UBCevents User Guide

UBCevents is the official events calendar for UBC and is composed of hundreds of mini-calendars. Refer to this simplified guide on how to use UBCevents and download the detailed document at the bottom of this page.

Quick Links

Getting Started

Logging In

Scroll to the bottom of the UBCevents homepage (www.events.ubc.ca). On the bottom left corner, click the ‘CWL Login’ button. Enter your CWL username and password to access your administrative account.

Main Menu

After you have logged in, the Main Menu is displayed. You can then choose to add a new event and/or manage existing events.

Main menu

Posting an Event

Recurrence

Please see below for details about recurring events.

Description

Enter a concise description of your event. You can also use HTML in this box to provide more dynamic content. For example, you can link to images or videos hosted on external sites.

  • HTML

You can use basic HTML coding in the description to assist with formatting of content as well as adding more dynamic elements to your events page. A useful guide to HTML can be found at www.htmlcodetutorial.com.

  • Add Images

To insert an image, use the following piece of code in your description:

<img src=”url of image”/>

  • Add Videos

To insert a video, use the code provided in the ‘embed’ box on video hosting sites such as YouTube. Below is an example:

<iframe width=”560″ height=”349″ src=”http://www.youtube.com/embed/lKs1zY-fvno” frameborder=”0″ allowfullscreen></iframe>

  • Change Font Colours

To change font colours, use the <font> </font> tags around the text you wish to alter. See the example below:

<font color=”red”>This text will be red</font>

You can use either text or HEX/RGB values.

  • Miscellaneous

To ensure that the description for your event is as useful as possible to visitors of UBCevents, it is important to include the following information:

  • Contact Information
  • Specific Location – include room number and building name (for non-UBC campus locations).

Categories

To view all the subjects and event types, click on the ‘show all’ radio button. For the most accurate search results, select at least one option for both ‘subject’ and ‘type’. You may select more than two tags for your event, but ensure that they are representative of the actual event.

Example: I am hosting a concert fundraiser so I would select:

  • Subject – Entertainment-Music
  • Subject – Entertainment-Social
  • Type – Concert
  • Type – Fundraiser

categories

Event Posting Verification

To check if your event has been posted successfully, you can click on the ‘Launch Calendar’ link at the top left corner of the page to open up UBCevents in a new window.

You can also use the search option. Do not be alarmed if your event does not automatically appear – it takes a couple minutes for the events calendar to refresh through the large database.

Editing Events

If the event information posted requires some changes, you can edit your event posting following these instructions:

If your ‘Manage Events’ piece displays your posted events:

Click on the event you wish to edit and you will be directed back to the event posting.

If your ‘Manage Events’ piece does NOT display your posted events:

  1. Use the Search Box on the bottom left corner (indicated below) – Type the EXACT name of your event and put it in quotation marks.
  2. Once you find your event, click ‘Edit Event’.
  3. Save the event once you have made the changes.

edit events

Recurring Events

The steps for posting a recurring event are more complex. Here is an example.

An event takes place on Mondays for July and August 2015. Each session starts and ends on the same day. However, the event skips a week due to BC Day.

First Instance of a Recurrence

Create the first instance of the event’s series by following the steps to Posting an Event (non-recurring).

  1. The first instance would be the first Monday in July 2015, so enter ‘July 4, 2015’ for the Start Date.
  2. Use the drop-down menu next to the date to select the starting time for the event.
  3. Under ‘end’, click on the ‘date’ radio button and enter ‘July 6, 2015’ for the end date. Be sure to also enter in the end time.
    • Note: Do not confuse the end date with the date when the recurrence stops. The end date is NOT August 31, 2015 (the last Monday in August).
  1. In the ‘recurrence’ field, select the ‘event recurs’ radio button.
    1. Under ‘frequency’, check ‘weekly’
    2. A field titled ‘repeat’ should show-up
    3. Select the ‘until’ radio button and enter September 1, 2015 as the day when recurrence stops
    4. Note: In order for the last Monday (Aug 31) to be the last instance of the recurrence, we need to enter ‘September 1, 2015′, rather than ‘August 31, 2015’, as the day that recurrence stops.
    5. Fill-out the other fields as usual and press the ‘add event’ button when finished. The recurring event has now been created.

Exceptions to a Recurrence

In this example, the exception is August 1, 2015. There are two options to add the exception into the series.

Option 1. On the ‘Add Event’ form, fill in the ‘Recurrence and Exception Dates’ field.

  1. Enter ‘Aug 1, 2015’ in the date field.
  2. Select ‘add exception’.

Option 2. Create an exception by deleting an instance of a recurring event from the series.

  1. Select your recurring event.
  2. Find the instance for August 1, 2015 and click on its title.
  3. Press the ‘delete’ button; once the instance is deleted, it will be listed as an exception.

More Questions?

If you have any more questions please refer to the following resources:

For CWL log in updates and other questions please feel free to email us at info.events@ubc.ca.