Esoteric Event Calendar

Serving Northeast Ohio and the Surrounding Communities

Event Manager Tutorial

How to Add, Update, and Maintain Events and Locations
in Events Manager

This tutorial is an introductory guide to using the customized version of Events Manager on this website.

This website is built with WordPress. Light familiarity with WordPress and light knowledge of HTML is helpful but not required.

  1. External Resources and Tutorials
  2. Getting Started
  3. Permissions
  4. The Events Dashboard
  5. Add an Event
  6. Update an Event’s Location
  7. Excerpts and Custom Fields
  8. Saving and Publishing an Event
  9. Duplicating an Existing Event
  10. Creating and Editing Recurring Events
  11. Adding Event Locations
  12. How to Edit, Update, and Publish Existing Events
  13. How to View All Unpublished Events
  14. How to Easily View Your Updates As You Make Them

External Resources and Tutorials

For deeper understanding of WordPress and the Events Manager Plugin, please visit the following resources for in depth tutorials.

Events Manager Plugin Website: https://wp-events-plugin.com/

Events Manager documentation and tutorials: https://wp-events-plugin.com/documentation/getting-started-guide/

WordPress Tutorial Videos: WPBeginner’s WordPress 101 video tutorials (requires registration)

Good Introduction to the WordPress Dashboard: A Beginner’s Overview of the WordPress Admin Panel & ToolBar

Getting Started

This tutorial is for adding and managing events and locations in Events Manager as set up for the Esoteric Calendar website.

You can add and manage your own events as a guest or registered user from the front-end pages, but it is easiest and most efficient to maintain events if you have an account and access to the dashboard.

This guide includes instructions for a user with Editor
Level Permissions. If your permissions are at Author or Contributor level, you
will not have access to all of the functions or features described.

IMPORTANT: Events can only be published by Editors and Administrators who are logged into the dashboard.

If you are not an Editor or Admin and need to have your event published right away, please contact a volunteer who has that level of access.

Permissions

  1. Guest: You can add your own events on the front end.
  2. Registered Contributor and Author: You can add and manage your own events and locations on the front end or dashboard, but you cannot publish events. (Contributors and authors have the same permissions. This can be updated as needed.)
  3. Editor and Administrator: You can add, manage, publish and delete any and all events and can maintain events for all users.
  4. Administrator: You can add and remove users and change the status and permissions of other volunteers.

First, Sign in to WordPress

In order to access the Events Dashboard you will need to 1) be a registered user and 2) sign into WordPress.

If you have not already registered you can do this via the “Register” link at the bottom of the website, under “Meta”.

If you are registered but are not signed in, you can sign in via the “Log in” link at the bottom of the website under “Meta”.

 

If you are already signed in but do not see the dashboard, you can access the dashboard by clicking on the “Site Admin” link at the bottom of the website under “Meta”.

 

Once you are signed in, a black bar with options may appear at the top of the website.  You will not need this bar unless you are editing a webpage (not an event). You can safely disregard this bar.

One thing to note: if you mouse over the website name on the black bar, you will see a dropdown menu item with a link to the dashboard.

The Events Dashboard

 

 

The Events Dashboard and Events Tab

Sign into WordPress if you have not done so already. You will see a dashboard on the left of the screen. About
halfway down, you will see a shield icon with the word “Events” next to it.
Click on this icon to access Events Manager.

On the right hand side you will see a list of events, along with options for managing the events.

On the left you will see a list of fields. In this tutorial we will go over Events, Adding events and Locations, and Recurring Events.

 

  • Events (The events tab with the shield and the Events link underneath it both show the same thing).
  • Add Event (This can be reached by clicking on the Add Event link or by the Add Event button at the top of the Events screen).
  • Event Tags (These can be added to help in identifying types of events)
  • Event Categories (Categories also help in identifying types of events)
  • Locations (Used for adding new locations and editing existing locations).
  • Recurring Events (Just like it says).
  • Export Events as CSV (You can export but not import at this time. The ability to import events is anticipated as a feature to be added in future updates to Event Manager, but there is currently no date set for when this will be included).

Add A New Event

To add an event, click on the “Add Event” Button or on the “Add Event” link on the left.

Add an Event

This will bring up a new screen with multiple fields in which to add the title, description and details for your event.
Caution: You will see a purple button that says: “Use The Divi Builder”. I recommend that you do not use the DIVI Builder to add your event unless you are an experienced user of WordPress and are familiar and comfortable with the Divi Builder Tool.

The Add Your Event page

At the top of the screen, add a title for your event. You can add a description and images in the large text box beneath the title. On the right side of the screen is an area to add the date(s) and time.

Add your title, description, and dates.

NOTE: Select information from your event will be displayed
in the events list on the website. The full details that you add, including your images, will be visible on the individual event page that is generated when the event is published.
The Yoast SEO section is where you can customize elements of your description to help optimize the event for search.
To the right of it you will see sections for Event Type and
Event Categories. Adding these will help visitors to identify events that they
may be interested in attending.

