School administrators and teachers can both create and edit events for the event calendar. To do so, navigate to Events on the dashboard and click “Add New Event”.

You will be tasked with adding some information about your upcoming event. This includes a title and a date.

You can also set a price for your event. This can either be an online payment if the meeting is online or the virtual price of an on-venue ticket.

For further clarification, you can add an event organizer, a venue and a website link to accompany the event page on your calendar, if it’s applicable.

Event Time #

Of course, events have specific bits of information associated with them that most pages and posts don’t require – start and end dates, for instance, not to mention venues and organizers.

Fields to set all of these things can be found below the description editor, in an area called the events meta box:

Extra event options found in the event editor

Let’s look at each of the settings in this area in turn. First, the date and time fields.

  • The Start/End – this is simply when the event starts and finishes. Clicking into either date field will pop up a date picker, where you may select your desired dates from a calendar. Event start and end times may be selected from a drop-down menu, or you may enter your dates and times manually if you prefer. If you already checked the All Day Event box you will not be able to specify a time for your event
  • The All Day Event checkbox is useful when the event is taking place on a particular date (or dates) – but you don’t really know when, or else feel that it is good enough to say it takes place “all day” without being more specific

The above covers creating a singular, non-recurring event that is not part of a series. If you need help creating a PRO recurring event using the Event Series option, you’ll want to read through our walkthrough tutorial on recurring events.

Event Venue #

Event location (venue) section of the event data meta box

If this is your first time using The Events Calendar, you’ll see this list of fields for creating your first event venue. If you’ve created a venue for a previous event, you’ll have the option of selecting an existing venue from a drop-down menu (you may also type into the search box to narrow your options). Entering a new venue name and selecting the Create option from the menu options will display the new venue form fields below, allowing you to create a new venue for your event.

Drop-down menu in event location (venue) section for selecting existing venue

It’s also worth noting that you don’t need to create (or use) a venue. If you prefer not to specify a venue, simply move on to the next section.

Provide a name for the venue and any optional address details – if you like – a contact phone number and website. The last two checkboxes control whether a map should be shown to visitors and/or a link to a map should be displayed.

? If your event is happening a little off the beaten path and there isn’t a mappable address, you can use latitude and longitude instead. To do this, leave the venue without an address. After you’ve created the event, go to Events > Venues and edit the Venue in question. You’ll see an option there for adding coordinates.?

Once you’re happy with the event’s venue you can move on to the next section: the organizer details.

Organizers #

Rather like the venue details, you can select any pre-existing organizer details that you have already entered. Also – just as with the venue details – this area is completely optional.

KB - new event organizer

You do not need to provide organizer details and, if you do, you need only provide as much information as you want to. With The Events Calendar 3.11+, you can add multiple organizers to an event. Keep in mind that if you opt for multiple organizers, any organizer meta (like the phone number or email) will not show on the frontend- only the organizer names will be listed. If you have Events Calendar PRO, the listed names will link to the associated Organizer Page.

Event Website #

The next section in the New Event Admin lets you (again, optionally) provide an event website:

Event website field within the event meta box

This is particularly useful if you are showcasing events organized by external organizations and they have a dedicated event website.

Event Cost #

Cost fields in the event editor

Once again you can pass on by and leave these alone if you like. If you don’t provide a cost, then no cost details will be shown to visitors. If the event is actually free then simply provide a cost of 0 (zero).

After finishing all setup for your event, you can choose to add an Event Category, which you’ll have to create beforehand and make this event Featured on the calendar.

When you are ready hit Publish and everyone will be able to see the event on their School Calendar. In addition, a notification will pop up on the School News Feed for easier access in the form of:

{School admin user} has created a new event {event name}