Guide on How to Schedule an Event in SpelCal (25Live)

1. Guide on How to Schedule an Event in SpelCal (25Live)

2. What is 25Live? Page 3 Accessing SpelCal (25Live) Page 3 – 4 How to Create an Event Page 5 – 17 Search Options Page 18 - 21 Table of Contents

3. How to Schedule an Event What is SpelCal (25Live) A web-based event scheduling application that allows you to create and search event information anytime and anywhere Sign into mySpelman Portal How to Access SpelCal: Link to SpelCal will be located in the Spelman Portal under the Faculty and Staff Sections 3

4. How to Schedule an Event How to Login Once you have accessed the portal, select sign in Enter your network username and password to log-in. 4

5. How to Schedule an Event Click Create an Event If you do not see “Create an Event”, please contact Geneva Lane at ext. 5042 or glane@Spelman.edu to be placed in the correct security group.

6. How to Schedule an Event Enter your Event Name, Event Type (Event Type Definitions are on the next page) and select your organization. Click Next to continue onto the next section. 6

7. Event Descriptions 7

8. How to Schedule an Event Add the number of guests expected 8

9. How to Schedule an Event Click in the box and provide details about your event/meeting Click Next 9

10. How to Schedule an Event Click No or Yes to answer the question about occurrences. Click next 10

11. How to Schedule an Event Example: Meeting starts at 1pm, you enter 12:45 and ends at 2pm, you enter 2:15, this will allow time 30 minutes in between each meeting If your event requires setup and breakdown, we ask that you enter the additional time needed in the Pre-Event and Post Event section 11

12. How to Schedule an Event Enter the building of interest and click enter, a list of available spaces will populate. 12

13. How to Schedule an Event Click on the available room of your choice. It will populate 13

14. How to Schedule an Event If someone else is the planner of this event and you would like for us to contact them for more detail, please enter their name here 14

15. How to Schedule an Event Save your event Once your event is saved, it will be entered into the approval queue. The appropriate approver will review the request and send an email with the subject line that reads “YOUR EVENT IS APPROVED” You can also edit your request 15

16. How to Schedule an Event Once your event is saved, it will be entered into the approval queue. The appropriate approver will review the request and send an email to the requestor/scheduler with the subject line that reads “YOUR EVENT IS APPROVED” You event is NOT confirmed until you receive this email. 16

17. How to Schedule an Event Note the ID#, you can use this number to look up your event in the future. Once your event has been saved, you can edit your request, view or email event details, create a To Do, Manage Relationships (this would be if you had several small events that fell under the same major event, i.e. conference and breakout sessions). You can also add this event to “Your Starred Events” on the home page (this will allow you to access it quickly) 17

18. Search Options Search Options

19. Search Options

20. Search Options

21. Search Options

22. Search Options