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Drupal CMS: Add an event to the ¹û¶³Ó°Ôº public events calendar

Learn about adding an event to the ¹û¶³Ó°Ôº Minds public events calendar (ucl.ac.uk/events)

Events must be uploaded and published to a departmental Drupal website first before it can be added to the ¹û¶³Ó°Ôº Minds public events calendar. After the event has been published on your site, you can then request for it to also appear on the public events calendar. The event will go to the CAM Events team for approval for inclusion on the calendar. The event should appear in the calendar a few hours after the Events team have approved it.

Drupal Site Owners and/or Web Content Managers will consider how events should be published to the departmental website before they can appear on the public events calendar. They can decide on:

Option 1. Asking colleagues to contact a Drupal Editor within the department to upload the event
Option 2. Allowing all staff to create events

Your Web Content Manager can advise on which approach has been decided. Follow the instructions below depending on the approach your department is taking:

Instructions: Option 1. (Drupal Editors create the event)

1. Contact your departmental Drupal Editor and inform them that you would like an event added to the Public Events Calendar
2. Web Content Manager: create the event on the departmental site.
3. Once you’ve published the event (for yourself or aÌýContributor), go back to editing the event in Drupal and tick the ‘Corporate event’ box in the ‘Feedable Syndication’ section and publish. The event will then go to CAM Events Team for approval for the calendar.

Event review and approval process:

1. The Events team will review the request. The estimated turnaround time for the Events team to review the request is three working days. If it has been approved, then it will appear in the public events calendar within a few hours.
2. Web Content Manager/Contributor: go to the event in Drupal and check the ‘Feedable Syndication’ section to see if the event has been approved or rejected.
3. If the event has been rejected, you will see the reason why in the ‘Feedable Syndication’ section (e.g. no image). Make the corrections, tick the ‘Corporate event’ box and publish. This will then go back to the Events team for review and approval.

Instructions: Option 2 (All staff can create events)

If you’re not already a Drupal user, your Web Content Manager will need to arrange for you to get ContributorÌýaccess to your departmental site. Once you have access and are ready to create your event. Contact your Web Content Manager for advice on how to create an event in Drupal.

1. Use Chrome, Firefox or Safari, NOT Internet Explorer.
2. Go to your departmental webpage.
3. Scroll down to the very bottom of the page.
4. Click on the cross next to ‘Contact Us’ in the footer.
5. Login to Drupal by entering your ¹û¶³Ó°Ôº credentials.
6. On the top toolbar, click on 'Content'. Click on '+ Add content'
7. Click on 'Event' to bring up the event content type.
8. Complete the necessary fields - see Further guidance on fields below for an explanation of each field
9. Click on 'Revision information' in the left-hand menu, choose 'Needs Review' from theÌý'Moderation state' drop-down menu. Your Web Content Manager will review and publish the event.
10. If your event has been rejected, your Web Content Manager will contact you. Make the corrections, click on 'Revision information' in the left-hand menu and choose 'Needs Review' from the drop-down menu. Click on 'Save.'

Help and support

For support in creating your event on Drupal, contact your Web Content Manager.
For events related queries, contact ¹û¶³Ó°Ôº Events.
For questions about the Drupal calendar, contact Web support (web-support@ucl.ac.uk).

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