Eastside Parents > Calendar of Events > Calendar Update Notes

Parent Group Calendar Update 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

This is a new process, everyone, so we're learning as we go and are willing to listen to your ideas and input on how to make it better! This page is intended for notes specific to the use of this school calendar by parents and others, rather than more general help about the application.

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 school 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 to make changes.

Who can update the Google Calendar?

Right now, the following people can get approval for direct access to add events, change events, and update the Google Calendar, if they wish to:

> The Parent Group Communications Team and its subgroup, the Web team of Nancy West, Tim Jordan, and Mike Jones
> Parent Group co-conveners: Carol Yahner and Eric Van Houten
> Site Council Parent Representatives: Craig Leve, Lisa Sheeber, and Tamara Torrence
> School staff, including the principal, teachers, secretaries, instructional assistants, PE and music specialists, anyone else employed at 4J who has info they want posted!

As the merger with Harris proceeds, the Communications Team will find out when and if the Harris Parent Group would like to use the same calendar, or if they have other ideas or tools on how to keep all parents updated that we can pursue together. This calendar is an initial effort to get the ball rolling.

ANYONE can send information to the Web Team to be posted in the calendar, and if it's relevant to the parents, we'll put it up there. And if there are other individuals who would like direct access to add and update calendar events, we will talk about adding them in.

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 Web Team an email. Send an email to the Web Team 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 Web Team 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 Parent Group 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 Eastside calendar the Web Team has shared under our account.

Step 3) Add the Eastside 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!

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: The more specific, the better. Room number, Cafeteria, on the track, by the playground swings, etc.

Details: Give name, phone, email, or other contact information so parents 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 "Eastside". 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 Eastside calendar embeded 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.