Viewing Event Details

Security Note

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 the permission Basic: 7.0 View Contacts 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 the following sub-sections (depending on your security group rights):

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

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

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.

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

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), 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
  • Custom 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 requirements, owner, creation date, reference, cabinet, and folder

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 closedImage: 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 openImage: 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 EventImage: Copying an event from More Actions also offers the option to relate the copied event.

Related EventsImage: 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 BindingsImage: 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 TaskImage: 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 ReportImage: 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 Event Type editing in System Settings or bulk event type editing to set different default reports for the "Confirmation Notice" and "Invoice" reports per event type. 

The event confirmation marked as the default for your instance is displayed as "Confirmation Notice" in this section.

Email EventImage: 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.

To Add or Edit an Image From Event Details

1. Go to the Event Details View for Your Event

Event link in availability viewEvent 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 DetailsImage: 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.

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

Event Preferences editing optionsAnimation: 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.

Event occurrence detailsAnimation: 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 Start Date of the Calendar View

You can also use the arrow buttons at the bottom of the calendar grid to shift the dated display backward or forward in time.

Date choices in calendar viewImage: Use the date picker to choose which dates to display in the Calendar view.

Click on the date to reveal a date picker and choose the start date. Then, use the Weeks dropdown to show up to 16 weeks at once.

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 exampleImage: 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

Drag the event block in the schedule availability gridAnimation: 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 options in edit mode: Open in new tab, details, calendar, edit event, copy event, email event details.Image: Right-click on a  event 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 viewImage: 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 Schedule

Hours slider in the event schedule viewAnimation: Use the slider controls to change the hours displayed in the Schedule view.

At the top-left corner of the availability grid are controls for changing which hours are shown. Click and drag a point on the hours bar to adjust the hours shown in the grid.

Viewing the Event Task List

Security Note

In order to use the Task List view, a user must have the permission: Basic: 8.0 View Tasks List 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 dropdown 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.

Approve all tasks in the list at once by checking items and using the Approve Checked button.Animation: You can approve all tasks in the list at once by checking items and using the Approve Checked button.

If the tasks are assigned to you, 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.

Tip: Resource Quantities

Resource quantityImage: Look below each resource to see the quantity.

Under Resource Assignments and Appovals, items will have a quantity notation near the name of the item.

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

Security Note

In order to use the Pricing view, a user must have the Basic: 4.0 View Pricing on Events (or Basic: 4.1 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 viewImage: 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 viewImage: 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.

Using the LYNX Tab

Security Note

In order to see the LYNX tab, a user must have the Tools Access: 4.0 Access to LYNX Tool permission enabled in Series25 Group Administration.

If a 25Live event (often academic courses/sections) has been imported via the Series25 LYNX Interface, its Event Details view will often have a Lynx tab available.

Lynx tab in Event DetailsImage: The Lynx tab appears for events/courses imported via the LYNX Interface.

Pause Section 

Toggling to Yes suspend LYNX SIS imports and exports for the section you are viewing. See Pausing a Section from the LYNX Tab in 25Live for more.

Pause section yes/no toggleImage: Use the toggle to pause a section, but note that it will need to be re-imported in LYNX to unpause.

Viewing the Event Audit Trail

Security Note

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.

The audit trail shows a number of status messages attached to the actions. For example, "Location not Available at Commit" would mean that when an assignment task was acted upon, the location was not available (if it was assigned to another event).