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VLT Calendar Notes

> What is the Google Calendar?
> Who can update the Google Calendar?
> How can I get access to update the Google Calendar?
> Adding and editing entries
> Google Calendar troubleshooting
> Manage Google Calendar users

Some VLT volunteers may wish to edit the calendar directly. Usher coordinators will update the schedule with volunteers for performance nights. Directors may wish to post what scenes will be rehearsed and which cast members will be required.

This page is intended for notes specific to the use of this calendar by VLT volunteers and members, rather than more general help about the application.Please read the information below if you wish to update the Google Calendar and have the changes automatically appear on the VLT Web site on the Calendar page. Contact the scheduling coordinator for more information.

For general help, there is a a very useful Help section about the Google Calendar, with general instructions and problem-solving tips, on the web at the Google Calendar Help Center. There is also a Get Started Guide for those who will be adding events.

What is the Google Calendar?

Google Calendar is a separate web-based product offered by Google, who is primary known as a search engine on the web at www.google.com. Events can be added, edited, and removed using a browser (Internet Explorer, Firefox) from an online page hosting the calendar on Google. HTML code embedded on the TheVLT.com web site pages displays the calendar on our web site, but the calendar actually "lives" up on Google's servers, and can be easily accessed by anyone who 1) has an active Google Account, and 2) is granted access by the Google Calendar's managers (right now, that's Nancy West, scheduling coordinator) to make changes.

Who can update the Google Calendar?

Right now, the current Scheduling Coordinator and Usher Coordinator, have direct access to add events, change events, and update the Google Calendar, if they wish to. If there are other individuals (Board members, directors, stage managers) who would like direct access to add and update calendar events, they can send Nancy an email requesting access.

How can I get access to update the Google Calendar?

To update the Google Calendar, you will need to already have, or be willing to create, an active Google Account that we can use to invite you to share the Calendar. If you do not already have a Google account, the invitation will include instructions on how to create one.

Step 1) Send the Scheduling Coordinator an email. Send an email to the Nancy West, requesting access, using the email account you currently/plan to use as the email address connected to your Google account.

You may already have a Google account setup to check your Google gmail email account, update and save maps at maps.google.com, update blogs, or use any of a large number of Google web-based products. If you have a Google account already, you will want to have us add the email address attached to that account.

Step 2) Respond to the Google e-mail invitation. The Scheduling Coordinator will add that email address under the Share this Calendar section of the Google Calendar management page.

> If you already have a Google Calendar Account, you will receive an e-mail invitation to add The Very Little Theatre calendar to your existing list of calendars.

> If you do not have a Google Account already, you will receive an email invitation to begin using Google Calendars, with a link to create a Google Calendar account. Click on the link and follow the steps on the Google web site to create your Google Account. Once you follow the steps and create a Google Calendar account, you will be prompted to accept The Very Little Theatre calendar the scheduling coordinator has shared under our account.

Step 3) Add The Very Little Theatre calendar to your calendar list. A "Do you want to add this calendar?" window will pop up. Click "Yes, add this calendar."

Step 4) Begin editing the calendar. Once the invitation is accepted, you can now see the calendar and can add/edit entries, as needed.

Do I have to change my email to Gmail if I create a Google account? I don't want a new email address!

If you don't already have a Google account, and you receive the invitation to create a Google Calendar account and follow the steps on the Google web site, you will be prompted to create a Gmail email account to attach to the Google Account. Of course, Google would love for you to create an account with Gmail as your default email client!

But you do NOT have to create a Gmail email address to have a Google account. You can connect your regular standard email address to the Google account. My Google account is connected to my comcast.net email address, for example.

Adding and editing entries

Basic information to include with events

When adding or editing a calendar entry, it is VERY helpful to those viewing the calendar to include the following in the Google Calendar fields:

What: Make sure the event title is descriptive, since it is the only thing visible in some selected calendar views. Also, any words after the first two or three may not be visible in the month view, since the event title doesn't wrap, so put your most important identifying info in the first few words of the event title!

I use the following codes to identify use of the facility at the beginning of the What field:
(Reh) Rehearsal
(Per) Performance
(Mtg) Meeting
(Aud) Audition

When: It's better to show a start time and an estimated end time, even if the end time is not certain.

Repeats: Set this for a repeating event that happens on a set schedule. There are several options in the drop down.

Where: Mainstage, Stage Left, Green Room.

Details: Give name, phone, email, or other contact information so members can find out more details, or volunteer to help.

Click and type to create an event

Click on the day where you'd like to create a new event. If the event spans over an hour, click and drag. Make sure the Calendar selected is "The Very Little Theatre". Type the title and event time for your new event in the box. Finally, click "Create Event" to publish the event to your calendar immediately, or click "edit event details" to add additional information.

Edit or view event details

To view or edit the details of an event, click on the event and then click on "edit event details." Here, you can check the guests' acceptance status, discuss events with guests, set events as all-day affairs, and modify other details. After you've made your desired changes, click "Save."

Checking changes on the web site

The additions and changes should be instantly available to view on the The Very Little Theatre calendar embedded in our web site. If you have the web page open while editing, you may need to refresh it for the changes to be visible.

Google Calendar troubleshooting

See the Google Calendar Help Center for more information.

I can't seem to see or edit the calendar

Users must have JavaScript and cookies enabled. If you have security set high on your browser, you may not be able to edit the calendar.

Manage Google Calendar users

Here's how current Calendar managers, who have permission to add and remove users, can add a new user to the calendar so they have permission to create and edit events.

> Go to your Google Calendar account at http://www.google.com/calendar/render#
> Go to the left menu under My Calendars. Find School Calendar.
> Click the arrow to the right of School Calendar to see the pull-down menu
> Select "Share this calendar"
> Under "Person," enter the email address
> Under "Permission Settings," select "Make changes to events"
> Select Add Person
> Select the SAVE button at the bottom of the page.
> If that email address does not have a Google Calendar account already associated with it, you will get a pop-up menu asking if you want to invite the user to open a Google account. Say yes.