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 new 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.
  • Submit EventYou can also visit the campus calendar: /events/ and click on the orange “Submit Event” box located at the bottom of the left column.

2. Click on the “Event Wizard” tab or the "Create Event" button.

  • Event creationOnce you are signed in to 25Live, you will see a row of tabs across the upper left side of the page. Click on the second tab - "Event Wizard"
  • This is where the event request process begins.

DashboardTIP: 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. 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, so your event name should be clear and accurate. 
  • Avoid using acronyms for events that will display on the campus calendar.
  • Remember that 25Live is a web-based scheduling and calendar system and will be viewable.

4. Select your “Event Type”

  • Click on “All Event Types”
  • Choose an event type that most closely describes the type of your event.  Only one event type may be selected.

5. Select your “Primary Organization for this Event”

  • This field features a red asterisk (*), which means it is a required field.
  • 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.

6. 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.
  • Please do not add time for room setup and/or tear down – the scheduler will take care of this.
  • AdHocRepeatingFor events with multiple occurrences:
    • Please do not uncheck the "Same Day" box unless your event actually spans past midnight (ex. CUB party from 8 p.m. – 2 a.m.). Most reoccurring events do not meet past midnight.  
    • Instead, check the "Event Repeats" button and choose “Repeats, Ad-Hoc.”  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. 
    • If the space shows a caution symbol to alert you of conflicts, scroll up to the top left part of the page to check the Event Status box. Here you will find which date(s) in your series have a conflict. Go to "Customize location assignment" in your location field to view all of your requested dates. Uncheck the dates in red (which are causing a conflict), and choose another location for those dates.  You also have the option of removing the conflicting dates in entirety, should you decide not to meet. 

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

 

7. Click “Next” at the bottom of the page.

  • Click the “Next” button at the bottom of the page to continue with your event request.
  • You can also use the panel on the left side of the page that says “Edit Event Details…” to continue with your event request.
    • Each gray box represents a different page in the event wizard. The page you are currently on is light blue and white.  To move to another page in the event wizard, click on a gray box.

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 in both the “Expected” field and the “Registered” field.

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.


9. Select your “Event Location”

  • Select the location where you would like to hold your event. You can find this by clicking on:
    • Search – type your preferred location name and click search
    • Index – select from an alphabetical/numerical list that populates
    • Categories – select from a list that populates
    • Features – select from a list of room features that populates
    • Layouts – select from a list that populates
    • Capacities – select from a numerical list that ranges from “0” to “200 and greater”
    • Your 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.)
  • Note: If the search does not return your expected result, try limiting your search to a key word, such as a building name.
  • A green check mark Check markwill appear to the right of location that are available during your requested time. The share icon Share is displayed next to a location that's available only because it's assigned to an event willing to share. A red triangle Error will appear to the right of locations that are unavailable during your requested time. Roll your cursor over the icon to learn more about why the location is unavailable for individual occurrences. The blackout icon Blackout indicates a blackout has been specified for the date/time. The clock icon Clock indicates the date/time violates open/close hours.
  • Select your preferred location and you will see it populates 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.
    • If multiple dates- and space is not available for some date- remove the space from days not available. Shade red field will disappear.

  • LocationsCan’t find what you’re looking for?  Send a note to the scheduler detailing the space/location you would like to reserve (see below). We will work to offer alternative spaces for those dates desired space is not available.
  • 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 selected spaces (CUB260, the Ballroom, and Penn Hall Lyceum), you should add layout desired, by selecting from drop down list.  Do not write in setup notes; this area is for schedulers.

TIP: You can limit your search to only show you available spaces by checking the box next to “Hide Unavailable Locations.”

10. Requirements

Please select all that apply to your event. These are based on event type, so may not apply to all events.

These trigger additional business processes that are necessary before we can confirm your event.

11. 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).

12. Skip “Event State”

  • Your event request will always be a draft until approved by the scheduler.

13. Click “Next” at the bottom of the page.

  • Click the “Next” button at the bottom of the page to continue with your event request:
  • Remember, you can also use the panel on the left side of the page that says “Edit Event Details…” to continue with your event request.

This ends the process for most events. Select Finish to save and send event to scheduler.

Page 3 is primarily use for public calendar events.


TIP: If you would like your event selected as a Featured Event, please enter an accurate event description. Email news@gettysburg.edu with the event details to have your event considered.


14. Add your “Event Description Title”

This section only applies to events that will be published to the campus event calendar.

  • 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.

A 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.


15. Add your “Event Description”

This section only applies to events that will be published to the campus event calendar.

  • 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.

16. Select “Event Custom Attributes”

  • Please select and complete all that apply to your event.
  • Keep in mind anything that you select may require additional business processes.

17. Review “Additional Organization for this Event”

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

18. Review your request

  • Check the panel on the left side of the page that says “Edit Status” and “Edit Event Details…” to review your event request.  The “Edit Status” box will let you know of any required fields that need to be completed.
  • Missing or incomplete required fields are noted within each box under “Edit Event Details…” by a red asterisk (*) and red text.  Click on the red asterisk (*) or red text to open the required field and complete it.

19. Click “Finish”

  • Once you have completed your event request and entered all of the necessary information, click the “Finish” button.
  • A message saying, “Your event has been successfully saved!” will appear at the top of the event wizard.  Your event request has been saved as a draft and forwarded to the scheduler for processing.
  • This is a critical step in the event request process!
  • 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.
  • Please completely finish the event request process by closing your event.
  • 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. 

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.

Please do not use "relationships" as schedulers will be using that for event billing and reporting.


Event DraftsChecking the Status of Your Requests
(Drafts)

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 refresh.

Darfts4. You can also see Your Events on the home page.

5. 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.)