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Instructions to Calendar Authors

The Cascadians' online event calendar is provided by a third-party calendar service called Teamup.  Calendar Authors can be added and removed by administrators of our Teamup account by means of an email request sent to calendar@cascadians.org.  The calendar can be accessed by all members directly through a web browser or a smartphone app, or indirectly through the Calendar page of this website.  Calendar Authors must go directly to the Teamup website or  the Teamup Calendar app and login in order to edit calendars.  Instructions for doing so are sent in an email invitation sent by Teamup when a new author is added.

Teamup is intuitive and straightforward. Help is available under the hamburger button (three stacked horizontal bars) at the upper right in the desktop browser version, which is the only recommended access method for authors.  The specific format we use for club events is documented below.  To enter an event, click upon the day for which you want to enter an event, and a dialog box pops us.  Fill it out according to the format below, then click 'Save'.  If you do not follow the format, we will edit your entries to make them conform.  Consistency is the key.  

Format for Calendar Entries

Event Title

Enter a very short name for the event.  Do not use the words "Hike", "Climb", "Ride",  etc., since the sub-calendar type and color convey that information.  If the event involves a destination, make that the title, since the calendar cuts off all but the first few letters of the title in the month view and some users search for the destination.  Use title case (first letter of each word capitalized).

If there is something special about the event, add two spaces at the end of the title and include the one or two word notation in parentheses, for examples,  (CANCELLED) , (CHANGED), (Centennial Event).

From/To

The 'From' and 'To' boxes should contain the date on which you clicked.  If it is a one day event, leave it alone.  If it is a multi-day event, click in the 'To' box and select the end date. 

All day

Leave it checked unless the event is an indoor meeting.  Outdoor events are assumed to be all day.  Leaving time for outdoor events is entered below under 'Description'.  If it is an indoor meeting, uncheck 'All day', and two more time boxes will appear after the 'From/To' boxes.  Click in them and fill in the start and end times of the meeting.

Calendar

Click in the box and select the matching sub-calendar(s) for the event type(s). For events that are more than one type, select all sub-calendars that apply.  If the event is a meeting, select 'Meetings' in addition to the associated sub-calendar(s), if any.

Where

Enter the name or very brief description of the place or area where the event is being held and the name of the map that will be used by participants, if known.  Use title case.

Description

Leader:

Enter the word "Leader" followed by a colon and a space, then the name(s) of the leader(s), followed, in parentheses, by the leader's phone number, email address, or both.  Then double click on the word "Leader" to select it, and click on the 'B' in the edit toolbar, to make it bold.  For example:

Leaders: John Buck (john.buck@gmail.com) and Jane Doe (509-555-1212)
Leave:

Enter the word "Leave" followed by a colon and a space, then the time the party will be departing, followed by a.m. or p.m. (lower case with periods), followed by a space and the "@" symbol, followed by a space and a description or address of the departure point.   Make the word 'Leave' bold as described above. Do not list a gathering or start time; only the departure time. For example:

Leave: 8:00 a.m. @ Chesterley park parking lot

If the leader(s) want to force contact with potential participants prior to the event for screening purposes, then enter "Contact the leader(s) for details" in lieu of the departure time and place  For example:

Leave: Contact the leader(s) for details

NOTE: Another way to screen potential participants is to enable the Signup option (see below), which allows them to sign up online through the Calendar.  The Signup process requests the participant's name and email address, which can be used to contact him or her if desired.  This is a particularly useful feature since the leader(s) usually know most, if not all, of the people who sign up, and will therefore only need to contact the few who are not known, if any.

Distance:

Enter the word "Distance" followed by a colon and space, then the distance and elevation gain information, if known.  If not, omit this line entirely.  Make the word 'Distance' bold as described above. It is preferable to use the standard symbol for feet, ft, rather than the prime symbol. Also please use a comma to separate thousands.  For example:

Distance: 8.4 miles, 2,400 ft elevation gain

Difficulty (Optional)

If the leader(s) feels that difficulty information above and beyond the distance and elevation gain are needed, a 'Difficulty' header may be added.  If desired, enter the word 'Difficulty' followed by a colon and a space, then whatever descriptors are recommended by the leader(s).  For example:

Difficulty: Strenuous, Class 4 technical climb

Dogs (Optional):

If the leader(s) wish to allow dogs on a hike, a 'Dogs' header may be added.  If so, enter the word 'Dogs' followed by a colon and a space, then whatever description is recommended by the leader(s).  For example:

Dogs: Allowed with leash at all times, no water available on trail

Description of event:

Following the above headers, start a new line with no bold header and type a description of the event, including all relevant information, links, and comments.  Remember to mention any required passes, permits, or fees at the end, separated from the body by one line. For example:

This will be an easy day hike with a view of Mt Rainier and a lunch stop at the top.  Wildflowers will be in full bloom at lower altitudes, and there is still some snow to cross above 6,500 ft. 

Bring 13 essentials. Northwest Forest Pass or America the Beautiful Pass required.

Options

Signup:

If the leader(s) want to require participants to sign up for the event through the Teamup Calendar, follow these instructions to enable the Signup option:

    1. Click on the 'Options' button at upper right and select 'Signup.'
    2. In the 'Event Signup' dialog box which pops up , click on the 'Event Signup' switch to enable (or disable) the Signup option.
    3. If a deadline other than the default is desired, enter it in the 'Signup Deadline' entry boxes.  The default is 12:00 a.m. on the day of the event.
    4. IMPORTANT: Change the 'Who can view signups?' setting to 'All Users' if you want users (including the public) to be able to see the participants' names (and email addresses). If you leave the default setting, 'Users with modify permission,' the participants' information will be hidden and only Calendar Authors will be able to see who has signed up.  This does not help the leaders at all, unless, of course, they happen to be Calendar Authors.
    5. Click the 'Done' button.

How to Cancel An Event

If an event that is already in the calendar is cancelled, please do not delete the event, as it causes confusion among members who have seen the event prior to the cancellation and are looking for it again later.  Instead, add the suffix "(CANCELLED)" to the title, then select the entire Description section and click on the strikethrough font button to strikethrough the text so that it remains readable as before, albeit obviously cancelled.

How to Change An Event Destination

If the destination of an event already in the calendar is changed, change the destination in the title and add the suffix "(CHANGED)" to the title, again, to avoid confusion among members who remember seeing a different destination prior to the change.

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