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Reminder: Security Permissions

What you can see and do in this application depends on the security permissions associated with your 25Live user account. In addition, if your user does not have permission to view Contacts (Basic 7.0 in Series25 Group Administration) the default scheduler for a location may not be visible. If you can't access something you think you should be able to, contact your 25Live Administrator.

The name of each event in 25Live is a link you can use to view its details. Each event view has sub-sections for:

  • Details
  • Occurrences
  • Calendar
  • Schedule
  • Task List
  • Pricing
  • Audit Trail

Options available in all sub-sections    
Image: These standard controls are available in all details view sub-sections.

Event details on mobile device
Image: The tab views are available from a dropdown menu on narrow, mobile views.

Each sub-section has controls for:

  • More Actions:  An expandable section with event actions
  • Refresh:  to pull a fresh view of the data
  • Help:  to access more information about this view

A convenient dropdown menu is also available next to the Refresh icon to change the event state.

To View Event Details

After clicking on a linked event name, the main details view is displayed. An event summary with the event name, event state, event reference, dates (including repeat occurrences), and location(s) and resource(s) for the event.

You can refresh the summary using the refresh icon refresh icon in the upper-right of the summary area.

Use the star icon (Star) next to the organization name to add it to your favorites.

In the details view (depending on your institution's options and your user's security permissions), you may also be able to see information under headings for:

  • General
    • This section has all of the basic event information, most of it editable inline (see more about inline editing below)
  • Tasks Completed
    • List of task statistics with a link to "View this event's Task List"
  • Event Relationships
    • If any, related events with links to view those events' details
  • Event Categories
    • Categories associated with the event and an "Add" link for adding more categories
  • Customer Attributes
    • Listing of custom attributes for this event with an "Add a Custom Attribute" option button
  • Event Info
    • Outline of additional event information including the owner, creating date, reference, cabinet, and folder

Icon used to expand and collapse sections
Image: Use the icon to expand or collapse each section.

Each heading section can be expanded or collapsed using the expand/collapse (Expand collapse icon) icon in the heading bar.

Using the More Actions Display

More Actions closed
Image: Open the More Actions display by tapping or clicking on the expansion menu. Collapse it again using the "Collapse" link. 

Use the More Actions menu link to expand all of the options available for Events.

More Actions open
Image: Close the display using the "Collapse" link.

You can close the display using the Collapse link.

Options in More Actions

This display provides a number of extra actions to perform for this location, including:

Copy Event
Image: Copying an event from More Actions also offers the option to relate the copied event.

Related Events
Image: Related events options within the More Actions display.

  • Related Events - create or edit events related to this one to manage them as a group (see linked help topic)

Manage Bindings
Image: Bound events can be managed from the More Actions section.

  • Manage Bindings - create or edit events bound to this one (see linked help topic)

Create Task
Image: Creating a simple to-do task is conveniently done from this section.

  • Create Task - create and assign a to-do task (see linked help topic)

Print Report
Image: The Print Report section provides a quick way to get to associated reports.

Note: Setting Default Reports

The reports you see listed for "Confirmation (Detailed) and "Confirmation Notice" may be the same report in your instance. Administrators can use the 25Live Administration Utility to set different default reports for the "Confirmation Notice" and "Invoice" reports per event type.

Email Event
Image: Event Details emails can use custom event email templates.

Tip: Changing the Event State from Event Details

Many event sub-sections also have a drop-down near the top to allow you to change the Event State, with appropriate permissions. Please note, you may not be able to successfully cancel an event using this dropdown.

Image: Event State drop-down menu is near the Refresh icon.

Changing the Event State using inline editing can also trigger scenarios to send event emails. For more about Event States, see Choosing an Event State.

Inline Editing of Event Details

Many details can be quickly edited inline from the details view, including text-based fields, image fields, and more.

Using Edit Mode

Edit Mode toggle in details views
Image: Details views feature a toggle to allow inline editing.

