Introduction

These instructions are directed to staff assigned to review and approve events submitted by users of the /event-submission form.  When an event is submitted in this way, the Trumba calendaring system places the new event in a private "Pending Approval" calendar and sends an email message to comm-calendar-approver@austin.utexas.edu.  Calendar-Approvers access events in the "Pending Approval" calendar and may then approve events by placing them in the public calendar.

Persons in this Calendar-Approver role should add the inbox for comm-calendar-approver@austin.utexas.edu  to their Outlook setup so that they see emails from Trumba when events are submitted.  When an event is submitted, the calendar approver inbox receives a message such as the following:

Upon receiving notification of a submitted event, a Calendar-Approver may take one of the following actions:

• Approve the event by following the event's link in the email message
• Approve the event from the Trumba "Main" page
  • Select event(s) and use menu to move them to "College of Communication"
  • Select event(s) and use menu to Approve them
• Communicate with the submitter about the event, e.g. for more information
• Place the event in a hidden "Do Not Publish" calendar for possible later approval
• Delete the event permanently

Receive e-mail from Trumba Event Calendar requesting approval

• We recommend that you add the Calendar Approver email account (registered in Trumba) to your Outlook UI, so that you’re notified when that account receives email via Trumba Event Submission.  For example, if comm-calendar-approver@austin.utexas.edu is the Calendar Approver email account; make sure it is visible when you log in to Outlook.
• Each event submitted generates an email delivered to the above email account.
• The email contains complete event information; if you wish to approve it individually at this time, you may click the name of the event in the email which takes you straight into the Trumba "Edit Event" page for that event.  If there a changes to be made to the submitter's information (e.g., spelling corrections), they can be made at this time.  From this page, you can "Approve" the event by changing the "Owning Calendar" from "College of Communication >> Pending Approval" to the public calendar, "College of Communication"