Calendar Request Form to Import Meetings/Events

  • School Calendar Request Form Instructions-PDF

     

    The School Calendar Request Form is used to collect meeting/event details from staff for you to post-school events, meetings, testing schedules, field trips, etc. on the calendar on your school’s website.

    Follow the instructions below to access, duplicate, and share the School Calendar Request Form template. (Please DO NOT Modify or Change the Form Questions)

     

    Part 1

     

    Creating and Personalizing the Calendar Request Form

    1. Access the School Calendar Request Form
    2. Select the Duplicate button at the top of the page to properly save and personalize the form for your school.
    3. Select the Title of your form:
      1. Add your school’s initials to the title. Rename [School Initials]to your school's initials.
      2. Remove the word “Copy”
      3. IMPORTANT: Please DO NOT Modify or Change the Form Questions

    Sharing the Calendar Request Form with Staff

    1. Select the “Collect Responses” button on the top right
      1. Next, select Anyone can respond
    2. Select from one of the three Share options:
      1. Link - Copy the link to share the form
      2. Invitation – Send invite to individuals or groups. You may personalize the greeting by selecting the text.
      3. QR Code – Download and share code
    3. Distribute your “School Calendar Form” via email or SharePoint
    4. The submitter will get a notification when they have completed the form
    5. WCM’s will get an email with a notification indicating that a form has been submitted. The email will contain a link to a downloadable Excel spreadsheet.  

     

    Part 2

     

     

    How to Access, Organize and Import Events into Your School Calendar 

    1. Check your email for any “New Response for [School] Calendar Request Form” 
       
    2. Click View in the hyperlink in the email

    3. Select the “Open in Excel” link on the right side of the message 

    4. The Excel file has now downloaded to your computer, locate and open it 

    Edit Excel Spreadsheet

    1. Select the first SEVEN (7) columns (this should be Columns A through G). These fields are not needed for your form and are computer-generated.

    2. Right-click and delete these columns

    3. Verified that you now have Columns A through I

    Adding Recurring Events – Follow the steps below to add meetings/events with recurring dates. For detailed instructions, see the video demo (Part 3. Mapping and Importing a CSV file – Time code: 2:23)

    1. Add “Recurring Events” (Column F)

    2. Copy each recurring date found in Column F (Recurring Meeting Field)

    3. Paste date in Column C (Start Date of Meeting/Event). Make sure each date is in a separate cell with no semi-colon.

    4. Verify you have placed all of your dates in each row under column C (Start Date of Meeting/Event)

    5. Drag and Fill Meeting Title, Event Description, Start Time, Location, Contact, and Phone Number

    6. Save your file as a "CSV" (comma delimited extension

     

    Part 3 - Importing and Mapping a CSV File

     

     

     

    Importing CSV File

    1. Log into Schoolwires 

    2. Click User Options to Access Site Manager

    3. Click your “School’s Calendar”

    4. Click the grey pencil to edit the Calendar app

    5. Select the Import Event link at the top

    6. Click the black “Import Events” button

    7. Click Browse to find the CSV Calendar File, and click Open

    8. Select Next 

     

    Mapping CSV File 

     

    1. Match Field Mapping Field" Import will appear on your screen

    2. Map the following CSV file fields: Start Date; Start Time; Event Title; Event Description; Contact: Contact Phone and Location. To begin mapping select the Map to CSV File Field and follow this guide for mapping. 

      1. Click Start Date field, select Start Date of Meeting/Event
      2. Click Start Date Time, select Start Time of Meeting /Event
      3. Click End Date Time, select End Time of Event
      4. Click Event Title, select Meeting/Event Title
      5. Click Event Description, select Meeting/Event Description
      6. Click Contact, select Meeting/Event Contact Person
      7. Click Contact Phone, select Meeting/Event Contact Phone
      8. Click Location, select Location

    3. Please leave the word “Ignore” on the other fields

    4. Select Next – you will see a summary of what will be imported

    5. To save this Mapping for future calendar imports, check the “Save this Mapping” box. 

    a. Use this naming convention to name the mapping – [School Initials] Mapping Calendar - save as your default mapping for future calendar imports

    6. Select Next, then select Import

    7. Click Location, select Location

    8. The next screen will show that your Calendar Map has been imported.

    9. Check your work! To review your calendar imports, click on the Calendar tab to ensure the information for each event posted is correct.