Webtools How-to Guide
Event: Basics
How to...
How to create a basic event
There are two ways to create an event in Webtools: (1) You can either click Add under the Event Editor title on the Webtools homepage, or (2) you can click the Event Editor link in the Event module box and click New Event. On the Add Event page, you will see a number of sections: Basic information, Meta Tags, Images & Documents, Advanced Media Files, Event Details, Location, Contact Information, Sponsors, Related Centers, Related Articles, and Related Events.
There are a few required fields at the Basic Information section. These are indicated with an asterisk and must be filled out. Anything else you see on the page is optional.
In the Basic Information section, you should start by selecting either Event or Conference in the first dropdown. Some of the section fields and event features vary according to the event type you choose. A comparison of the two types is shown in the below table:
| Events |
Conferences / Event series |
| Start date, start/end times |
Start/end dates, start/end times |
| Can create event sessions |
Can create conference events |
| Sessions are manually created on the Edit Event page |
Events are chosen among existing events |
| Can edit/update the sessions on the Edit Event page |
Should edit/update events on their perspective pages |
For more information on managing event sessions and conference/series events, please visit here.
Regardless of the event type, you should always enter an Event Title. Adding a Subtitle is optional. The subtitle will often be displayed right below the event title on your center page.
Unit/Center/Program is something you should select based on your account, so that the event will be published on the right website.
In the Event Type dropdown, on the top portion, you will find an alphabetical list of event types.
An abstract is optional, too. Although you may not need to provide an abstract, it is recommended as it is probably displayed in one place or another on your website. You will probably need to provide an event body.
These instructions are all you need to create a simple event. Finally, during your work and after you are done, you should always remember to click Save, OK on the confirmation prompt, then Exit.
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How to edit an event
In order to edit an event you created on Webtools, go to the Event Editor, and locate the event you want to edit by filtering or searching.
Once you locate the event on the events table, click the Edit link in the Action column. Here you will find yourself on the Edit Event page, where you can find the same fields you used to create the event.
Please remember to click the Save button on top of the page frequently for safer editing. Once you are finished with the event, do not forget to check out from the event by clicking the Exit button.
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How to preview an event and use the QR code for publishing
In order to preview an event before publishing, you can either click the Preview link on the Event Editor page, or when editing, click Save & Preview on the top toolbar.
The default preview is the Webtools view. Here you can see all images and content with little to no formatting so that you can you can see everything in one place and check it before publishing. When you select a center/program from the preview dropdown, it shows you what the event looks like on that center's website.
When on a center view, you can also choose from a number of resolution options to see what the page would look like on different screen sizes including mobile devices. Clicking the Reset button fits the page to screen.
Finally, on the top right of the page you will see a Quick Response (QR) code which, once scanned, takes you to that particular event on the website of the center/program that you chose from the preview dropdown. You can right click on the code and select Save image as... or copy it to use in emails, printed materials, etc.
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How to search/view events by a center/program, event type, title keyword, or event ID
In Webtools, when you go to the Event Editor, the default events table shows all events that have ever been produced.
You can use one or both filtering dropdowns: Filter by Center, Filter by Event Type or use the search box with a title keyword or the event ID number. After you have chosen one or multiple search options, click Search.
Clicking the Reset button brings back the full listing of all events.
If you know the event ID number, or after grabbing the event ID number from the last portion of the event page URL, you can enter it in the search box and click Search to find only that particular event and all the associated action options.
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How to add meta tags by country
On the Edit Event page, right below the Basic Information section, you will find Meta Tags.
Meta tags offer another possible way of sorting events: Tag by Country. You may want to tag your event with various country tags, which would make your content easier to search for - we encourage all centers/programs to use meta tags for potential filtering purposes.
It is as easy as selecting all items that apply to your event and clicking Save.
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