Private events

There are two primary approaches to creating private events in Trumba:

• The most common and effective method is to add the events to a separate calendar that you've created specifically for this purpose.
• Alternatively, events owned by a Publisher account can be tagged by that Publisher as Private.

With either approach, you can invite people to attend (and/or register for) private events in the same way as for public events.

Creating separate calendars for private events

You can create a separate calendar for internal use only, where event creators can add and edit events without risk of exposing them to the public before they're ready -- or where you can keep them without ever exposing them to the public.

You can publish this calendar, and then either use the Trumba hosted view or embed the spud code on a webpage.

Publishers or other assigned staff (with appropriate permissions) can move the events to your organization's public-facing calendar after approval, or, they can remain on the private calendar. This can be an effective strategy for managing events that aren't created (and updated) by the same people who approve and publish the events.

You can also use a separate, dedicated calendar to publish certain events to a password protected or a secured website, accessible to only a specific internal or external audience.

In either case, you control access and permission levels for the staff with whom you've shared the separate calendar, as appropriate for your organization's workflow.

Tip If your workflow requires approval for submitted events, you set up an event submission form, and then an internal submitted-event holding calendar is created automatically.

Tagging events on a public calendar as private

Another approach is to tag events on a public calendar as Private when adding them to Trumba. Events tagged as Private are hidden, visible and editable only by the Publisher account that owns the calendar (and not by the Publisher or Editor accounts who otherwise have access to the calendar). Events marked as Private don't appear on the published calendar, nor in calendar emails.

Tip If you have a single Publisher account (and thus are the only person working on your events), you may find it easier to use the Private flag within your public-facing calendar. If you have events that are created or managed by other people, however, the best practice is to add the events to a separate calendar. Otherwise, when you tag events as Private, other staff won’t be able to view or edit the events.

In the Trumba editing environment, for the Publisher who is the calendar owner, events tagged as Private appear with a lock symbol, such as shown in the screenshot below. Other account holders won't see the event.

Calendar owners see a lock symbol next to events they mark as Private.

To tag an event as private

1. In the Trumba editing environment, click Add Event above your calendar if you're creating a new event. Or, click an event title if you're modifying an existing event.
2. In the add/edit event form, on the Event Information tab, to the right of the Title field, select the Private check box. (Only the Publisher account that owns the calendar sees this option on the form.)

   

3. Click OK.

Notes

• You invite people to attend private events in the same manner as for public events. See How to set up event registration and send invitations.
• People who receive invitations to private events can register for them using links in their invitation emails.
• With private events, however, registrants aren't able to take actions with those events, such as adding the events to their personal calendars or setting email and text reminders.