Using the month drop down list on your calendar, select INCLUDE PAST. You will be able to view all events that have not been manually or automatically deleted.

To link directly to a single past event, use this URL format:

http://www.eventkeeper.com/code/events.cfm?curOrg=ORGCODE&curapp=events&curmonth=PASTTOO#2057761


Replace ORGCODE with your organization code, and the numbers at the end of the URL with the event ID.

Overview

Once a date has passed, the events for that day are no longer displayed in the default event list. But they are still there. You can see them by selecting "Include Past" on the drop down list where you select a month.

This means that you can have old events that don't typically show but which count toward your allowable number of events.

Option 1 - Purchase More Events

If you are planning well into the future or if you are intentionally saving old events and need to have more events, just let us know.

Option 2 - Delete : One at a Time

This is the obvious one. Login. Find the event. Click on DELETE. Easy but tedious if you have a lot of events to delete.

Option 3 - Delete : Groups of Events using Super Editor

Super Editor enables you to delete (or export or edit) groups of events.

Login and click on ADMIN. Srolll down to the MISCELLANEOUS section at the bottom. Click on GO next to Super Editor.

When you get to the Super Event Editor page, please read the instructions. Please. There is no undo from the changes you make using this page.

Option 4 - Delete : Auto Delete

Auto Delete allows you to specify how long you'd like an event to stay in the system. EventKeeper Auto Delete runs once a day (shortly after midnight) and deletes the appropriate old events.

To enable AUTO DELETE, login and click on Admin and then click on EDIT in the Organization Information section.

At the top there is a table of contents and in the third column there is a link called "Auto Delete". Click on that link.

It will bring you to a purple section where you will click on "Yes" to enable auto delete.

Below that you will select the number of days you'd like to save an event after it has passed before it is deleted. For example, if you want keep events for 6 months after they happen, enter 180 in this field.

Save

NOTE: Events that are marked with EKSAVE or EKTEMPLATE tags will not be automatically deleted.

Creating a TEMPLATE:

To create a template for any event in EK, you can either edit an existing event or create a template using a new event.

1. Click on add or edit event.
2. Scroll down to the radio button labeled Mark this Event as a Template and choose YES
3. Make any necessary changes and SAVE EVENT. 

The event will be marked as a template and will show up in the list of templates everytime you make a new event.  It will be saved until you manually delete it meaning that it will never be automatically deleted.  

Editing or Deleting Event Templates

To find Event Templates to edit or delete, go to the list view of your calendar.  From the month drop down, choose Include Past.  This will pull up a list of past events including templates.  Templates have a small red TEMPLATE in the editor's notes field.  Find the template you want to change or delete from the list and click EDIT or DELETE to make changes.

Note: When you edit or delete an template it does NOT edit or delete and events made with that template.  Changes are not retroactive.

Adding an image to an EventKeeper event adds visual interest to your calendar and is very easy.

You can add images to each event listing and link those images to other sites.  This is a great option for book group entries because you can add the cover of the book and then link to it in your catalog.  These instructions are for EK users that have HTML editor fields.  If you do not have this option turned on, please contact Plymouth Rocket and we will turn it on for you.

There are two parts to adding and image

Part 1: Getting the image information

1. The image must have a link.  For example, you can use an image from an Online Catalog.  Please make sure you have permission to use the image.  Images taken from a Google search might be subject to copyright.
2. Left click on the image in the catalog or wherever it is stored and choose View Image Info.
3. Here you will find the URL for the image you want to use.  We will copy and paste this URL into EK

Part 2: Adding the image into the Description Field

1. Login to EK as an ADMIN
2. Add an event using the ADD EVENT button at the top of the page
3. Fill in all of the pertinent information and scroll down to the Description Field.  This is where you will add the image information
4. Choose the Image button from the toolbar at the top of the Description Field.  See below:

      5. Click on the icon and fill in the URL that you copied from your catalog (see instructions above)
 

      6. Click Save and you are done.  Your image will now show up on your Eventkeeper calendar entry.
 

Multiple events are a series of repeating events in EventKeeper.  If you have a repeating event, you can easily set up a rule to create the mutliple event. 

How do I set up a multiple event?

1. Login as admin
2. Click "Add Event" at the top fo the page
3. Choose the Multiple Event check box at the top of the page as seen above.  This tells EventKeeper that you intend to set up a repeating event instead of a a single entry.

How do I tell EventKeeper what dates I want for the events?

There are two ways to do this.  The first way is to simply click on the small graphical calendar in the upper righthand corner.  The dates that you choose will turn red.  Once you choose all of the events you want, then fill in the rest of the form as you would for any other event.

The second way to to set up a rule.  This is the best way if you have an event that recurs on a regular basis.

1. Follow the steps above to choose a multiple event
2. Click on the blue Multiple Events link.  This will bring up a form that you can fill in with a list of dates, recurring date, etc.
3. Fill in the form and click on the Create List button.  This will make a list of the dates for your event.  Make sure that they are right.  If not, you can edit them.
4. If the dates are correct, click on the Use the current list of days button and you are done.
5. Fill in the rest of the event creation form as always.

