Frequently asked questions: Staff and faculty

Yes, you need to have a Group before you can post events. Submit your group request using this form.

Submit your request using this form.

Visit the Calendar Help training page for step-by-step instructions on creating and managing events.

Yes. You can collect and monitor registrations through the admin dashboard.

The recommended image size is 1920 x 1245 pixels (or similar aspect ratio like a rectangle), smaller than 1MB, and in JPG or PNG format. Please keep the file size under 1 MB and the image dimensions below 2000 × 2000 pixels to ensure optimal page load speed and to prevent display issues.

If your image doesn’t match the recommended resolution, you can adjust it using the photo editor. Drag to reposition and zoom in or out or click the pencil icon and click "Adjust Cropping" to further edit your image. Only the area within the transparent black or checkered frame will appear on your event page.

Event Header Image Best Practices

• Add a short description of the image in the “Photo Description” field for accessibility purposes.
  • Make it concise and descriptive.
  • Avoid phrases like “image of” or “photo of”. Screen readers will already announce it’s an image.
  • If your image is only decorative design you can add “” in place of a short description.
• Avoid images with embedded text. 
  • Screen readers cannot parse embedded text and it does not scale well on mobile.
• Choose high-contrast and clear images.
  • Helps users with low vision or color blindness.

Yes. On the day of your event, go to the event page and click the "Organizer Check-In" button to mark guests as they arrive. Learn about Attendee Check-In.

• Automated reminder: A standard reminder email is sent automatically one day before the event. This cannot be customized.
• Custom messages: This feature is currently disabled due to technical issues. In the meantime, you can use MyEmma to send event updates to your registrants. If you don’t have a MyEmma subaccount, please visit Tools, Platforms, and Services and contact servicedesk@ucsd.edu to get started.

You can embed events using a customizable widget that pulls live data based on your preferences. Learn about widgets

Review the following settings to ensure your event is displaying correctly:

• Visibility: Make sure your event is set to 'Public'. If it’s marked as 'Restricted', it may not appear as expected. Review the 'Restricted' settings to confirm they align with your intended display logic.
• Status: Verify that the event is live and published. Events listed as 'Pending' will not appear in event listings.
• Event Date: Ensure the event date is set in the future. Past events will not be shown.
• Group Assignment and Widget Settings: If the event isn't appearing on your Group page or in the event feed widget, confirm that your group is selected in the Group field. Also, review any additional settings and parameters that may affect widget visibility.

Your event will not be visible in the administration dashboard to you if you did not enter your group into the 'Group' field when creating your event. Please contact Calendar Support if you are unable to locate your event.

Please confirm with the person submitting the event that they are selecting the correct group type in the 'Groups' field in the event editor. If the correct group is not selected, the event will not appear for you in the pending queue.

1. Click on “Classifications” on the left panel and then clicking "Speakers".
2. On the top right of the speakers section, click on "+Add Speaker" to add a new speaker or click on an existing speaker name to make updates.
3. Enter in your speaker info, and click on "Save Changes" to save your speaker.
   • Speaker Image: Consider using an image with a square aspect ratio (e.g., 500x500 pixels) and a centered composition of the person. You can use the editor to reposition and zoom in or out as needed.
4. Feature any speakers by typing their names into the “Speaker” field. If your speaker is not already in the system or needs edits, follow the steps below.

Student workers must create an account through the public sign-up (i.e., not SSO) using their @ucsd.edu student worker email address before they can be added to a group. Currently, there are technical issues with students using SSO credentials on the calendar website, which we are working to resolve.

If your student workers are not assigned an @ucsd.edu email address, please have them create an account using their @ucsd.edu student email. Important! You will need to contact the calendar team to update their permission level when they leave the position, in order to remove their access to the admin dashboard.

Any user can request to join your group by clicking “Follow Group” on your Group page. When a user follows your group, your Group Managers and Officers can message all group followers to promote upcoming events and share updates.

Approving Follow Requests

Group Managers and officers can review and approve follow requests from the Admin Dashboard:

1. Log in to the Admin Dashboard.
2. In the left panel, open the “Classifications” dropdown and select “Groups.”
3. On the Groups page, click “Follow Requests” in the top-right menu.
4. On the Follow Requests page, you can:
   • Approve a request
   • Reject a request
   • Approve as Officer

Add New Group Officer

Any user can be made an Officer, regardless of whether they are a Group Manager, Event Author, or general user. Officers can send group messages and approve follow requests from their user dashboard (not the admin dashboard).

1. On your Group Page, find the “Add New Group Officer” section.
2. Click “Browse” on the right-hand box.
3. Search for the user’s email address to add them as an officer.

Auto-Approving Followers

If you prefer not to manually review follow requests, you can enable automatic approval:

1. Go to your Group Page.
2. Check the “Skip Officer Approval” setting.

With this enabled, all follow requests are automatically accepted as general followers.

Please ask your student to sign up using their student employee @ucsd.edu email address and select “Public Sign Up” on the sign-up page. If your student was not assigned a new student employee email address please contact the Calendar support team.

After your student employee registers, submit the permissions request form and select “Yes, the team members I am requesting access for have created a calendar account.