25Live Event Scheduling at Gettysburg College


25Live is the web-based scheduling and event-publishing product for the College. Developed by CollegeNET, 25Live provides one centralized calendar, scheduling system, and data repository for events. Users can view event information and request the use of space from any computer with internet capability. 

Mozilla Firefox and Google Chrome are the recommended browsers for this scheduling system.
Download Firefox. Download Chrome.

Access the events calendar

Access 25Live

Frequently Asked Questions

Tips and Tricks

25Live Scheduling System Users Guide

1. Sign in

  • Visit the 25Live login page: https://events.gettysburg.edu/25live/ and sign in using your 25Live ID and password.
  • You can also visit the campus calendar: /events/ and click on the orange “Submit Event” box located at the bottom of the left column.
    Submit Event

2. Click on the “Create an Event” button.

  • This is where the event request process begins.
    Event creation

TIP: See what is happening on campus by selecting the "Calendar" tab on the right, next to "Dashboard." Use the "Showing" dropdown menu to select event type to display (Calendar Events - ALL will display all events). Adjust the date range accordingly.
Dashboard
See Tips & Tricks for more tips like this.


Help BoxA help box is displayed in each section of the event wizard.  This box contains helpful reminders/instructions related to the completion of the section. Hover your mouse over the box to view the reminders/instructions.


3. Enter your “Event Name”

  • This field features a red asterisk (*) which means it is a required field.
  • The maximum length of your event name can be 40 characters. This includes spaces.
  • Please be specific; your event may be published to the campus event calendar, your event name should be clear and accurate.
  • Avoid using acronyms for events that will display on the campus calendar.

4. Add your “Event Description Title”

  • The event description title will appear above the event description after your event has been clicked on from the campus event calendar. Consider this to be a shortened version, or highlight, from your event description.
  • The maximum length of your event description title can be 120 characters.  This includes spaces.
  • Please be specific; your event description title be published to the campus event calendar so your event name should be clear and accurate.
  • Note: This is a searchable field.

5. Select your “Event Type”

  • Choose an event type that most closely describes the type of your event.  Only one event type may be selected.
  • Event type determine what posts to campus calendars
    • Private events and classes do not post to campus calendar.

6. Select your “Primary Organization for this Event”

  • This field features a red asterisk (*) which means it is a required field.
  • Click the down arrow in field
    Primary Org for this event
  • Begin typing organization name and system will search for appropriate organizations.
    Primary Org Search Example
  • Select your Favorite Orgs. (top of listing)
    OR
  • Click “Browse…” to get more options
  • Select the organization or office responsible for your event. You can find this by clicking on:
    • Search – type your organization name and click search
    • Index – select from an alphabetical/numerical list that populates
    • Types – select from a list that populates
    • Categories – select from a list that populates
  • Note: If the search does not return your expected result, try limiting your search to a key word from the organization’s name.

7. “Additional Organization for this Event”

  • You may select an additional organization involved with your event (ex. co-sponsor). 
    next

8. Add your “Event Head Count”

  • This field features a red asterisk (*), which means it is a required field.
  • Enter the estimated number of attendees for your event – it must be greater than zero!

9. Add your “Event Description”

This section only applies to events that will be published to the campus event calendar, skip this if it is a private event as no one will see it.

  • Add the appropriate details as they relate to your event.
  • You can embed links within your text to other websites, alter the font size and style, indent your text, and much more.  Hover your mouse over each of the icons to learn what they do; this feature resembles Microsoft Word.
    next

10. Does this event have more than one occurrence?  Yes or No

11. Select your “Event Date and Time”

  • This field features a red asterisk (*) which means it is a required field.
  • Enter only the exact date and time of the actual event; this is what will show on the campus calendar.
  • You can use calendar to select date and new drop down for times!
  • The system will default event duration to an hour, but you can adjust end time.
  • Only use pre-event time if you need space prior to event. (setup time field is mostly for schedulers and facilities use)
    next
  • For events with multiple occurrences selection is on next page. Instead, check the "Event Repeats" button and choose best option:

    A calendar will open for you to select dates from. As long as your event series is for the same time each day, you can use this feature.  

