Jill

If you switch to Trumba, you can import your calendars from that program into Trumba. Trumba supports importing of calendar data in the following formats: • iCalendar (.ics) or vCalendar (.vcs) • Comma separated values (.csv) or tab delimited (.txt) text files • Microsoft Excel worksheet (.xls) • Comma Separated Values (.csv) If the program you use can export calendars to files of one or more of these formats, you can export your calendars, and then import them into Trumba. Note Of the formats that Trumba can import, only .ics supports recurrence. For more info, see Import events from other programs.

My department has about 20 people, but only three of us maintain the calendar. If 20 people are viewing our calendar, but three are maintaining it, how many accounts do we need? Trumba accounts are single-user based, so each person who maintains the calendar should get his or her own account. In the above scenario, one of you would create the group calendar and have control over the publishing settings and customization (this would be the publisher account) and then share it with the other two people (these can both be editor accounts), giving them editing rights to add, delete and change content. The publisher account will publish the calendar your department can then view and interact with.

You're making complete sense! Thanks for all your nice words about the product. In addition to what jeremyj said, I have a suggestion that might address the issue of having to look at tons of calendars listed on the left. Under Calendar Tasks (also on the left side). Instead of creating calendars for what may actually be categories or type of events, you may instead want to create a custom field. With a custom field called Category, you can set this up as a pre-defined list of possible choices to include items such as: Swim team, Swim lessons, Events, Lifeguard schedules, Manager schedules, Maintenance, etc. and treat this field as a multi-select in case you may want to "tag" an event with more than one category. When you set it up this way, you can simplify your calendar structure and just have all events be owned by the Pool calendar. You can then set up a Filter Control spud to use the Category custom field so when a visitor is viewing the Pool calendar, they can filter events by Category instead of by all of the calendars. MORE INFORMATION ON CUSTOM FIELDS: https://www.trumba.com/help/fields/listofchoices.aspx

Q: Is there a way to generate an automatic email update to people I share calendars with or people on my distribution list when something changes on my calendar? A: Every calendar can have a Digest email with a distribution list. The publisher can set up this email and set the option to send an updated email to people on the distribution list whenever events are added or updated. If you want info about sending an unscheduled email message to people you send regular calendar updates to, see Send a message manually between scheduled messages.

Q: Can I specify the format for event email that I send to people? A: Scheduled or one-time email that you send to members of your distribution list is sent in HTML format. As the sender, you can't specify the format in which the email is sent. Recipients may be able to specify to receive messages in plain text by changing the appropriate setting in their email program. For example, in Outlook, you can choose Tools > Options, on the Preferences tab click Email Options, and then under Message Handling, select the Read all standard mail as plain text check box. This changes all mail they get to plain text, though. Other email programs might be more flexible with this. The only other option I can think of is to change it to plain text after they open the message. If anyone knows how to set up a rule in Outlook to view certain messages as plain text, please clue us in! In my version of Outlook, it appears that you'd have to set up a custom action to change the format to text, and I didn't get far enough to know how to create a custom action or whether changing the format of certain messages to plain text would even be an option.

This is a list of common issues and things to try if you get errors or unexpected results when you import a calendar file from another program. Common issues ==.csv format does not support recurring events If you export a calendar from any program to a .csv file, recurring events appear in the file as separate events. The only format in which you can import recurring events is .ics. ==When you click Import, nothing happens Your first instinct is to click again, and then you end up with the file imported twice into the same calendar. If you imported into a new calendar, you can delete the calendar and start over. However, if you imported into an existing calendar, you need to delete the duplicate events manually. When you click Import, it might take a few seconds. How long depends on how many events are in the file. When the import is finished, it might look as if nothing happened. If this is the case, click the link to return to your calendar, and you'll see the new imported calendar in the list under Others you've created. ==Events are duplicated each time you import them into a calendar The most common reasons you need to import a calendar more than once are: • Events didn't import as you expected the first time. • You're trying to keep both calendars up-to-date, and information on the one you originally imported changed, so you need to import the latest version. To avoid creating multiple copies of events, we recommend that you first import events into a new calendar rather than an existing one. If the import operation is successful, and you do not plan to import an updated version of the calendar later, you can then import the file into an existing calendar. Or you can keep the imported events on a separate calendar and mix it into others (which you should do if you plan to keep importing updated versions of the calendar later). If the import is not successful, you can delete the calendar, troubleshoot the problem, and start over. To delete the calendar, in the Your calendars list, click the down arrow next to the calendar name, and then choose Delete Calendar. ==Imported events show the wrong time This is usually caused by mis-matched time zones. If events you import originated in a different time zone, and you import them into an existing calendar, they inherit the time zone of your calendar, and event times are adjusted. In this case, you might want to import the events into a new calendar set to the event time zone (you can set the time zone for the new calendar during the import process). That way you can view the events in their native time zone, but also mix them into any other calendar to view them in your time zone. ==All day events overlap two days If you import all day events into a different time zone, they may overlap two days. For example, instead of starting and ending at midnight, they start and end at 3AM. This happens when events on the original calendar aren't set as all day events, but instead they're set to start and end at midnight (there is a difference!). To resolve the issue, set the events in the original calendar as all day events, and then export the file and import it into OneCalendar. General things to try if you have problems importing a file ==Open your file in a text editor or Microsoft® Excel to check for errors in the contents Several issues with importing .csv files are caused by extraneous commas. You can easily resolve these issues by making corrections in the source file. For example: • If you see a row of only commas (or any other characters that look like they aren't necessary), delete the row. • If the file contains some empty fields, make sure the number of commas corresponds correctly with the number of empty fields. • If your event titles or descriptions contain commas, the commas are read as field separators. Remove all commas that are not field separators. The last two problems are easier to spot if you can open the file in Excel, because a comma separates the subsequent information into a new column, and you can resize columns to easily see where the data is misaligned. ==Check for a large number of events If the file you're importing contains more than 2000 events, you will need to export the calendar into multiple files, where each file contains a section of the calendar. ==If you can, try importing the file into another calendar program, such as Outlook, Yahoo, or other. ==Import a basic test file It helps to know if the problem is happening with a particular file or with importing in general. In the program you exported the calendar files from, create a new calendar with some basic test events, export the file, and import that file into OneCalendar.

