The Bourtons - Calendars Guide
About this site > Contributor Guide > Calendars GuideCalendar Editing Guidelines
The Events Page on the website is a Google Calendar, which is itself a composite calendar, made up as an overlay of a number of individual calendars for the various areas of interest.
Each group has full access to their own calendar, with their own password. However you will also be able to view calendars belonging to other groups so that you can check to see if your planned event clashes with another. Eg Perhaps the Bell wants to plan an event but avoid clashing with an event at the Plough.
Please do not add calendars, or rename them.
Do not change settings or passwords!
To add dates to your Google Calendar:
• Open up the website as usual. You do not need to log on to the website.
• Select the Events Page
• At the bottom right corner of the Calendar you will see a +Google calendar button. Click on this.
• Google calendar now loads up in a separate window.
• Log onto Google calendar using your @bourtons.net email address (ie musicsociety@bourtons.net, gardeningclub@bourtons.net, villagehall@bourtons.net, parishcouncil@bourtons.net, allsaintschurch@bourtons.net, thebell@bourtons.net) Ensure that you have entered this correctly – bourtons with an s, no spaces between words.
• Enter the password that you were allocated. If you need a reminder of the password please email us at webmaster@bourtons.net and we will let you know what it was. Please do not change this calendar password. The password is case sensitive.
• Google calendar now loads and is ready to be edited.
• Calendars for the other groups should already be overlaid on yours; it is possible to add extra ones if necessary in the Other Calendars area towards the bottom left of the screen.
• To add an event, click on the relevant date. (Use the arrows at the top left of the calendar to change month)
• Enter the time and event (eg 7.30pm Music Society). If you do not put in a time, the calendar assumes that it is an all day event. If you enter a time you will usually also need to change the event to the correct duration (by default it assumes the event lasts an hour): Click on the event and then select Edit Event Details. Remove the tick in the All Day box to open up time selections if it was originally entered as an all day event, or adjust the times if it was originally entered with a start time.
• If it is an event that happens regularly, you can simplify adding it to the calendar by selecting the frequency from the Repeats drop down box. If you use this option remember to change it if a regular event changes for any reason eg no Parish Council meeting in August. There are options ensure you can select the frequency by date or day – ie every 23rd of the month, or every 3rd Thursday. Select these as appropriate.
• Enter the location of the event in the box Where. Note that google will use this to show the location on a google map. This seems to work in a slightly eccentric way. Look at the events we have already entered for you to see how we have had to enter this information to find the right location. Remember to check that the map does what you expect when you have finished entering the event and saved it. The Church is particularly difficult! Since we have found “Where” descriptions for commonly-used venues which work as expected with the google map link then just re-use them for subsequent events in the same location.
• If you have entered a repeat event, save the event now. You can then add a description (in the Description box) for each individual event afterwards, if you wish. (When you click save when editing an entry, it gives you the option to save changes to all the entries in the series or just that one event. If adding a description that applies to one meeting, select the option to save to that event only. Alternatively add a general description referring the user to your webpage for individual event details and then save the event.
• If the repeat is irregular (ie first Tuesday one month, then second Thursday), you can even select an option to do this – Create the event and save it, then select Duplicate Event from the drop down box offering More Options towards the top of the Edit Event screen. You can now change the date and times as necessary, but carry over the rest of the event information.
• If entering a single event, either add details of that event in the Description box, or refer the user to the website pages. (Where possible add the details to make it easier for the user to use the calendar.) Save the event.
• You can always edit your event afterwards by selecting it and making amendments. Remember to save changes.
• Check the event in the calendar. Does the map take you to the right place?
• Sign Out.
Please do not change any of the calendar settings.
Remember this is part of a bigger calendar, and your changes may have an impact on the calendar that shows on the website. If you wish to embed your individual google calendar under your part of the website, please contact the Webmaster who will do this for you.
Note that the calendar can be viewed in both month format, or agenda format (ie as a list of dates) by clicking on the relevant tabs.
Ownership of the @bourtons.net email accounts and google calendar accounts remains with Bourtons Parish Council.
For any questions please use the “Contact Us” feature in the website to contact the Webmaster.