Add events in bulk to New Calendars module

Misty Flowers

December 14, 2023 16:12

Ready to get started with New Calendars?

We're excited to share our updated plan and timeline for transitioning to the New Calendars module. Thank you for your patience and support as we work to make this migration smooth. Although our original timeline has shifted, we're confident this revised plan will ensure a successful rollout.

Now – June 2025: Seeking 100 clients for early migration. Due to the large volume of requests received, the form has been disabled. If you are selected, expect us to reach out before the end of June with next steps.
July 2025 - December 2025: Clients not selected for early migration can initiate their own fully automated migration. We'll reach out with more details.
January 2026: All clients can initiate their automated migration.
July 1, 2026: End of Life for Calendar Manager. Remaining clients will be migrated.

Learn more about New Calendars:

Upload vs integrate

Using the Import Events window to upload a .csv or .ics file completes a static, one-time upload of events. This is sometimes confused with the process of Integrating a .ics calendar. An integration initiates a one-way dynamic sync to flow events in from another calendar source to continually appear and update in the Calendars module. Choose the one that works best for you!

Upload datasheet to New Calendars module

Use a Calendar Upload Datasheet to upload all of your events to New Calendars module with one click!

Important Note

These steps are for uploading events in bulk to New Calendars module. For instructions on uploading events to legacy Calendar Manager module, check out the article, "Add events in bulk to legacy Calendar Manager."

Step 1: Download datasheet template

To upload events, download this template and follow the directions in Step 2 to assist you with completing the template correctly.

Download template for New Calendars module

Single Calendar Events Datasheet

Step 2: Open the template in Excel or Sheets and rename immediately

Open the template in Excel or Sheets.
Rename with a unique name for your revised template.
Each row of the spreadsheet contains a specific event, while each column represents information pertaining to an event, such as date, start time, end time, and so on.

new cal events datasheet screenshot.png

Step 3: Follow exact column instructions

Copy and paste event details from another spreadsheet or type your events into the correct columns following the exact instructions in the first gray column, also elaborated below.

Title column

The Event Title is required for all events.

Start Date column

The Start Date is required for all events.

Enter the year only in 4-digit format (YYYY , i.e., 2024) instead of 2 digit format (YY, i.e., 24).
For best results, use the ISO 8601 date format (YYYY-MM-DD) as it is unambiguous.
If using the North American format, use slashes (MM/DD/YYYY)
If using the International format, separate it with dashes (DD-MM-YYYY)

Start Time column

Specify a start time. If event is an All Day event, leave blank.

Use internationally-recognized ISO 8601 time format of HH:MM:SS (23:59:59).
If using 12-hour time clocks, include AM or PM (02:30:00 PM).

End Date column

Must be included when adding an End Time or the system will assume it's an All Day event. Be sure to double-check date ranges to ensure all intended events are captured.

The entered "End Date" is exclusive, meaning it will not be included in the import.
For example: An import set from Jan 1–31 will exclude events on Jan 31; only events up to Jan 30 are processed.

End Time column

Specify an end time. If event is an All Day event, leave blank.

Must include End Date when adding an End Time or will be added as an All Day event.
An event is considered All Day if Start Time, End Time, or End Date are blank or invalid.

Description column

This space is a place to add event details, contact info, etc.

Location column

Adding a location to an event ensures that your community knows where to show up.

Important Note on Recurring Events

Recurring events cannot be uploaded in bulk via a datasheet.

Step 4: Delete first column!

delete first column.png

Important Note on deleting first column

Upload will not work successfully if the first column of the datasheet has not been deleted before upload.

Step 5: Download file in .csv format

Are you using Excel, Sheets, or Office 365 (Excel browser app version)?

Download instructions for Excel

From the File menu and select File > Save As. Choose CSV UTF-8 (Comma delimited) (.csv).

Download instructions for Sheets

Select Download As from the File menu, and choose Comma Separated Values (.csv)

download as comma separated values file.png

Download instructions for Office365 Excel browser app

If you are using the browser or app version of Excel from Office365, you must save your spreadsheet as a CSV UTF-8 version.

Here's how to do this:

Go to File > Save a Copy (or Save As)

In the new window, on the right side, choose CSV UTF-8 (Comma delimited) file format and click Save.

Step 6: Import .csv or .ics format datasheet(s) into Calendars module

In the Calendars module, click the + next to Available Calendars to Add a Calendar.
Enter a Name, select a Folder, and choose the Calendar Type: Standard.
Hover over the three-dot More menu next to the Month dropdown in the top right corner. Click and select Import Events.

Import Events Options

Here are the options for importing events into Calendars module:

Import from URL: Copy and paste a URL to complete a static upload of events.
Or import from File: Drag and Drop or Select File to upload the following supported formats.
- ICS
- CSV
Import to calendar: Here is where you will designate which calendar(s) will hold the events you are uploading in bulk.

click to import datasheet.png

Once you click Import, a Confirmation message will appear.

click to confirm import.png

Now your events will populate in Calendars module. Click on a folder to expand out your calendars and select a calendar to view the events you've just added in bulk.

Next step: Display events on your website