Use the Edit Mode toggle at the top of any event, location, resource, or organization details view to turn on or off the ability to edit fields inline. When the toggle is on, edit icons appear next to many fields. Turn the toggle off to protect fields from accidental edits.

Inline Edit Formal Names of Objects

Hover cursor to edit
Image: Hover your cursor over the field to reveal the editing

The formal name field for locations, resources, organizations, or contacts can be edited by hovering your cursor over the name to reveal the editing icon (Edit icon) option.

Inline Editing Text-Based Fields

Image: Use the edit icon to change text-based fields inline from the details view.

For text-based fields, use the edit icon Edit icon to enter the editing mode, make changes, then use the Save button. The Cancel button is available to exit editing mode without saving changes.

Editing multi-line text fields
Image: Multi-line text fields can also be changed using the edit icon.

The same edit icon Edit icon appears next to multi-line fields, like addresses, to allow editing.

Editing Comment Fields

Plain text comment field
Image: Plain text comment fields are found in event details.

Some comment fields are large text fields and can only display plain text, such as those used in event details.

Rich text comment field
Image: Location and Resource comment fields accept HTML and/or rich text.

Some comment fields use rich text editors for inline editing that can render styles, images, and some HTML (such as links or embedded elements). Examples of uses include adding emphasis to text, images of resources, or 360 degree views of locations. Look for the rich text menus and controls to tell if the field accepts styled elements.

Inline Editing Image Fields

Image attached to custom attribute in Event Details
Image: If you need to edit an image attached to a custom attribute, use the Edit link.

Image attached to custom attribute can be edited inline by using the Edit link above the image. Remove the image with the X link above-left of the image.

Inline Editing Drop-down Menu Fields

To edit any fields in Details views displayed as a drop-down menu, simply tap or click on the menu then scroll to select a choice. Some fields, such as Event Type, contact roles such as the Scheduler and Requestor, and Organization use a search field to make selecting your choice easier. 

dropdown search field for inline editing
Image: Some fields use a dropdown search field to allow inline editing.

Changes will be saved immediately upon closing the menu.

Inline edit default location layout
Image: Default location layouts can also be edited inline with a dropdown menu.

Inline Editing of Attached Files

Image: You can add or remove attached files from the details view.

To remove listed attached files, use the X icon. However, be aware that removing files is an immediate and irreversible action. Use the Choose File button to attach additional files to the event.

Inline Editing Multiple Selections (such as Categories)

Use the Add link in the Event Categories section to reveal a category list with checkboxes. Select as many as are needed then use the Done button to save your changes.

Inline Editing of Toggled, Date-Based, Text, and Select Fields

Many fields have toggle or date controls, such as Custom Attributes.

Demonstration of toggled and date field inline editing
Image: Use the Yes/No toggles to edit values, and use the date picker to change dates.

Fields with a yes/no choice can be set on or off using the sliding toggle. When adding a new custom attribute, you must set the toggle before the attribute is saved as added. Simply tap or click on a date to select a new date. Type values into text fields. Select from dropdown lists. Changes will be saved immediately.

Inline Editing Custom Attribute with Discrete Dropdown Options

Inline editing discrete dropdowns on custom attributes
Image: Attributes with discrete dropdown options can be inlined edited.

Administrators can define discrete dropdown options for user defined event custom attributes of the text type in System Settings. To change options, choose from the list. Changes will be saved immediately.

Inline Editing Relationships

Adding resource relationship inline
Image: There are a few simple steps to add relationships to a resource.

Locations and resources can have defined relationships to other locations and resources, which can be added through inline editing in details views.

Adding related location inline
Image: Steps for adding related spaces for a location are very similar.

Use the Add Relationship button to start. Select the relationship type, then search to find the related item. Save your choices with the Done button. To remove a relationship, use the X next to the related object.

Inline Editing Notification Policy

Locations, organizations, and resources can set notification policy, which generates tasks for specific users when those objects are added to an event.