Add Event Search Optimization, Tags, and Categories

Update the New Event’s Location

Scrolling down, the next field is where you can add your
event’s location and location details. If the location already exists, you can add it by starting to type it in, and the field will auto-populate with the location details.

You can safely ignore the “Region” field, as it is not being used for the events listings on your website.

Add a new event location

NOTE: if a location already exists you can add it in this section, but you cannot edit the location details: all the fields will be greyed out. If you need to edit an existing location, you can do so under the “Locations” tab in Event Manager.

The event location will autofill if it already exists.

If an event location is greyed out , go to the locations tab if you need to edit it.

Excerpts and Custom Fields

Next is the area to add the event excerpt and custom fields. Custom fields ON THE ADD EVENT PAGE are used for adding contact information or pricing information that is exclusive to a single event. If the contact information is associated with a location (such as a museum), then it should be added under the Location tab. This will also save on having to enter the same contact information repeatedly if there are multiple events at the same location.

The Event Excerpt field is important. This is where you can add a brief sentence or phrase describing your event. This will be displayed on the event list page once the event is published.

 

 

 

Add a brief description of your event in the Excerpt field.

 

 

Example Excerpt shown on the event list.

Saving and Publishing Your Event

Once you are satisfied that your event details are complete and accurate, you are ready to save your event. The “Publish” module is near the top of the Add Event page, just under the calendar where you added the event dates. Here you can also see who last edited the page, and when.

 

If you have Editor permissions, you have the option to publish the event. Otherwise, you can click on “Save as Pending”, and the editor will publish the event once it is approved.

 

 

Saving and Publishing an Event. Note also the “Duplicate Event” option.

Duplicating and Recurring Events

At times you may have events that recur one or more times. You have the option in this case of either duplicating an existing event or setting up a recurring event. 

Duplicating an Existing Event

In the “Publish” module there is also the option to duplicate or make a copy of an existing event. To duplicate an existing event, you can either click on “Duplicate Event” under the event name on the Events Tab or you can open the event you want to copy and click on “Duplicate Event”. This will create a copy, which you can then edit and update to the new date / event details / updated event name. 

Creating and Editing Recurring Events

Recurring events are added on the Recurring Events tab. These are added and updated similarly to single/one-off events with the exception that they have an additional area in which to set the schedule for the event dates. 

NOTE: if you are editing an already existing recurring event, you will see a warning that if you edit the event recurrance on this tab, you will change the schedule for ALL of the recurrences of the event. So if you are changing only a single occurance (for example if for one week the date had to be changed due to some one-off circumstance such as a snowstorm), then you should change only that occurance on the Events tab, not on the recurring events tab.

 

 

 

The scheduling area for Recurring events. The location is greyed out, as it was created previously.

 

You can update events to recur daily on select days, weekly, monthly, or yearly using a combination of the dropdown box and the assorted checkboxes and fields on the schedule or reschedule tab.

 

 

 

Adding and Editing Locations


New locations added with new events are automatically added to the locations area. Once a location is added, you cannot edit it from the events tab, you can only edit it under Locations.
You can both add and manage locations on the Locations tab.

 

 

The Locations Tab, with a list of sample test locations.

As with the Events tab, you can include a description, photos, and search optimization for your location. This is where you can also add information about your location. I recommend including the contact information and website details under the custom fields area, as this will ensure that the information is pulled in on the events list. Below is an example of a location with the details filled in. (Note that the description includes placeholder text).

 

 

A sample location, with the custom fields filled in with the location details.

How to Edit or Update an Existing Event and Publish the Updates.

As an admin or editor, you may need to edit or update an existing event. You can do this with both published and unpublished events. Mouse-over the event name. This will reveal editing options for the event.

Before:

 

Edit options seen on mouseover. Click on “edit” to bring up the event details.

This brings you to the screen for the event. You can now edit and update any event details as needed.

Note that if you need to make changes to the location for a repeating event you will have to do this on the “locations” tab.

Once you are done you can click “Publish” and your updates will be published and visible on the events page when you refresh your view. if it does not show up immediately you may need to refresh a few times.

 

How to View All Existing Unpublished Events.

If you wish to see only unpublished events, click on the Events section heading tab on the dashboard. This is the one with the shield. To the right, you will see a set of links with numbers next to them. These links include “All”, “Mine”, “Published”, “Drafts”, “Pending”, and “Cornerstone Content”.

Click on any of them to see all posts in that category.

“All” is exactly what it says.

“Mine” is all of your content.

“Published” is exactly what it says.

“Drafts” are not yet ready to be reviewed or published.

“Pending” events are waiting for an Admin or Editor to review, approve, and publish.

You can ignore “Cornerstone Content”, as that is only relevant for Search Optimization. (SEO).

 

 

How to Easily View Your Updates As You Make Them

The easiest way to view your event updates as you make them is to open multiple tabs in your browser, with one tab set to the dashboard, and additional tabs open to the Esoteric Events Calendar Homepage and additional pages as needed, such as the Event Categories Page or the individual Category Page(s) that include your event, and the Locations Page. After you have made and published your updates on the dashboard, click on the tab for the page you want to review and then click the refresh icon or hit F5 to update the page and view your changes.