    If your event times will be different, a separate request should be completed. 

TIP: Use Ad Hoc for multiple dates. This allows you to skip dates such as breaks, holidays etc.

12. Find and select your “Event Location

  • Your starred locations appear and you can select the location where you would like to hold your event. You can also find this by clicking on:
    • Search  by Location Name…– type your preferred location name and click search
    • SAVED searches – select from a list that populates
      • Public searches – select from a list that populates of common search criteria (ex. science center classrooms, CUB spaces, etc.)

New tools:

  • new tools
  • Advanced search
    • You can search with various criteria
      new tools
  • A green check mark will appear to the right of locations that are available during your requested time.  A red triangle will appear to the right of locations that are unavailable during your requested time. You can hover over red triangle to see the conflict.
  • Select your preferred location and you will see it populate in the “Selected Locations” list to the right of the location field.  If you need multiple locations, click on each space individually and it will add each location to the “Selected Locations” list. 
    • If you would like to remove a location from your event request, click the red square that has an “X” inside that appears next to the location you wish to remove.
  • Can’t find what you’re looking for?  Send a note to the scheduler detailing the space/location you would like to reserve (see below).
  • Please note you are not guaranteed your requested event location until you receive confirmation from the scheduler.  Requests are processed in the order that they are received, and the scheduler will do their best to accommodate all requests for space.
  • For Penn Hall Lyceum and CUB 260- please use drop down listing of layouts desired.
    Penn Hall CUB 260

 

13. Select “Event Custom Attributes”

  • Add image or web site for this event. Private events will not have this.
    next

 


TIP: Set your favorites. You can set your favorites and avoid searching for Event Type, Primary Organization for this Event, and Event Locations by selected the star icon Favorite next to the appropriate selection.


14. Selected  *REQUIREMENTS for this event.

  • Check all  * that apply to this event.
    • This will trigger additional business processes.
      • (Ignore quantity)

15. Add “Event Comments”/“Notes to Scheduler”

  • Send any additional instructions and/or comments to the scheduler about your event request.
  • This information is only shown to the scheduler (not made public).

 

16. Once you have completed your event request and entered all of the necessary information:

  • SAVE 
    Save

    The system will warn you if there are missing required fields: complete and then save.

    You will see a message stating, “Your request has been successfully submitted!” at the top of the event wizard.  Your event request has been saved as a draft and forwarded to the scheduler for processing.

    Note: You will not receive an automated email confirming your event request.  You will receive an email from the scheduler once your event has been approved.


    Review your request?
  • You can confirm your event request was submitted by clicking on the “Dashboard” view on your homepage.  Your event requests are saved as drafts until the scheduler processes them. Be sure to refresh your screen to update the page. 
  • If you have any questions, you can see which scheduler has been assigned to this request.

    Notes:

    If the scheduler sends you an email asking a question about your event, please reply so that details can be adjusted and events scheduled.

    You WILL receive an email when event has been scheduled!

    When using the event wizard, you can toggle between calendar view and the wizard tool without having to restart the wizard.  Calendar view opens in new window.

    Please do not use "establish relationship" - schedulers will be using that for billing and calendar purposes.

Checking the Status of Your Requests (Drafts) /Events

  • 1. Sign into 25Live.
  • 2. Scroll down to the Event Drafts box.
  • 3. The number of events you’ve requested that haven’t been scheduled or confirmed (still in Draft status) will be listed here. You might have to hit refresh button.
    event draft

Checking the Status of Your Events

  • 1. Sign into 25Live.
  • 2. Scroll down to the Your Events box.
  • 3. The number of events you’ve requested are here
    event draft

To make changes to your event, open your events:

  • Click the desired Event Name.
  • The status of the location and/or resource requests will be shown under the Assignment heading within the Event Occurrences box. (A grey shapes indicate a pending assignment, a colored shapes indicate approved assignments.)
  • More actions: send email to scheduler.
    event draft