YSM Event Calendar

To view the YSM Calendar please visit, http://medicine.yale.edu/calendar.aspx

The Yale Web Services team has migrated from using the Tools Calendar System toward using an enterprise system that runs through the Current News and People Profile system ( profile.yale.edu ). Our office has created a robust tool that will allow you to achieve the same functionality of the legacy Calendar Tool, with new integration with news, profiles, and more. This opens up many possibilities and further flexibility for Yale School of Medicine’s users.

Accessing the Calendar Tool:

  • To access the new calendar tool, log into the News and People Profile System ( profile.yale.edu )
  • Log in using your NetID and Password
  • In the profile system, Navigate to the "Calendar" item in the top navigation
    • To Create a New Event, click the "Submit an Event Button"
    • To Review Suggested Events for calendars you manage, click the "Suggested Events" menu item in the left Navigation.
Event info Screen Highlighting the Required Fields for a Single Event

Event Info Section:

  1. For a single event, in the "Choose Event Type" section, select "Single Event"
    • If you would like to duplicate a pre-existing event, select the "Duplicate Existing Event" option, and use either the search bar or the list that appears in the resulting pop-up window to find the event you would like to copy.
  2. In the "Event Title" field, input the name of your event.
  1. In the "Event Privacy" field, to select whether or not you want your event to display publicly, choose either Public or Private.
  2. In "Start Date and Time" fields, choose when your event will start.
    • If your event lasts all day, select the checkbox next to "All-Day Event" and then proceed to designate your event's start and end dates.
  3. In the "End Date and Time" field, input at what time your event will conclude.
  4. To designate an Event Contact, click the "Add New" button in to the "Contacts" label.
    • To add an Internal Event contact, click the “Add New” button and type their name into the “Find Yale Person” search field. When their name appears below the search bar, click on their name and their information will populate accordingly.
    • To Add an External Event Contact, manually input their name, email address, and phone number in the appropriate fields.
  5. For either option, once you’ve designated your contact, click the “Add” button to add them as a contact for your event.

Once you have inputted this information, click the "Save and Continue" button at the bottom of the page.

Event Content Section

Event Content Section:

  1. In the "Event Type" field, click the "Add New" button and use the dropdown menu to indicate into which categories your event falls.
  2. For your "Event Status," use the dropdown to let attendees know if your event is confirmed, tentative, or cancelled.
  3. In the "Audience" field, use the dropdown to select who is welcome to attend this event.
    • Please see our support guide for more information about what each audience option means.
  1. If your event has specific admissions requirements, these can be added in the "Admission Type" field.
    • First, select the "Admission Type" (Free or Registration Fees) from the dropdown menu, then enter any specific admission details in the text box to the right.
      • For example, you might have a free event for Yale students, so you may put "Free" and then in the Textbox enter "Yale ID Required for Admission."
  2. Add a description of your event to the "Description" field.
  3. If attendees are required to RSVP, you can add the RSVP URL in the "RSVP URL" field.
  4. If your event requires an RSVP, you may want to designate someone who can receive the RSVPs to your event in the "RSVP Contact" field.
    • If this contact should be the same as the person you designated as in the "Contacts" field in the "Event Info" section, you can simply click the "Select from Event Contacts" button, and add your contact.
    • To add an Internal RSVP Contact, type their name into the “Find Yale Person” search field. When their name appears below the search bar, click on their name and their information will populate accordingly.
    • To add an External RSVP Contact, manually input their name, email address, and phone number in the appropriate fields.
  5. In the "Food Type" field, indicate the food that will be served at your event, and any subsequent notes about the selection, if applicable.
  6. To add an event location, use the "Location" field.
    • Once you have selected the type of location from the dropdown list of the above options:
      • For a Yale location: enter and choose from the resulting dropdown the name of the campus building, and enter any additional information in the areas provided.
      • For a Non-Yale locations: begin typing the street address of the desired location, and fill out any necessary additional information in the areas provided.
      • For a Virtual Location: Use the “Description” field to input any information about how participants should access the meeting.

Once you have inputted this information, click the "Save and Continue" button at the bottom of the page.

Related Materials Section

Related Materials Section:

The related materials section allows you to add supplementary materials to your event for the benefit of your attendees. These items are optional, but providing them can give you an extra opportunity to both advertise your event and prepare attendees for your event.

  1. To add a thumbnail for your event, drag and drop the file you would like into the "Thumbnail Image" section.
  2. To add a flyer for your event, drag and drop the file you would like into the "Flyer" section.
  3. To add related links pertaining to your event, click the "Add New" button, and input both the full URL and the display title for the link.
  1. To add a related document for your event, drag and drop the file you would like into the "Related Documents" section, and enter a display title if desired.
    • To add more than one document, repeat the process after you have added your first document.
  2. The "Related News" section allows you to pull news articles pertaining to your event from the News and People Profile System.
    • To add news, click the “Add New” button, and use the available filters to add the desired news article to your event.

