WebCalendar User Manual

Document Version: $Id: WebCalendar-UserManual.html,v 1.5 2004/02/25 17:35:58 cknudsen Exp $
WebCalendar Version: 0.9.42

Table of Contents


WebCalendar is a multi-user calendar system. It is intended to be simple to setup and use while still providing advanced features and flexibility to serve the purposes of a widely varied user base. It can be used to as an events calendar for an organization or as a scheduling system for an intranet.

WebCalendar is an open source application. What does this mean for you? You get to use the application free of charge. (See the licensing section for more information on licensing.) Additionally, you have access to the WebCalendar developer community. You can post questions to various forums and have knowledgeable developers respond.

The primary site for WebCalendar development is at SourceForge.net:


The first public release of WebCalendar was in December of 1999.

Users and Events

WebCalendar can be configured to operate in either single-user or multi-user mode. Note: If your installation of WebCalendar is a single-user configuration, a large portion of this document will not apply.

All events entered into the system will be associated with one or more users. There is no limit to the number of users that can use WebCalendar (aside from system resources such as database space). Each user will have a status for the event: "Waiting for Approval," "Approved" or "Rejected." (If your system is configured to not require approvals, then all events will always be in the "Approved" status).

If you add an event with yourself as a participant, your status will be "Approved" by default. If you include any other users, then their status will be "Waiting for Approval". If configured to do so, event participants will receive an email notification indicating that there is a new event waiting for approval. (The user who creates the event will not receive this email notification since their status will automatically be set to "Approved.") When viewing the full details of an event, the status of event participants will be designated as seen below:

Event Status Screen Shot


Repeating Events

Repeating events may be used to create recurring event entries on your calendar. You may select an end date so that the event stops recurring at the specified date. The "Frequency" field allows you to specify how often the event occurs. A "0" or "1" in the "Frequency" field will indicate the event occurs every time (every day for daily, every month for monthly, etc.) A "2" in the "Frequency" field will indicate the event should happen every other time (every other day for daily, every other month for monthly, etc.)


If you select "Daily", the event will repeat at the same time every day until the end date (if specified).


If you select "Weekly", the event will repeat every week on the days selected until the end date (if specified). You must select days in the "Repeat Days" section when using repeat "Weekly".

Monthly (by day)

If you select "Monthly (by day)", the event will repeat on the same weekday of the month every month until the end date (if specified). For example, if the initial date is the second Monday of the month, the event will repeat on every second Monday of each month.

TIP: This feature can be used to handle complicated repeating events like Thanksgiving, which is the fourth Thursday in November. You would select the initial date to be the proper Thanksgiving date and then enter "12" for the "Frequency". This would tell WebCalendar that the event happens on the fourth Thursday of the month on every 12th month, starting in November.

Monthly (by day (from end))

If you select "Monthly (by day(from end))", the event will repeat on the same weekday of the month (counting back from the end of the month). For example, if the initial date is the last Friday of the month, the event will repeat on every last Friday of each month.

Monthly (by date)

If you select "Monthly (by date)", the event will repeat on the same date of the month every month until the end date (if specified). For example, if you the initial date is May 12th, then the event will repeat on June 12th and so on.


If you select "Yearly", the event will repeat on the same date every year until the end date (if specified).

External Users

If your system is not configued to allow External Users, you may skip this section.

External Users* allows you to add participants to an event that are not WebCalendar users. When adding or editing an event, you will see a free text area titled "External Participants." In this area you can enter names of participants. If your system is configued to allow it, the External Participants will receive email notifications and email reminders if their email address was specified.

The proper way to specify External Participants is one name per line with an option email address. All of the following would be legal entries:

Joe Smith
Smith, Joe
Joe Smith <jsmith@xxx.com>
When an email address is encountered (within the '<' and '>'), that user will receive email notifications and reminders.

NonUser Calendars

NonUser Calendars* allow you to maintain a calendar that is not associated with a user. Users can then either view the calendar of the NonUser Calendar (if the system settings allow it) or add the NonCalendar user as a layer to their own calendar. (See Layers documentation.)

This can be used for resource management such as scheduling usage of a conference room. If used in combination with views, you could quickly view the availability of multiple conference rooms on the same page.


If your system is not configured to use categories, you may skip this section.

Events may be associated with a category, but it is not required. Categories can be user-level or global. Each user maintains his own list of user-level categories and the system administrator maintains the list of global categories.

When creating or editing event, you may specify the category for the event. If you include participants other than yourself, the category that other users will see will be "None" (if you selected one of your user-level categories) or the same category you selected (if you selected a global category).

When viewing the calendar (month, week or day), you will see a selection box near the top of the page that allows you to filter events based on a category. When you select a category from this menu, only events associated with that category will appear in your calendar.


Views* allow you to see the calendar of more than one user (or NonCalendar User) at a time. You can create a new view by using the "Manage Views" link at the bottom of each page. There are a handful of different types of views summarized below.


The "Day" view shows each users' availablity for the selected day.

Day View Screen Shot

Week (Users horizontal)

Week (Users Horizontal) Screen Shot

Week (Users vertical)

Week (Users Vertical) Screen Shot

Week (Timebar)

Week (Timebar) Screen Shot

Month (Side By Side)

Month (Side By Side) Screen Shot

Month (On Same Calendar)

Month (On Same Calendar) Screen Shot


If you system is not configured to use Groups*, you may skip this section.