Within Trumba Connect accounts, the Event Email tab is available that allows a Trumba account holder the ability to set up two scheduled reminders along with a custom message. You can also select from a drop down list, the minutes/hours/days prior to the start of the event for when the reminder should be sent.

All published Trumba calendars allow a subscription feed to RSS, XML and iCal feeds, however Trumba does not support the ability to import an RSS feed into Trumba. Trumba does have an API for iCal import: You can download a zip file that contains the client application and a brief set of instructions on how to run the program at the following address: https://downloads.trumba.com/icsput.zip The Trumba help contents has some background information at the following URL: https://www.trumba.com/help/api/icsimport.aspx

Q: Is there a way to create a semi-public calendar that is only shared with a select group of users? A: You can do this one of two ways: share the calendar with members of your group or publish the calendar with password protection. If the other people you want to use this calendar have Trumba accounts, and you want them to be able to edit the calendar, you can share the calendar among your group. If the other people do not have a Trumba account, or they only need to view the calendar, you can publish the calendar with password protection, and then send your group the URL of the calendar along with the password.

Q: I travel quite a bit and would like to set events that occur while I'm on the road in a time zone that's different from the one set for my calendar. A: Yes, we do offer a time zone setting to allow you to enter the event in the time zone that it will occur. Your main published calendar however will always default to one time zone, so all event times will convert and display in your default calendar time zone. Using the Time Zone Control Spud along side your main calendar view allows your site visitors the option to first select their time zone and the calendar will refresh and display all events in that time zone. EVENT TIME ZONES FAQ: https://www.trumba.com/help/timezones_eventsfaq.aspx HOW TIME ZONES WORK: https://www.trumba.com/help/timezoneswork.aspx SET TIME ZONES: https://www.trumba.com/help/timezones.aspx ADD TIME ZONES TO EVENTS: https://www.trumba.com/help/timezones_events.aspx

How do I edit a recurring event? You can update the duration, start time, location, or notes for a recurring event. You can also delete all events in a recurring series. To have changes affect all future events, at the bottom of the Edit Event form, for Change, select the button to update all events in the repeating pattern. How to create common recurring event types Here are a couple types of recurring events that seem to not be straightforward to create. • Event that occurs on certain days of every week To set up this type of recurring event, for example, a class or a meeting that happens three times/week, you can create an event that recurs weekly, and then select the check boxes for the days of the week on which the event occurs. • Event that occurs every other week (every two weeks) Click Add Event, and in the Add an Event form, select Weekly every other week, and then select the check boxes for the days and specify the end date. • Event that occurs every x number of weeks, where x = a number you specify. A common example for this is an event that occurs every 4 weeks instead of monthly. In the Add an Event form, for Repeat, do this: • Select Weekly. • When the weekly options appear, for every, select the number you want. • Select the day of the week. • Event that occurs on the [1st, 2nd...] [name of day] of every month For example, an event that occurs on the 3rd Friday of every month. In the Add an Event form: • Enter the date of the first occurrence of the event. • For Repeat, select Monthly, on the 3rd Friday every Month. ("the 3rd Friday" appears as a choice if the date you enter for the event is the third Friday of that month). Instead of occurring every month, you can also specify every other month, every 3rd, and so on. How far into the future can a recurring event appear? You can schedule daily and weekly events for up to two years, monthly events for up to 20 years, and annual events for up to 200 years.