An event is a page with a date, a time and a place, which the intranet lists in date order on the Events page, in the Events widget and in week and month calendars. This page goes through the event edit screen from top to bottom. To set up the Events page first, see Set up the events page.
Who can add and edit events
- Contributors can write events and tick event types, but cannot publish.
- Authors can publish and edit their own events.
- Editors and administrators can publish, edit and delete any event, and manage event types.
Your intranet may have changed these roles.
Add an event
- In the left-hand menu, select Events, then Add event.
- Type the name of the event as the title and describe it in the main editor.
- Fill in the Event details box. Start date, End date, Start time and End time are required. The event will not save without them.
- Tick one or more Event types.
- Write an Excerpt and set a Featured image.
- Select Publish.
The system does not currently support recurring events.
To edit an event, select Events, then All events, and select its title. The list has a Start date column you can sort by and an Event type column.
What staff see on an event page
From top to bottom: the title, a details panel, the featured image, your main content, a booking form if you have set one, and any documents. The details panel has a row for each thing you filled in: Date, Time, Location, Online meeting, Tickets and Add to calendar. Empty rows are left out.
The sidebar shows the map if you set one, your sidebar content, your related content picks, any widgets in the Event Sidebar area, and the event’s types and tags. Comments, if allowed, come after the article, followed by a band of similar events. To hide rows of the details panel on your intranet, see Hide ‘add to calendar’ and items in events.
Boxes on the event edit screen
The boxes below are in the order they usually appear. If you cannot see one, select Screen Options at the top right and tick its name.
Title
The name of the event. It is the heading of the event page, the link text in every listing and the title of the calendar entry when staff add the event to their calendar.
Main content editor
The full description: what the event is, who it is for, the agenda and who to contact. It appears under the details panel and the featured image. See Classic Editor toolbar menu.
Document attachments
Files for staff to download, such as an agenda or joining instructions. Select Add document, choose a File and, if you wish, type a Display title. The files appear under a Documents heading at the bottom of the event page.
Event details: Start date and End date
Pick both from the calendar. For a one-day event, set End date the same as Start date. For an event that runs over several days, set the last day as End date: the event then appears on every day it covers in the week and month views, and listings show the range, for example “3 March 2027 – 5 March 2027”. Both boxes are required. Dates are shown in the format set under Settings, General.
The Start date decides where the event sits in every list and whether it counts as upcoming. Once the Start date has passed, the event drops off the Events page (unless past events are switched on) and off the Events widget.
Event details: Start time and End time
Type times in the 24-hour clock as hours, a colon and minutes, for example 09:00 or 14:30. Both are required. The event page shows them as a range, listings show the start time, and the add-to-calendar buttons use both to set the calendar entry. Other formats, such as “2pm”, are shown as typed but make the calendar entry wrong.
Event details: Location
Where the event takes place, as plain text: a room, a building or a town. It appears in the details panel, on the Events page, in the Events widget if the widget shows locations, and in the calendar entry. Staff can find the event by searching for words used here. For an online event, leave Location empty or write “Online” and use the next box for the link.
Event details: Online meeting
The web address of the online meeting, such as a Teams or Zoom link, starting with https://. The event page shows a Join online meeting link, listings show an Online meeting link, and the address is added to the calendar entry so staff can join from their own calendar. Remember that anyone who can see the event can see the link.
Event details: Map location
Search for the venue and pick it on the map. The event page then shows a map with a marker under a Location heading in the sidebar, with the address underneath. This box only works when an administrator has entered a Google Maps API key under Options, Modules, Events. Without a key the map picker does not load and no map is shown, so leave the box empty.
Event details: Gravity Forms ID
To take bookings on the intranet, build a booking form with the Gravity Forms plugin, then type the form’s number here. You can find the number in the ID column under Forms. The form appears under the main content until the event’s start date has passed. After that it is hidden, so late bookings stop by themselves.
Include an Email field in the form. When a logged-in member of staff has already sent the form with their account email address, the event page shows “You have already made a booking for this event.” instead of the form, which stops double bookings.
Event details: Eventbrite ticket URL
The web address of the event’s page on Eventbrite. See Take bookings through Eventbrite on this page.
Related content
Pick pages, news stories, tasks, other events or any other content connected to this event. They appear as links under a Related heading in the sidebar. The link works both ways: an item you pick here also shows a link back to the event, unless your administrator has switched that off. Separately, the intranet adds a Similar events band under the comments, chosen automatically from upcoming events that share the event’s types or tags, whether or not you pick anything here.
Sidebar content
Optional content for the right-hand sidebar, such as the organiser’s contact details or accessibility information about the venue. Keep it short: on a phone the sidebar appears under the main content.
Associated teams
Pick the team or teams running the event. Team pages and aggregator pages that list a team’s events use this box to find them. It is not shown on the event page itself.
Keywords
Other words staff might search for, such as an acronym or the speaker’s name. There is no need to duplicate words already in the title or content. Keywords are not shown on the page. The note under the box about [square brackets] and the A to Z index does not apply to events: events are never listed in the A to Z index.
Excerpt
A one or two sentence summary. The Events page shows the first 20 words, the Events widget the first 15, and it is used in search results and as the description of the calendar entry. If you leave it empty, the intranet uses the opening words of the main content.
Discussion, Revisions and Author
Tick Allow comments to let staff comment at the bottom of the event page. Revisions lists earlier saved versions once there are any. Author is the person recorded as owning the event; change it when someone else takes over.
Publish
Save a draft, preview, publish now or schedule for later. See Save, preview, schedule and publish pages and posts. To cancel an event, change its status back to Draft, or update the title and content to say it is cancelled so staff who have the link still find out.
Event types
Tick the type or types the event belongs to. Types become the filter buttons on the Events page and the links in the event’s sidebar. Editors and administrators can add a type from this box. See Manage event types.
Tags
Tags cut across event types, for example a site name or a staff network. They appear as links in the sidebar of the event page, and the [listevents tag="wellbeing"] shortcode can list events by tag. See Learn how tags work.
Featured image
The picture for the event. It appears under the details panel on the event page, on the event’s card in the Events widget when the widget shows images, and in related-event cards. Use a landscape image. See Set a featured image.
Add to calendar buttons
Every event page has a Google Calendar button and a Download .ics button in the details panel. They use the title, dates, times, location, excerpt and online meeting link, so check those before publishing. The buttons disappear once the End date has passed. Editors can also put them in any page with the shortcode [eventadd id="123"], where 123 is the event’s ID.
Take bookings through Eventbrite
If the event is on Eventbrite, copy the web address of its Eventbrite page and paste it into Eventbrite ticket URL in the Event details box. The event page then shows a Tickets row in the details panel with a Book via Eventbrite link, which opens Eventbrite in a new tab. The booking itself happens on Eventbrite; the intranet does not embed the checkout or record who booked. Paste the full address, starting with https://, not just the event number.
What happens to past events
Once its start date has passed, an event stops appearing on the Events page and in the Events widget, unless Show past events is switched on for the Events page. The page itself stays published and can still be found by search. If an administrator has switched on Change past events to draft status under Options, Modules, Events, the intranet turns each event into a draft shortly after its end date and time, and it disappears from search too. See Set up the events page.