Calendar Assistance

How it works...

Calendar31 (formerly PK Calendar) is a product that is totally web based.  There is no program on your computer, or on the computer of those who wish to view your calendar.  Updating the calendar is done by logging into the Calendar31 web site and entering new information on a form.  There are two levels of access, normal and administrator.  A normal user can enter and edit entries in their organizations calendar.  And administrator can edit all entries for the organization, add new normal users, and edit the categories for the calendar.

Entries are automatically removed after 2 months have passed.  Entries can be put in up to 5 years in advance.

A graphic for the organization can be added to the calendar by sending a JPG version to calendar@presenceknown.com

Setting up a calendar...

To get started you can simply fill in the information about you and your organization at the page located here.  You enter your contact information and what you want to use for your ID and Password.  Once you enter this information you are immediately ready to log into the system and start entering information into your calendar.  You will receive an email within minutes giving you more information about your access.  It will include your user ID and Password so that you have a record.  It will also tell you how you can give access to people so they can view the calendar.

Here is a sample of the Category page:

The first thing you will be asked when entering for the first time is what categories you will need for your entries.  If you plan to have meeting schedules, events at a park, events at a library, etc. you can enter these categories.  Then, as you enter new calendar postings you can select what category you want to place the posting under.  Later your visitors can sort out the calendar by these categories so they can see just those events at the library for example.

Categories...more thoughts...

Make sure you keep your categories fairly generic.  If you are to specific people will miss some of your postings only because they might not select the correct category.  If you have more than a dozen then you can bet they will be confused later.  Try to make them based on function and not by department or group in your organization.  Always look at your list as your visitor would.  Can they find everything easily?  Of course, in all cases people can see the calendar with all categories showing...that's how it displays by default.

Linking to the calendar...

There is an organization code that is assigned to a new account that identifies you and your information through the entire program.  You are issued this in the email that is sent after you sign up, and it also shows up on the page where you submit new postings.  A link to your site might look like this:

http://www.calendar31.com?org=EA5463

The information after the 'org=' is the organization code and it's different for each.  This is a sample of a link you can either give to your visitors or link to it from your web site.

Calendar information on your home page...

If Presenceknown.com is hosting your web site the next 60 days of events can be placed on your home page as a listing.  If you are not being hosted by Presenceknown.com there is a chance that this can still be done, but it would depend on the capabilities of the system your web site is hosted by.

Logging in...

The page looks like this:

Before you can post you need to log in.  This can be done form a link at www.calendar31.com or by going directly to http://www.calendar31.com/submit.aspx

If you have forgotten your ID and Password you can enter your email address on this page and your information will be sent to you in seconds.

When you log in the system knows what organization you are with and instantly takes you to the page for submitting postings.  If you have posted before you'll see a list on the right of the page with your previous postings.  You can click on any one of those to edit them. (see below)

Posting to the calendar...

The page looks like this:

Let's take a tour of this page. 

The main form is ready for a new entry.  You need to select a date, and it has to be a date that is in the future.  It won't let you post an event that has passed.  The times are optional as are most of the other entries.  The only other fields that need to have information is the 'Event Title' and the 'Description'.  Of course, all of the information you can give about an event is important.  If you have information on your web site about the event you can enter the link to that page.

All information you enter will appear on the calendar detail listings.  Any that you leave blank will not show up or appear as a blank behind some heading.  For example, if you don't give a contact name or phone number those simply will not appear or look like they are missing.

To the right you'll see a listing of events as links.  If you are a normal user you'll only see your postings in this list.  If you are an administrator you'll see all postings for your organization listed.  By clicking on a posting on the right the information will fill in the form and it's ready to edit.  Make any changes you need and press 'Submit Event' and it's done.  If you are an administrator please note: When you update a posting you take ownership of that posting.  The original poster will no longer see it in their list then they edit.  This is done for security and responsibility reasons.

Administrators will see the two links at the bottom of the page.

System User Manager is just that.  it allows the administrator to add, delete, or edit users.  They can even assign other users as administrators if they need to.  The person who originally signs up for the calendar is automatically an administrator, but if those duties are actually for someone else, here is where that can be changed.  Here is a sample of a user manager page:

Users listed in bold are administrators.  Like the posting page, by clicking on the name on the right you can edit that persons profile or issue them a new password.  To enter a new person simply enter into a blank form.  Access is instant.

In a nutshell...

So, there you have it.  Once the categories are entered, and once the users are entered who are going to do the posting, it's ready to go.

Please direct any questions to calendar@presenceknown.com and you'll get an answer within 24 hours if not sooner.

Thank you for taking the time to learn about Calendar31 and we hope that it helps your organization get the information to your users, clients, or visitors.