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Drupal CMS: Create an event

Learn how to create an event in Drupal and add to the UCL Minds (the public events calendar) if required.

This guide is aimed at

  • Staff
  • PG Students

Before you start 

You need to be a Senior Editor, Editor or Author
When editing use Chrome, Firefox or Safari but NOT Internet Explorer

Events feed

(Not applicable if you using Drupal ONLY to create an event for the UCL public events calendar). To be able to see the events you create on your website and use the filters and calendar, you will need to have an events feed for your site. The decision to get an events feed is made by the website owner or Senior Editor who can request new feeds by emailing web-support@ucl.ac.uk.

Once the feed is set up, editors can add events which will appear automatically in the events feed. 

A) Create a new event on a departmental site

  1. On the top toolbar, click on 'Content'. Click on '+ Add content'

  2. Click on 'Event' to bring up the event content type.

  3. Complete the necessary fields - see Further guidance on fields below for an explanation of each field

  4. When you've finished creating your event, depending on your role:
  • Senior Editor: click on 'Publishing options - Draft (Current)' in the left-hand menu, choose 'Published' from the drop-down menu
  • Editor: click on 'Revision information' in the left-hand menu, choose 'Published' from the drop-down menu
  • Author (if you are a Silva user or if  a Drupal user ONLY to create an event for the Public Events Calendar, you will have Author access): click on 'Revision information' in the left-hand menu, choose 'Needs Review' from the 'Moderation state' drop-down menu.

5. Click on 'Save.'

UCL Minds (public events calendar)

The UCL Minds public events calendar (www.ucl.ac.uk/events) is hosted in Drupal. Events must be published to a departmental Drupal site before it can be added to the public events calendar. If your website is in Silva, you or your departmental events administrator will need to create the event on the Corporate Events Team Drupal site first - the CAM Events Team will approve and publish the event for the calendar. Refer to the guide for more information on the public events calendar.

B) Add a new event to the UCL public events calendar 

Create the event and request for it to be published to the events calendar:

  1. Follow the instructions above to create the event on a departmental site.
  2. Depending on your role:
  • Author: inform your Senior Editor / Editor that you would like this event published to the events calendar.
  • Silva user: CAM Events Team will publish your event to Drupal.
  • Senior Editor or Editor: once you’ve published the event (for yourself or an Author), go back to editing the event in Drupal and tick the ‘Corporate event’ box in the ‘Feedable Syndication’ section and publish. The event will then go to CAM Events Team for approval for the calendar.

Review and approval process:

3. The Events Team will review the request and will publish to the events calendar if approved. The estimated turnaround time for the Events Team to review the request is three working days. If it has been approved, then it will appear in the public events calendar within a few hours.

4. Senior Editor / Editor: go to the event in Drupal and check the ‘Feedable Syndication’ section to see if the event has been approved or rejected.

5. Author / Silva user: the Senior Editor / Editor or Events Team (if Silva user) will contact you if the event has been rejected.

The event is rejected:

6. Senior Editor / Editor: if the event has been rejected, you will see the reason why in the ‘Feedable Syndication’ section (e.g. no image). Make the corrections, tick the ‘Corporate event’ box and publish. This will then go to the Events Team for review and approval.

7. Author / Silva user: the Senior Editor / Editor or Events Team (if Silva user) will contact you if the event needs further editing. Make the corrections, click on 'Revision information' in the left-hand menu and choose 'Needs Review' from the drop-down menu. Click on 'Save.'

Further guidance on the fields

Title: the title will appear above the event and will become the clickable link that takes you to the event in feeds and search engine ranking pages.
A title can only contain 100 characters. Make sure you use keywords.

Content intro / summary: this is important for Search Engine Optimisation (SEO) as it is used by Drupal as the metadescription used by Google and other search engines. This will also be the content snippet that's used when the page is listed on results pages. 

Featured image: this will appear above the event in feeds and as a thumbnail in social shares. You can either upload a new image or search for one in the Library. Ensure you have the necessary copyright and consent to use the image. We have the following guidance on imagery:

If you would like your event to be included on the public events calendar, then you must include an image that is ideally 800px x 500px in size, or as close as possible to this width size on a ratio of 16:10. If you do not include an image, then the Events Team will reject the request. 

Description: this should be a description of the event, the topics covered, etc.

Date / Time: complete the start and end date and time for the event.

Key Information: this will include event details such as the intended audience and cost. Start typing in the department name in ‘Organising department’ and select the department from the drop down. Key Information: this will include event details such as the intended audience and cost. Start typing in the department name in ‘Organising department’ and select the department from the drop down. Booking link is the main call-to-action for registration or payment.

Feedable Syndication (visible to Senior Editors and Editors only): tick the ‘Corporate event’ box if you would like your event included on the Public Events Calendar. Once your event has been published on Drupal, the Events Team will review the event and will approve or reject the request.

Contact Details: this is required.

Location Details: including Room, Not at UCL, Building, First Line (only if Not at UCL has been selected), City, Postal Code (which will automatically pull in a Google map, Country, Contact department, Free event).

Speaker Details: you can add the name, organisation, job title/role, link, biography, organising department, organiser email, event series.

Categories (Org Units, Subjects and Communications): to understand about categories, read the information on tagging and feeds

Sidebar: this is useful if you want to provide extra content. You can use all the functionality of the text editor.

    Help and support

    For queries about events, contact events@ucl.ac.uk

    For Drupal queries, contact web-support@ucl.ac.uk

    Feedback

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