Managing Events & the Calendar

Standard workflow

A. Create

1. Open https://pirt.demo.weebpal.com/manage/content/events inside the https://pirt.demo.weebpal.com/manage workspace.
2. Click the + Add new button at the top right.
3. Fill in the fields (see the table below). Required fields are marked *.
4. Click Save as Draft to keep it private, or Save and Publish if you have publish rights (Manager+).
5. The system auto-creates a URL alias (Pathauto) and pushes the entry into the search index.

B. Edit

1. From the https://pirt.demo.weebpal.com/manage/content/events list, use the filters (title, status, category) to find the record.
2. Click the title — or the Edit action under the Operations column.
3. Update the content and click Save. Every save creates a new revision that you can review or roll back from the Revisions tab.

C. Publish / Unpublish

• Editor can only move content to In review (waiting for approval).
• Manager moves content to Published or Archived to remove it from the public site.
• Every status change is written to the activity log.

D. Delete

• Click Delete under the Operations column (Manager+ only).
• Drupal keeps the revision history; hard-delete requires an Administrator.

Fields

Field	Type	Required?	Editor's note
title	Text (255)	Yes	Event name.
field_summary	Long text	No	One- or two-line teaser shown on the listing.
body	Long text	No	Full description — rich text; add agenda, links, embedded media.
field_image	Image	No	Featured image (16:9).
field_event_date	Date & time	Yes	Start date/time — entered in local time, stored as UTC.
field_event_end_date	Date & time	No	End date/time — leave blank for a single-moment event.
field_event_location	Text	No	Venue / place (e.g. "Suva, Fiji" or "Online").
field_event_type	Reference (taxonomy: event_type)	No	Category — pick from the event_type vocabulary.
field_event_format	List	No	In-person / Online / Hybrid.
field_event_status	List	No	Scheduled / Postponed / Cancelled.
field_event_capacity	Integer	No	Seats. Use this field (not the legacy field_capacity).
field_registration_link	Link	No	External registration URL — overrides the default register CTA.
field_a11y_note	Long text	No	Accessibility note (e.g. wheelchair access, interpretation).
field_event_host	Reference	No	Hosting organisation.
field_working_group	Reference	No	Link to a working group so the event also shows on that WG's page.

Things to watch out for

• Two capacity fields exist — field_event_capacity (new) and field_capacity (legacy). Use field_event_capacity for new events; leave the legacy field alone.
• Date & time: enter in the correct timezone — the system stores UTC.
• Recurring events (annual): create a new record for each year. Do not re-use one record by editing the date.
• Attachments (PDF agenda, brochure): upload to the Media library and link from the Body field.
• Working-group events: set field_working_group so the event also appears on that WG's page.
• External registration: when registration runs on a partner platform, paste the URL into field_registration_link — that overrides the default conference register CTA.

How Events appear on the public site

Editor vs Manager view

The same screen as each role sees it. Click a row to expand.

Editor

Manager