Once you have inputted this information, click the "Save and Continue" button at the bottom of the page.

People and Calendars Section

People and Calendars Section:

  1. Use the "Add New" in the "Speakers" section to add any speakers that may be coming to your event.
    • If the speakers are yet to be announced, you can click the "Speakers are to be announced" checkbox above the "Speakers" section.
  2. Use the "Add New" in the "Hosts" section to add any internal or external hosts for your event.
    • To add an Internal Host, type their name into the “Find Yale Person” search field. When their name appears below the search bar, click on their name to add them as a host.
    • To Add an External Host, manually input their name.
  1. To add your event to any of the calendars you manage, use the "+" button to the right in the "Your Calendars" section. This will automatically add the event to the selected calendar after publishing.
  2. The "Recommended Calendars" section indicates to which calendars your event has been automatically suggested based upon the Yale affiliated people and organizations you have tagged in your event. If you would like to remove a calendar suggestion, click the trash icon to the left of the listed calendar.
  3. To suggest your event to a calendar for which you are not the administrator, use the search bar in the top right corner of the "Status of Explicitly Suggested Calendars" section to find and suggest your event.
    • You can see the status of this suggestion (Suggested, Accepted, Rejected), or remove the suggestion by using the trash can icon to the right of the listed calendar.

Once you have inputted this information, click the "Continue" button at the bottom of the page.

Please note that if an event is sponsored by several departments, groups or sections, please coordinate the listing of the event with the other sponsor(s) to prevent it from being listed twice. If you are the listing department, please be sure to check off all groups that the other sponsors want included as well.

Publishing Information Section

Publish Info Section:

  1. Before you publish your event you can view a draft, or preview, version of the event.
    • To do this, click the "Preview Event" button.
  2. To Publish your event, select the green "Publish" button in the bottom left corner.
Event Info Page for a Recurrent Event

Event Info Section:

  1. For a recurring event, in the "Choose Event Type" section, select "Recurring Event"
    • If you would like to duplicate a pre-existing event, select the "Duplicate Existing Event" option, and use either the search bar or the list that appears in the resulting pop-up window to find the event you would like to copy.
  2. In the "Event Title" field, input the name of your event.
  1. In the "Event Privacy" field, to select whether or not you want your event to display publicly, choose either Public or Private.
  2. In "Start Date" field, choose on what day your event reoccurrence will start.
  3. In the "End Date" field, input when your event reoccurrence conclude.
    • If your event cycle will end after a certain number of occurrences, select the radio button to the left of the "End after" option, and input the number of total occurrences into the box.
    • If your event cycle will end at a specific date, select the radio button by the "End by" option, and input the end date for your recurrence.
  4. Use the "Recurrence Pattern" section to determine the frequency of your event's recurrence (monthly, weekly, biweekly) and on which days. 
  5. Enter the beginning and end times for your event into the "Event Time" field.
    • If your event lasts all day, select the checkbox next to "All-Day Event" and then proceed to designate your event's start and end dates.
  6. To designate an Event Contact, click the "Add New" button next to the "Contacts" label.
    • To add an Internal Event contact, click the “Add New” button and type their name into the “Find Yale Person” search field. When their name appears below the search bar, click on their name and their information will populate accordingly.
    • To Add an External Event Contact, manually input their name, email address, and phone number in the appropriate fields.
  7. For either option, once you’ve designated your contact, click the “Add” button to add them as a contact for your event.

Once you have inputted this information, click the "Save and Continue" button at the bottom of the page.

Event Content Section

Event Content Section:

  1. In the "Event Type" field, click the "Add New" button and use the dropdown menu to indicate into which categories your event falls.
  2. For your "Event Status," use the dropdown to let attendees know if your event is confirmed, tentative, or cancelled.
  3. In the "Audience" field, use the dropdown to select who is welcome to attend this event.
    • Please see our support guide for more information about what each audience option means.
  1. If your event has specific admissions requirements, these can be added in the "Admission Type" field.
    • First, select the "Admission Type" (Free or Registration Fees) from the dropdown menu, then enter any specific admission details in the text box to the right.
      • For example, you might have a free event for Yale students, so you may put "Free" and then in the Textbox enter "Yale ID Required for Admission."
  2. Add a description of your event to the "Description" field.
  3. If attendees are required to RSVP, you can add the RSVP URL in the "RSVP URL" field.
  4. If your event requires an RSVP, you may want to designate someone who can receive the RSVPs to your event in the "RSVP Contact" field.
    • If this contact should be the same as the person you designated as in the "Contacts" field in the "Event Info" section, you can simply click the "Select from Event Contacts" button, and add your contact.
    • To add an Internal RSVP Contact, type their name into the “Find Yale Person” search field. When their name appears below the search bar, click on their name and their information will populate accordingly.
    • To add an External RSVP Contact, manually input their name, email address, and phone number in the appropriate fields.
  5. In the "Food Type" field, indicate the food that will be served at your event, and any subsequent notes about the selection, if applicable.
  6. To add an event location, use the "Location" field.
    • Once you have selected the type of location from the dropdown list of the above options:
      • For a Yale location: enter and choose from the resulting dropdown the name of the campus building, and enter any additional information in the areas provided.
      • For a Non-Yale locations: begin typing the street address of the desired location, and fill out any necessary additional information in the areas provided.
      • For a Virtual Location: Use the “Description” field to input any information about how participants should access the meeting.