To configure notification policy, select the following before clicking Save:

  1. The Approval Type
  2. The deadline for approval
  3. The user(s) who will receive the notification tasks
  4. The notification style for each user

For more information on these options, see Notification Policy in 25Live.

Image: Select details and click "Save" to configure notification policy

To Add or Edit an Image From Event Details

1. Go to the Event Details View for Your Event

Event link in availability view Event link in calendar  Event link on dashboard
Image: Any link on an event name will take you to its Event Details view.

The name of each event in 25Live is a link you can use to view its details.

2. Find the Custom Attributes Section

You can expand or collapse each section in the Details view using theExpand collapse icon icon in the heading bar.

3. Add or Edit the Desired Image Custom Attribute

Image attributes in Event Details
Image: Use the Add a Custom Attribute button to add, or you can edit an image attribute already associated with the event.

If you need to add a new image, use the Add a Custom Attribute button.

If you're editing an image attribute already associated with the event, find it in the Custom Attributes section.

4. Make Sure the Image Information Saves

If adding or editing an image file reference, 25Live's inline editing will save your changes when you click away from the URL field.

If adding or editing an image file, use the Upload button after choosing or uploading an image.

Other Event Detail Sub-sections

Viewing Event Occurrences

In the occurrences view you can see Event Preferences as well as more granular details of locations (and layout of each) and resources (and quantities) assigned to each occurrence. 

To View and Edit Event Preferences

Animation of event preference editing
Image: Using the Edit link to add and remove preferences.

Use the expand/collapse Expand collapse icon icon to reveal the event preferences, if any have been saved. The Edit link will display Edit buttons you can use to add or remove preferences.

To View and Edit Individual Occurrence Details

Image: Arrows in the Event Occurrences section expand/collapse details.

The Event Occurrences section provides arrows to expand/collapse occurrence details. As illustrated above, use the arrows on the title line of the event occurrences list to expand/collapse all occurrences, and use the arrows on each line to expand/collapse individual occurrences.

Animation of expanding event occurrence
Image: The expanded details for an event occurrence also include a display start and end time.

When expanded, each occurrence displays extra details including start and end times, locations and layouts, resources and quantities, and special instructions. Location and Resource icons in black and white are saved as preferences.

You can also use the Settings icon (Settings icon) to switch to a Separated view of occurrences when viewing details for events using multiple segments.

Viewing the Event Calendar

The Calendar view shows you an easy to read grid of days on which this event takes place. This view also allows you to create events by using the create event Create Event icon Create Event icon in the calendar grid.

Reminder: Expand Your View to Related Events

You can use the Related Events checkbox to expand the displayed results.

To Change the Timespan Displayed in the Calendar View

Calendar view controls
Image: Use the time span controls to choose how many days display in the Calendar view.

You can choose from three different time span settings in the Calendar view:

    • 3-Day
    • Week
    • Month

To Change the Start Date of the Calendar View

Date controls
Image: Use the date picker to choose which dates to display in the Calendar view.

You can click on the date to open a date picker. Choose the start date of your 3-Day, Week, or Month display of dates.

Use the arrow Arrow buttons Arrow buttons at the bottom of the calendar grid to move the dated display backward or forward.

Viewing the Event Schedule

The Event Schedule views consist of four main parts:

    • Event summary at the top of the view
    • Availability toolbar across the top of the schedule availability grid
    • Left sidebar: Dates are displayed, spanning 30 days from the selected date
    • The availability grid with top column headers showing hours for the selected date

The grid uses color codes to indicate availability and the status of events:

Color coded availability grid example
Image: In the above example, the “Northwest Art Awards” event is scheduled from 3:00 pm - 5:00 pm, shown in green, but the event also has setup/pre-event time and post-event/takedown time, shown in light green.

