. Importantly, the Event Description will be used on the public facing website to communicate to your customers additional details about the event. Here, we wrote a short description informing our customers that this is part of our Summer by the Bay series and a quick blurb on what wines we are featuring. You can (and should!) use this data field to promote your event and make it interesting. When you are done entering data, the screen should look something like this:
Adding Art to our Event
Before we leave the top sections of the Add/Edit screen, we need to perform a very crucial step. We must add the artwork to be painted during the event. We do this by clicking the Wine and Design logo to launch the Choose Artwork screen.
Remember when we built a few lists in the Working with Art article? Here is where we use those lists.
The Choose Artwork screen asks you to select a list from which you will select your art. We do this so that during event creation you do not have to sort through the entire, expansive art catalog Wine and Design makes available to you. Instead, you can choose from a purpose built list fitting your needs. See our blog for some tips on how to organize your lists.
Don't see any lists or the list you wish to use? Go create one now. Here's the article walking you through it.
Selecting a list brings up a view of all of the art in that list. To add a painting to your event, simply click the piece of art. It will be automatically added and the Choose Artwork screen will close. You will be returned to your Add/Edit Event screen.
We chose the Maryland themed blue crab. Our event now looks like this:
Setting the Price and Event Size
The final step in adding an event is to set the price and number of tickets for sale. We scroll down to the bottom of the Add/Edit screen and enter that information. For our event, we will charge $35 and enable 20 tickets. You will that the Tickets Remaining counter is 0 and does not change when we enter the Event Size. Do you know why?
If you answered, "because we have not saved our event," you are correct. Remember from the Event Management article that the Add/Edit screen requires you to save your changes in order to commit those changes to the database and publish them to your website. Lets go ahead and do that now. Click Save changes.
You will see a small pop-up message that say, "Changes saved." Navigate to your event date and verify that your event was saved. Note the Tickets Remaining counter now. Once we saved the event details, the system began to track how many tickets remain for your event.
What About Other Event Types?
We designed the Add Event process to make the process standard for all event types. Simply follow this process for any event type. The only difference to note is for private events. The Private Event toggle (visible in the screenshot above) should be set if the event is private. This enables the private event functionality discussed in this article.
Practice Makes Perfect
We like to think that this amazing article has left you with all the knowledge you need to make your calendar, but we're probably not that good at teaching. So practice some. Get used to the new system and submit any questions that you may have to us. We are happy to answer.