What happens if I edit one of the event in the series?

Editing an event in a series gives you a choice when you save the event.  EventKeeper will allow you to choose to edit that single instance, all the events in the series, or all of the events from that day forward.  The buttons will show up at the top the the edit page.

What if one of the events in the series conflicts with another event?

EventKeeper will alert you if there is a conflict and allow you to edit the event series before saving it.  No information will be lost.

How do I delete a series of events?

You will need to delete each event individually.  Or you can log into the admin page and batch delete events using the Super Editor.

There is a way to put a video into an event in Eventkeeper.  There are two ways to do so depending on how you want it to show up.

As a link:

You can link to the video in the description field. 

• You should see a small chain button.  When you click it, it will ask you to put in a URL for the video. 
• Use the url you get from the SHARE button in Youtube.
• Save the event.  The video will be a link that will open up in Youtube.

As an embedded video:

You can also embed the video into the description field. 

• First your need to click on SHARE in youtube and select EMBED from the sharing options.  This will give you a string of code that starts with
• Copy all of the code
• Then go to the event description in EventKeeper and click on the SOURCE button.  This switches the description field editor to straight code. 
• Paste all of the
• Save the event.

After you login as an administrative editor, go to the ADMIN page. You will see the MISCELLANEOUS section at the bottom.  Click on "GO" next to Super Editor.

Next, under Selection Criteria, select the date range for the events you wish to delete. The easiest way to begin the process is to click the Now buttons for both the "Show Events on or After" and "Show Events on or Before" criteria. Then, manually go into both sections and enter the adjusted date range.

Next, Click Create Event List (found in the green bar at the bottom of the selection criteria section)

You will now see the list of events you are about to delete. At the bottom of the list, in the yellow bar, click the Select All button.

Each event about to be deleted will have a check box next to it. Uncheck any events you do not wish to delete.

Scroll down to Section 5, and you will see a black bar, including the button "Delete checked events." Please review your event list carefully, as once the events are deleted, they are gone forever. 

Click the delete button, and however many events you've deleted will be restored to your event count going forward. You might try the process out with just a couple of days worth of events, so you get comfortable, before you knock out a large number of events.

Adding a single event in EventKeeper takes a couple of steps. The Add Event and Add Room Use buttons at the top of the EventKeeper and EKrooms pages do the same thing.  They allow you to set up a single event or multiple event in EventKeeper.

How to Add an Event

1. Login to EventKeeper as an administrative or team editor. You can login either from your own EventKeeper calendar or from the EventKeeper home page.

2. Click the Add Event button at the top of the page.  Add Room Use is exactly the same, just located on the EKrooms page.

3. Using the graphical calendar in the upper right corner of your page, select a date for your event. The date you selected will automatically populate both the Start Date and End Date.       

4. Using the event name field, type or paste in the name of your event. If you hit the tab key, the event name will automatically populate the Name for Monthly Calendar field. Shorten the name of your event so it fits nicely into the cells of the Monthly Calendar view.

5. Using the Event Start Time and Event End Time drop down menus, select the appropriate time increments for your event.

6. That’s it! You’re done. But you can do a lot more if you wish:

• associate an icon with an event
• using the html editor, describe the event. Add a link, format the text, link to an image, change the font size, align the text, and more
• add a link to a Google address
• add a pop up note for directions, event guidelines, special instructions, or type or paste information about anything important you wish to include
• include location information, and for filtering and building links, add a keyword; include an Event Link

7. Save your event to make it appear on your calendar.

Yes!  You can hide both the date and the time for events.  Here is how:

1. Create an event

2. To hide the date: Type <EKHIDEDATE> into the Editor's notes field.

3. To hide the time: Type <EKHIDETIME> int the  Editor's notes field.

4. Save the event.

You can set an event to show up every day for a period of time without having to make an event for every single day.  This is called a spanned event.

How to set up a spanned event

Click Add Event

Go to the START DATE and make sure that the tiny check box above it is selected.  Then go to END DATE and uncheck the check box above it. 

Go to the small graphical calendar and pick the FIRST day you want the event to show up.

Now we will choose the end date by doing the opposite.  Uncheck the box above START DATE and check the box above END DATE.

Go to the small graphical calendar and pick the LAST day you want the event to show up.

This should now show you two different dates in the start and end date fields.  That event you make will show up every day until the end date.

Notes for spanned events

Feeds: A spanned event will only show up in an RSS, iCal, or EKfeed on the first day of the event.  If you want the event to show up in the feed for every single day of the event time span, the make the event a MULTIPLE EVENT instead of a spanned event.

Month View: Spanned events will show up in the month view.  However, if your spanned event bridges to events, like Mar15-Apr 15, the spanned event will only show up in the first month listed.  In the example, the event will only show up in March, not April.  To get around this, make two spanned events, one for the March dates and one for April dates.