Set up an event submission form for a calendar publication

If your Trumba representative has enabled your Trumba® Connect account for event submission forms, you can add a form to any calendar you publish. You can also set up your event approval process and customize the form. If you want to change something later, you can go back and edit the form whenever you want.

How do I get my account enabled for event submission forms?

Topic links

• Add an event submission form to a publication
• Decide or change your process for getting events onto your live calendars
• Choose the event types you want to allow visitors to select on your form
• Add custom content to the submission form or the success page that event submitters see
• Specify who in your organization is notified when someone submits an event
• Additional customization settings you can change

Note The procedures in this topic assume that your account is enabled for submission forms, that you have already published your calendar, and that you have a website in which you've incorporated Trumba calendar spuds. Learn more about publishing and spuds…

Add an event submission form to a publication

After your account is enabled for event submission forms, you can add the form right in the Publishing Control Panel.

To add an event submission form

1. In your Trumba editing environment, display the calendar that you published, and then click Publish.
2. In the Publishing Control Panel, click the Event Submission tab, and then click Add a Submission Form.

   

3. In the Edit Submission Form Settings page that appears, set up your submission form, and when you're done, click OK.

   For help, see the remaining sections of this topic or click the green Help buttons () for each section.

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Set up the process for getting events onto your live calendars

You can get submitted events onto your live calendars one of two ways:

• Let submitted events go directly to your live calendar without waiting for approval.
• Direct submitted events to temporary holding sub-calendars, where you can view events before you approve them for your live calendar.

  Because of the prevalence of spammers on the Internet, we recommend that you choose this option unless the only people who have access to your submission form are colleagues in your organization whom you trust and who know what information you require and how your event data is structured.

  If you choose this option, Trumba Connect creates the sub-calendars based on your settings in the Edit Submission Form page.

The following picture shows how the settings in the Edit Submission Form page correspond to your calendars.

A	Published calendar This is the calendar you publish, and it may or may not include mixed-in calendars.
B	Category calendar If your calendar publication includes mixed-in sub-calendars, and you want to allow event submitters to assign an event category to their events, you can select the calendars that you want to include as event categories.
C	Submitted calendar This is the sub-calendar that Trumba Connect creates under the category calendar (if it exists) or the published calendar (if you don't use category calendars). Submitted events appear on this calendar, and you promote the events to the parent calendar if they meet your approval.

To set up the approval process and holding calendars

1. In the Publishing Control Panel for your calendar publication, click the Event Submission tab, and then click Edit Settings.

   

2. In the Approval and Categories section, select Yes, approved.
3. For "Submitted" sub-calendar, leave the name Submitted as it is, or enter a different name that you want to use for the calendars that Trumba Connect creates.

   Submitted events go directly to Submitted calendars to wait for your approval.

4. The Category sub-calendars setting lists the calendars you've set up as sub-calendars of your published calendar.

   If you want to include an event category list for submitters, select the check box next to each calendar that you want to be included in the category list on the form. Trumba Connect creates a Submitted sub-calendar for each calendar that you select here, and events are placed on Submitted calendars according to the category submitters assign.

   If you do not want to allow submitters to choose an event category, select the check box next to your published calendar. Only one Submitted calendar is created, your form will not include a category list, and you can approve events to the published calendar or the category calendar that you want. (If you do this, you will need to approve events one at a time.)

   See a more detailed view of the different ways your calendar list is structured based on how you treat submitted events.

   Tip If the Category sub-calendars setting doesn't list your mixed-in calendars, it could be because they are not sub-calendars of your published calendar. Trumba Connect lists only your published calendar and its sub-calendars.

5. Set up the remaining sections of the submission form or click OK to return to the Publishing Control Panel.

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Choose the event types you want to allow visitors to select on your form

If you want to allow visitors to select an event type for each event they submit, you can determine which of your event types are available to them.

To choose event types for a submission form

1. In the Publishing Control Panel for your calendar publication, click the Event Submission tab, and then click Edit Settings.
2. In the Event Info Section, for Available event types, select the types you want to be included on your form.

   Tip The Event Info Section area of the Edit Submission Form page represents the Event Information section of the form, which is where visitors enter the event data that will be published on your live calendars.

3. Set up the remaining sections of the submission form or click OK to return to the Publishing Control Panel.

The Event Type field appears in the Event Information Section of the form

Add custom content to the submission form or Success page

You can add your own HTML content, including custom styles and images, to blocks that appear above and below that event submitter section of the form, as well as above the event information section. You can also include a block of custom content on the Success page that appears to event submitters after they submit an event.

For example, you might want to include text that explains which information will be published or what kind of information you require from submitters. On the success page, you could enter a link that directs people to a page where they can donate to your organization.

The following picture shows a standard event submission form (with the Event Information section cut out). It uses a gray background and red text to show the sections to which you can add custom HTML content.

To add custom content

1. In the Publishing Control Panel for your calendar publication, click the Event Submission tab, and then click Edit Settings.
2. Enter your custom content in any of these sections:
   • Under Submitter Info Section, the Before Submitter Info HTML or After Submitter Info HTML boxes.
   • Under Event Info Section, the Before Event Info HTML or Privacy HTML boxes.
   • Under Success Page, the Success message HTML box.

   In these sections, many CSS attributes are supported when you use the style attribute in your HTML.

3. Edit other sections of the submission form or click OK to return to the Publishing Control Panel.

Specify who in your organization gets email notification when someone submits an event

1. In the Publishing Control Panel for your calendar publication, click the Event Submission tab, and then click Edit Settings.
2. Under Success Page, for Email on submit, enter the email addresses of the people whom Trumba Connect should send notification to.

   If you enter multiple email addresses, use a comma to separate them.

3. Edit other sections of the submission form or click OK to return to the Publishing Control Panel.

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Additional customization settings you can change

In some cases you might want to hide or require fields. For example, if you publish a calendar for events that happen on campus, and you use buildings and room numbers for the location, you might want to use your custom fields to indicate location, and then hide the Trumba Connect Location field. If you publish a calendar of regional events, you might want to require that visitors enter location information.

To make additional field customizations

1. In the Publishing Control Panel for your calendar publication, click the Event Submission tab, and then click Edit Settings.
2. In the Event Info Section, for Options, select any of the check boxes:
   • Hide location Hides the default Location field.
   • Hide web link Hides the Web link field if you provide the link in Notes, where you can use different link text.
   • Require location Does not allow events to be submitted until the Location field is completed. If the field is empty, an alert appears (as it does for other required-but-unpopulated fields) saying that the information is required.
   • Hide notes Hides the Notes field.
   • Do not offer daily repeat Allows visitors to enter weekly, monthly, or annually recurring events, but prohibits entering events that recur daily.
3. Edit other sections of the submission form or click OK to return to the Publishing Control Panel.