Event Calendar
The shared calendar for organizing and promoting company events on the SharePoint intranet.
What is Event Calendar
Event Calendar assists you in organizing and promoting events, initiatives, and meetings on your SharePoint Online intranet. Whenever an event is scheduled on the calendar, the integrated push notification system notifies users with a personalized message on Microsoft Teams. Users simply need to click on the notification to access the event page on the intranet.
For further information about notification groups, please refer to our guide Creation and maintenance for push notifications.
Event Calendar allows you to:
Communicate corporate closures
Promote events and initiatives
Publish deadlines
Explore the advantages of Intranet.ai Event Calendar by clicking here to learn more.
Add the Event Calendar web part to a SharePoint page
If your page is not already in edit mode, click on Edit at the top right of the page.
Click on it and, in the web part search box, enter Events to quickly find and select the Event Calendar web part, which is named IAI-Events.
Configuration
Source Settings
In this section, you need to indicate the source from which the web part will retrieve information.
Enter the URL of the site where the Events list is located. This is a calendar-shaped list where you will add the events you want to display.
For example: https://intranetai.sharepoint.com/sites/my-hub/
Select the Events list.
Layout Settings
In this section, you will find a number of options to customize the layout of your calendar.
If you're not in edit mode already, click Edit at the top right of the page.
It is possible to choose from three layouts: Horizontal, Compact, and Compact with details. If you select the Compact layout, you can choose to view events with a slider or a list (see pictures below).
You can also choose to highlight the default event or the next event. If you choose the former option, a colored circle will highlight the default event. The slider will show only the default event, while the list will show all the events of the month. If you choose the latter option, a colored circle will highlight the next event. The slider will show only the next event, while the list will highlight the next event and the following ones; if you want to see the previous events, you need to scroll up (see pictures below).
You can select a specific color for the current day in case of an event. If you do not select any color, the web part will take the darker one from the intranet graphic theme.
You can also choose whether to show or to hide the event description. You can view the description by clicking on the Info icon beside the event: a pop up will appear with the description of the event.
Holidays: Sundays will not be automatically highlighted as non-working days. This function allows you to choose whether to show Sunday as a working day or a holiday, so that a company can adjust the calendar to its working habits.
If you select the Compact with details layout, you have the possibility of customizing the colors of the calendar. By default, this layout uses the colors of the intranet graphic theme, but you can decide to have different colors. In particolar, you can choose:
The background color (1);
The text color (2);
The color of the pagination and off range days (3);
The color of the current day (4);
The text color of the current day (5).
In addition, you can decide if you want the text of the current day to be in bold.
If you select the Compact with details layout, you have the possibility of activating a scroll bar for the information box. If you enable this option, the possibility of setting the height of the info section becomes available. This means that you can set a fixed height for this section and use the scroll bar to read its content.
This may be useful when you have long descriptions and you don't want this section to take up too much space.
Create a company event
To create a new event, take the following steps:
Click on the Settings icon on the top right of the page, then click on Site contents.
Scroll down and select the Events list.
When you click on the list, a calendar will appear. Choose the event day and click on + Add.
The following panel will appear. The fields marked with asterisks are the mandatory ones.
Title: write the title of the event.
For example: Bank holiday, Corporate convention, Webinar
Start Time: enter the start time of the event.
End Time: enter the end time of the event.
Description: here you can write information and details about the event. This is the description that you will view by clicking on the Info icon (see above).
All Day Event: if the event does not start or end at a specific hour, you can mark it as an all-day activity by flagging this box.
Recurrence: you can indicate that the event is a repeating one by flagging this box.
Disable notification: you can disable Teams notifications by flagging this box. If you keep notifications enabled, users will be notified via Teams whenever a new event is published.
For further information about notification groups, please refer to our guide Creation and maintenance for push notifications.
Audience: this field allows you to make the event visibile only to a specific group of people. If you leave this field empty, the event will be visible to the whole intranet population.
Notification date: by default, users are notified via Teams when a new event is published, but if you do not want the notification date to correspond to the publication date, you can enter a specific date in this field.
Category: here you can assign a category to the event, which will be identified by a specific icon (see below).
Language: this field only concerns multilingual intranets. Click on the tag icon on the right side of the field, select a Content Language to localize the event, press Select and then OK.
The Compact with details layout allows you to display a picture in the event details (see below for an example). If you want to include a picture, please click on Attach File in the top bar, and then on Choose File to upload an image from your computer. After having uploaded the image, click on OK.
Once you have completed the configuration, remember to click on Save.
Create event categories
You can customize an event by adding a category associated with a specific icon.
To create a category, take the following steps:
Click on the Settings icon on the top right of the page, then click on Site contents.
Select the Event categories list.
Click on +New.
A panel will appear with a number of fields to fill in.
Title: enter a title for your category.
Icon Url: copy-paste the URL of the icon you have chosen to illustrate your category. This should be a picture previously saved on SharePoint.
Click on Save.
To create the icon URL, follow these steps:
Upload the picture to the Site Assets folder in the Site contents (or any other folder on your intranet).
In the Sites Assets document library, select the picture.
Click on the Info icon at the top right of the screen.
Click on the Path icon to copy the URL of the icon.
Finally, paste the icon URL into the required field.
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