    • Blank/White: Available
    • Gray: Closed hours, based on the location's open/closed hours
    • Black: A blackout hour
    • Green: A normal event with occurrence start and end times
    • Light green: Setup/pre-event or post-event/takedown time before and/or after an event time
    • Orange/Beige: Location unavailable due to a relationship with another location
    • Purple/Gray Slashes: Pending location reservation

Image: You can drag the event block to a new date and time in the Schedule availability grid.

The availability grid also allows you to change the event date and time by dragging the event's colored block within any available grid squares. Check the "Snap To Grid" checkbox above the grid to restrict times to half-hour blocks, or uncheck the checkbox to freely move the event to any time.

Right-click menu
Image: Right-click a block to display editing and viewing options.

You may also right-click on a regular occurrence block (in green) to display editing and viewing options for that occurrence.

To Change the Date Displayed in Availability View

Calendar date choice in availability view
Image: Clicking on the date opens the date picker.

To choose a new date (other than the previous or next), click on the date text to open the date picker. Use the arrows on either side of the date to go to the previous or next date.

To Change the Hours Shown in the Grid

Animation of changing displayed dates for grid
Image: Use the slider controls to change the hours displayed in the availability grid.

At the top-left corner of the availability grid are controls for changing which hours are shown. Use the control hours slider icon to open the "Hours Shown" display. Move the sliders along the line to adjust the hours displayed in the grid.

Viewing the Event Task List

Minimum security required

In order to use the Pricing view, a user must have the View Tasks List permission enabled in Series25 Group Administration.

A "task" is a To Do item, location/resource assignment request, or approval/FYI notification assigned to one or more 25Live users. Just as with other Event Details sub-sections, there is a convenient event summary at the top of the Task List sub-section. 

In the Task List toolbar you can:

    • Check the Related Events checkbox to view tasks for related events
    • Use the event state drop-down menu to change the event's state
    • Use the View drop-down menu to choose between:
      • Viewing All Assigned Tasks (tasks for all users for this event)
      • Only Tasks Assigned To You

In the task list, the details of tasks associated with this event (or related events) are displayed. Tap or click on most of the columns to sort by that column header, and tap or click the column heading again to reverse the sort order.

animation showing using the All checkbox
Image: You can approve all tasks in the list at once by checking items and using the Approve Checked button.

Use the checkboxes in the first column to check individual tasks or the top checkbox to check all tasks. You can then use the Approve Checked or Deny Checked buttons to perform actions on more than one task.

Some fields, such as dates and comments for eligible tasks assigned to you are editable inline. Simply use the edit icons Edit icon to enter the editing mode and tap or click outside of the field to save your changes.

You can also use the appropriate action buttons to complete the task:

    • Approve or Deny to complete an approval notification
    • Assign or Deny to complete a location or resource assignment request
    • Complete or Ignore to complete a To Do task

See Viewing Tasks and Completing Tasks for more.

Viewing Event Pricing

Minimum security required

In order to use the Pricing view, a user must have the View Pricing on Events (or Edit Pricing on Events) permission enabled in Series25 Group Administration.

A user in the Scheduler role will also have access to this tab even without this permission.

Overview of pricing view
Image: Overview of Pricing view.

Just as with other Event Details views, there is a convenient event summary at the top of the sub-section.

The Pricing view gives you a line item list of all items with columns of details.

To Choose Which Columns Display in List View

Column controls in list view
Image: Choose Columns button.

Use the Choose Columns button to reveal a list of all available columns. Check the boxes next to any you wish to display.

To Print an Invoice

Use the Print Invoice button to generate an invoice for distribution. See Generating an Invoice for more.

To Edit Pricing

To change event pricing, use the EDIT link. See Viewing and Modifying Event Pricing for more.

Viewing the Event Audit Trail

Minimum security required

In order to view the Audit Trail, a user must have full Object Security permissions to edit the event.

A user in the Scheduler role will also have access to this tab even without this permission.

After the familiar event summary at the top of the Audit Trail sub-section, a sortable list of changes to this event is displayed. Tap or click the Date, User, or Action column headings to sort by those columns. Tap or click the heading again to reverse the sort order.

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