Once you have inputted this information, click the "Save and Continue" button at the bottom of the page.

Related Materials Section

Related Materials Section:

The related materials section allows you to add supplementary materials to your event for the benefit of your attendees. These items are optional, but providing them can give you an extra opportunity to both advertise your event and prepare attendees for your event.

  1. To add a thumbnail for your event, drag and drop the file you would like into the "Thumbnail Image" section.
  2. To add a flyer for your event, drag and drop the file you would like into the "Flyer" section.
  3. To add related links pertaining to your event, click the "Add New" button, and input both the full URL and the display title for the link.
  1. To add a related document for your event, drag and drop the file you would like into the "Related Documents" section, and enter a display title if desired.
    • To add more than one document, repeat the process after you have added your first document.
  2. The "Related News" section allows you to pull news articles pertaining to your event from the News and People Profile System.
    • To add news, click the “Add New” button, and use the available filters to add the desired news article to your event.

Once you have inputted this information, click the "Save and Continue" button at the bottom of the page.

People and Calendars Section

People and Calendars Section:

  1. Use the "Add New" in the "Speakers" section to add any speakers that may be coming to your event.
    • If the speakers are yet to be announced, you can click the "Speakers are to be announced" checkbox above the "Speakers" section.
  2. Use the "Add New" in the "Hosts" section to add any internal or external hosts for your event.
    • To add an Internal Host, type their name into the “Find Yale Person” search field. When their name appears below the search bar, click on their name to add them as a host.
    • To Add an External Host, manually input their name.
  1. To add your event to any of the calendars you manage, use the "+" button to the right in the "Your Calendars" section. This will automatically add the event to the selected calendar after publishing.
  2. The "Recommended Calendars" section indicates to which calendars your event has been automatically suggested, based upon the Yale affiliated people and organizations you have tagged in your event. If you would like to remove a calendar suggestion, click the trash icon to the left of the listed calendar.
  3. To suggest your event to a calendar for which you are not the administrator, use the search bar in the top right corner of the "Status of Explicitly Suggested Calendars" section to find and suggest your event.
    • You can see the status of this suggestion (Suggested, Accepted, Rejected), or remove the suggestion by using the trash can icon to the right of the listed calendar.

Once you have inputted this information, click the "Continue" button at the bottom of the page.

Please note that if an event is sponsored by several departments, groups or sections, please coordinate the listing of the event with the other sponsor(s) to prevent it from being listed twice. If you are the listing department, please be sure to check off all groups that the other sponsors want included as well.

Edit Occurrences section for a Recurrent Event

Edit Occurrences

The "Edit Occurrences" section allows you to select and edit single occurrences in an event series - in the event that details for this instance of the series are different than the series itself.

  1. In the "Edit Occurrences" section, select the instance of the event you need to edit.
  2. Navigate to any section of the event that needs updated details.
    • Please note that because the event is part of a series, not all fields are available to be edited.
    • If at any time you would like to navigate back to the original Recurrent event, click on the "Return to Parent" button at the bottom of the page.
  1. When you are finished editing the instance of your event, navigate to the "Publish Info" section, and click the "Publish" button.
Publishing Information Section

Publish Info Section:

  1. Before you publish your event you can view a draft, or preview, version of the event.
    • To do this, click the "Preview Event" button.
  2. To Publish your event, select the green "Publish" button in the bottom left corner.

Calendar Support Documentation

Were you familiar with our legacy Calendar Tool? We have created a guide to help you understand the new features now offered through our Calendar Tool, in addition to the step-by-step instructions on this page.

Click here to download our guide!

Weekly Digest

Weekly Digest editor:
Jill Max
203.737.8344

Calendar editor:
José A. Martinez
203.785.7579

Request Access to YSM Calendar

Contact ysm.editor@yale.edu if you need access to a YSM calendar

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