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Division of Marketing
& Communications

University Calendar User Documentation

How to add an event

  1. Log in to with your NetID. You will see a narrow black menu at the top of the screen,  in the upper right side of the black menu at the top.

    top menu for LiveWhale calendar
  2. Choose calendar (optional): If you own more than one calendar, you can change to your desired calendar by clicking on the name of the calendar in the upper right corner of the black menu. Choose “Switch Groups” and click again on the group you want to change. Choose the desired calendar from the list.
  3. Starting... Click on the “Add an event” link.
  4. Title: Click on “Enter a title for this event” to type in a unique title, such as the name of the seminar. Add a new event, enter a title for this event, add a short summary.
  5. Summary: Click to add a summary/subtitle for the event, such as the name of the seminar series.
  6. Image: Click on the placeholder image to upload an image or select one from your image library. Be sure to add an image. Even if it’s just a TAMU or departmental logo, we want to our events to be visually appealing. Images are displayed with every event.  Also, be sure to add caption text.  This helps with search and will be used as the image's alt text.
  7. Share content: Click the globe if you wish content on this event to be shared on other calendars, 
  8. Date and time: You can mark it as an All Day event, add an ending time, or make it a repeating event. 
  9. Location: Start typing the name. Most campus locations are already in the system. If not, checking “Plot this event on a map?” will allow you to add the address.
    Location and event details
  10. Add event details: Include your event description. You can use the editor menu to add formatting, such as bold, italic, and images. You must click on the link/chain icon if you want to make clickable links.
  11. Related content: You can link to another website or file in several ways:
    1. Click on the chain/link icon to add a clickable link as part of the event description
    2. Add a link to a another event, file, or web address - under Related Content.
  12. Tags and Event Types: On the right, select one or more event types make your event easier to find.
  13. When adding a research-related event, type “research” into the Tags field.
  14. RSVP:  You can allow people to register for your event using the calendar system. Click the blue Add RSVP button in the upper right, or check the RSVP box above Sharing and Privacy. All fields are optional.
  15. Contact information: include contact information for the event organizer, such as name, email and phone number. Use the link icon to make the email address clickable.
  16. Event cost: This field is not displayed.
  17. Sharing & Privacy: Important! For public events, scroll to the bottom of the page, down to the “Sharing and Privacy” section. Under “Suggest this event to the following group(s),” check the box “Add to main calendar.” You can also suggest your event to other calendars, which is useful for handling co-sponsored lectures or for adding departmental events to a college calendar. Sharing and privacy
  18. Finished! Click the green Save button at the bottom.
  19. Canceling an event: To cancel an event, click on the Cancel Event button, below the RSVP button.
  20. If you don’t see an event you added on the calendar, there are several possibilities
    1. Did you check the box to recommend the event to the main university calendar?  Check your own calendar to see if it appears there.
    2. Is the event marked as Hidden rather than Live?
    3. Have Privacy Options been set to something other than “Everyone”?
    4. Perhaps Marcomm hasn’t approved the event yet. Marcomm does moderate all events manually to insure that inappropriate events don’t show up on the public calendar.  We do approve events regularly throughout the day, but this process does mean that events submitted will not immediately show up on the calendar.

How to add or manage users

Note that this is only available to calendar owners and those to whom the owner has granted permission.

  1. Log in to with your NetID.
  2. If you own more than one calendar, use the switcher to change to the desired calendar.
  3. From the Toolbox menu, under Superpowers, select Manage Users.
    Add a new user
  4. Click the blue “Add another user” button.
  5. Fill out the person’s information.  The username should be the person’s NetID.  At the top, click on the red “First” to add their first name, click on “Last” to add their last name.
  6. Check the box if you want the user to have access to more than one of your calendars, and type in the calendar names in the space below “Additional groups this user can access.”
  7. Select a Permissions level. A Curator (calendar owner or admin) can add other users, while a Publisher can only add and publish events.  An Editor can add an event but cannot publish it.
  8. Special notes for those who manage multiple calendars: 
  9. The calendar’s list of users will list only the people who have that calendar as their primary group.  To edit and manage users, you have to switch to their primary group and edit them there. Adding them to additional calendars later is also done from their primary group.

How to import events from another calendar system

  1. Log in to with your NetID
  2. From the Toolbox menu, select Linked Calendars
  3. Click the blue “Add a new calendar feed” button. Add a new linked calendar
  4. Paste in the feed URL/link for your other calendar. You can subscribe to events from any calendar that has an iCAL feed, including Google Calendars, and any changes you make to your other calendar will appear in the LiveWhale calendar as well.
  5. Add a Default image for these events.
  6. You can verify your feed by clicking the blue “Test your feed” button on the left.
  7. If you want to link to the event on your own website instead of on the calendar site, check the box “When possible, send all event links to the original site."
  8. Title and Description are optional.
  9. You can add default Event Type and tags that will apply to all events in the feed.
  10. Be sure to check the box “Suggest events to main calendar” at the bottom of the form.

