Drupal CMS: Add an event to the UCL Public Events Calendar

Learn about the UCL Minds Public Events Calendar and how to add an event to the calendar

From March 2019, the UCL Public Events Calendar will be hosted in Drupal and any event for the calendar will need to be uploaded differently.

What has changed?

Previously, all UCL staff could upload their own events to the UCL Public Events Calendar. Now, events must be uploaded to a departmental Drupal site first. Once this event has been published, you can then request for it to also appear on the Public Events Calendar. This is a more efficient process as you will no longer have to double post events to two different sites. The process is slightly different, depending on whether you have a departmental site in Drupal or whether your website is still in Silva.

Drupal websites

Drupal Senior Editors will consider how to manage this change within their departments as all events need to be published to the departmental website on Drupal before they can appear on the Public Events Calendar. Senior Editors can decide on:

Option 1. Allowing all staff to create events, OR
Option 2. Asking colleagues to contact a Drupal Editor within the department to upload the event

Your Senior Editor can advise on which approach has been decided. Follow the instructions below depending on the approach your department is taking:

Instructions: Option 1 (All staff can create events)

If you’re not already a Drupal user, your Senior Editor should arrange for you to get Author Access to your departmental site. Once you have access and are ready to create your event:

1. Use Chrome, Firefox or Safari, NOT Internet Explorer.
2. Go to your departmental webpage.
3. Scroll down to the very bottom of the page.
4. Click on the cross next to ‘Contact Us’ in the footer.
5. Login to Drupal by entering your UCL credentials.
6. Create the event - refer to the guide on creating an event in Drupal. Once the event has been published, it will be sent for inclusion on the Public Events Calendar (subject to approval from the CAM Events Team). For further support in creating your event on Drupal, speak to your Senior Editor.

Instructions: Option 2. (Drupal Editors create the event)

1. Contact your departmental Drupal Editor and inform them that you would like an event added to the Public Events Calendar
2. Editor will create and publish the event on the departmental site.
3. Refer to the guide on creating an event in Drupal for more information on the process (includes instructions on how to request to add the event to the Public Events Calendar).

UCL websites still in Silva

If your departmental website is not yet in Drupal, you or your departmental events administrator will need to create the event in the Corporate Events Drupal site. The event will be published to the Public Events Calendar once the CAM Events Team have approved it. This means you or your events administrator will need to get access to Drupal. Follow the instructions below to get access to Drupal and then to create the event.

Instructions: getting access to Drupal

If you are setting up your first event in Drupal, you will need to request access to the system from Digital Presence, ISD. Follow these steps to request access:

1. Type in www.ucl.ac.uk/events/user as the website address.
2. Click on the link 'log in' which in the first sentence: 'Please log in with your UCL ....'
3. Enter your UCL login credentials.
4. Email Web support with the following details:

• Confirm your name, email address and department
• I would like to request Author Access to UCL Events to create an event for the UCL Public Events calendar

5. Digital Presence will email you when access has been authorised.

Instructions – creating an event

1. Use Chrome, Firefox or Safari, NOT Internet Explorer.
2. Go to UCL Public Events Calendar.
3. Scroll down to the very bottom of the page.
4. Click on the cross next to ‘Contact Us’ in the footer.
5. Login to Drupal by entering your UCL credentials.
6. Create your event - refer to the guide on creating an event in Drupal.

Help and support

For support in creating your event on Drupal, contact your Drupal Senior Editor (if applicable).
For events related queries, contact UCL Events.
For questions about the Drupal calendar, contact Web support.