How to embed your calendar in your website

Add a widget - a snippet of Javascript within a DIV that will display a list of events on your own page.

  1. Log in to with your NetID
  2. Click the Widgets link in the Toolbox, under Superpowers.
  3. Click the blue “Add a new widget” button.
  4. Enter a name and description for your widget, to distinguish it from others. Add a new widget
  5. Click the Simple Options button to display only the most common options. Many more options appear if you select All Options.
  6. The Widget preview on the right lets you see how your widget will look, as you build it.
  7. In the “Basic” section, under “Display the header,” enter the heading for your widget, such as “This Week” or “Upcoming Events.”
  8. Choose how many events and/or how many days to display.
  9. In the Event Types and Tags section, you can limit the events that are displayed.
  10. In the “Filtering & sorting section,” you can choose to display only starred (featured) events, and change the sort order.
  11. Your widget code will appear on the right, under “Generated widget syntax.” Paste this code into your web page. In the future, you can copy and modify it instead of having to start the wizard from scratch.
  12. The LiveWhale Support Center has more documentation on using calendar widgets.

Export your calendar as iCal, JSON or RSS. By default, the calendar feeds show a maximum of 15 events within the next 6 months. Basic feed links for your calendar are listed alphabetically on our Calendar Feeds page. Here are other examples of more specific feeds:

    All events on the Main University Calendar, in RSS format
    All events tagged Research, in iCal format
    All events in the Athletics category, in JSON format
    All events that contain the word "rice" or "science", in RSS format
    All events between Sept. 30 and Oct. 1, 2016, in JSON format
    Events in the Athletics category that contain the word "Rice", in iCal format
    The first two events in the Athletics category that contain the word "Rice", in iCal format
    The first event in both the Athletics category and on the Aggie Athletics calendar that contains the words "rice" or "science", in RSS format
    Events on either the Aggie Athletics calendar or the Employee & Organizational Development, in iCal format
  10. More documentation on how to use RSS, iCal and JSON is available on the LiveWhale site.

Shared Content section

  1. To add a shared event from someone else's calendar to your own, click on "Shared Events" under “Shared Content” in the Toolbox. After selecting the event, choose “Link to selected items” or “Make your own copy” button.
  2. Please do not add, delete or change Event Types, Shared Locations, Shared Tags, or shared Widgets. Feel free to make these changes within your own calendar space, but making additions on your own to this Shared Content will quickly fill the screen for everyone who doesn’t necessarily want or need to use them. While anyone with a Curator user level can modify these lists, please leave them as is. We had to create all calendar owners as Curators in order to allow you to manage users, and as another curator level function, we couldn’t disable it.
  3. To repeat, please make all changes to the following lists within your own calendar, not under Shared Content. Once we get the calendar live, we will put together a steering group that can evaluate what information needs to be put in the global scope.
    • Event Types - the categories that appear on the front page.
    • Shared Locations -  the list of locations that is available to all users. The list should already include every building on campus.
    • Shared tags - common tags that are used by everyone.

Working with Your Calendar

These menu items appear under your calendar name on the left side of the Toolbox.

Your Events

  • This list lets you work with the particular calendar you have switched to. For example, you can approve events recommended to your calendar.
  • You can check multiple events you want to change. Then click on the “With checked items” button.
  • Options include: approve, delete, star, share, unshare, duplicate, cancel or add event types or tags.
  • You can select the star next to the event in order to set it as featured.  This is mainly useful for displaying selected events in widgets.

Linked calendars

  • This section lists the ICAL feeds that provide automatic updates to calendar events.
  • For detailed instructions, see the section“How to synchronize events from another calendar system” above.


  • This is the image collection for your events.
  • Click on the image name to edit the information about it.  
  • Including keywords is a good idea to help with search.
  • Like events, you can make changes to multiple images. Check the box in the upper left of the images you select, then click on the “With checked items” button to delete, share, or tag several images at once..
  • The Caption is displayed below the image, and also serves as its alt attribute for screen readers.
  • You can also share images with other calendars, move them to another calendar group, or create collections to organize them.


  • This is the list of tags that have been used in your events.
  • You can merge duplicate tags on your calendar so the same tag is consistently used for the same meaning. You can even display widgets of all the events with the same tag.
  • Global tags are predetermined and available to everyone.


  • These are PDFs, Word docs, or other files used as supplemental material in your events.
  • Probably rarely used - linking to web pages is better.


  • These are your own and global locations which have been loaded into the system.  They are linked to a position on Google Maps.
  • Most buildings on campus have been added, but you may request that a location be added if it is not.  Please be sure to look closely first.  Most buildings are listed by their official name, so check against both the official name and a common name that is used.
  • Since it is powered by Google Maps, off-campus locations can be included as well.

Event RSVPs

  • Manage any RSVPs that you have used on your events, including viewing the registration list.