Groups allow systems with many users to divide users into smaller groups of users. Additionally, if configured to do so, users will only be able to access other users in the same group(s) either when viewing other users' calendars or when selecting participants for an event.

When adding or editing events, a "Select..." button will be available. This button will popup a user selection window that will allow event participants to be selected by group.


Layers* allow you to overlay another user's calendar on top of your calendar. You can add a new layer to your calendar by selecting the "Edit Layers" link at the bottom of each page.

When adding the layer, you can choose a color. When an event from the layer specified in the layer is displayed on your calendar, the text of the event will appear in this color.

TIP: On slow servers, you may find that layers cause the month view to be considerably slower. Set your default view to be "Week" rather than "Month" in your Preferences.

TIP: If you have more than one configuration of users that you would like to use with layers, you can create more than one "Daily" View to do this.


If your system is not configured to allow Assistant Mode, then you may skip this section.

Assistant Mode allows one user (the Assistant*) to help manage the calendar of another user (the Boss*). The Boss creates the relationship in the calendar by selecting the "Assistants" link at the bottom of each page.

When the Boss has selected one or more assistants, each assitant will see a new "Manage Calendar of" link at the bottom of the page. This link will quickly bring the Assistant to a view of the Boss' calendar. When adding an event from this page, the default participant will be only the Boss.


Various components of WebCalendar can be customized by modifying your user preferences.


Specify which language you would like to use in WebCalendar
Timezone Offset
Specify how your local time differs from the time where the WebCalendar server is located
Preferred View
Specify if you would prefer to see the day, week, month, or year after loggin in
Display weekends in view
Specify if you want Saturdays and Sundays to appear in your calendar when viewing a month or week
Date format
Specify how you would like dates to be displayed
Time format
Specify either 12-hour (3:45pm) or 24-hour (15:14) format
Time interval
Specify how many minutes each time block represents in the day and week display
Auto-referesh calendars
If set to "yes," the day, week, and month pages will automatically reload after a specified duration
Auto-refresh time
Specify how long to wait before the auto-refresh should force a page to be reloaded
Display unapproved
Specify whether events that have been added to your calendar but not yet approved should display on your calendar (in a different color)
Display week number
Specify whether the week number should be displayed in month and week views
Week starts on
Specify if you want the week to start on Sunday or Monday
Work hours
Specify the default time range to display in day and week views
Default Category
Specify the default category that should be selected when adding a new event


Event reminders
Specify if you wish to receive email reminders for events that specify a reminder should be sent
Events added to my calendar
Specify if you wish to receive email when another user adds an event to your calendar
Events updated on my calendar
Specify if you wish to receive an email when another user updates an event on your calendar
Events removed from my calendar
Specify ifyou wish to receive an email when another user removes an event from your calendar
Event rejected by participant
Specify if you with to be notified if a participant to an event on your calendar has rejected the event

When I am the boss

Email me event notification
Specify if you wish to receive email when your assistant adds an event to your calendar
I want to approve events
Specify if you want to approve events added by any or your assistants


Document background
Specify the background color of all pages
Document title
Specify the color of page title on each page
Table cell background
Specify the default background color for table cells
Table cell background for current day
Specify the background color for the table cell containing the current date
Table cell background for weekend
Specify the background color for table cells that represent a Saturday or Sunday


Why do weeks start with Sunday instead of Monday?
The default setup of WebCalendar is to start weeks on Sunday. Your system administator can change the system default setting. You can change the setting just for you in the Preferences.
Can I sync events with Palm/PocketPC/Outlook/iCal?
Export support is available for Palm and anything that supports iCal or vCal. Use the "Export" link at the bottom of each page. Importing is not yet available but is planned for a future release.
I added a weekly repeating event. Why isn't it showing up?
Be sure to select the weekdays (Sunday, Monday, etc.) that want the event to repeat on. If you don't select at least one, there be no repeating event dates.
Why can't I edit an event that another user added to my calendar?
If another user adds an event to your calendar, you cannot edit the event. This is a security restriction. You can reject the event rather than approve it, or you can delete the event from your calendar.
I'm trying to add a user as a participant to an event, but they do not show up in the list of users.
Your system administrator has enabled a feature that only allows you to be aware of users that are in the same group (or groups) that you are in. Make sure the user is in one of the same groups that you are in.

TIP: WebCalendar setup and configuration issues are documented in the "WebCalendar System Administator's Guide".


WebCalendar is distributed under the open source GNU General Public License. If you have questions about this license, please read their GPL FAQ.

Getting Help

Try the Help/Troubleshooting forum for WebCalendar, hosted at SourceForge.net:


If you encounter a bug, please check the list of open and pending bugs. If you do not see anything similar, submit a new bug.


Activity Log
A summary of recent updates to calendar data
A calendar user that has been designated by another calendar user (the Boss) to help manage their calendar
A calendar user that has designated another calendar user (the Assistant) to help manage his calendar
External User
A calendar participant that does not have a calendar user account
A mechanism of dividing up a large set of users into smaller sets of users
A function that allows a user to overlay another user's calendar on top of his own calendar so that the standard day, week and month pages show both his own and the layered user's events
NonUser Calendar
A participant to a calendar event that is not a calendar user
An email message that is sent when an event is added, removed or updated in the user's calendar by another user
Preferred View
The standard page (day, week, month or year) that will be presented to the user after logging in (set in user Preferences)
An email message that is sent before an event to remind the participant
Time Interval
The amount of time each "block" will represent in either the day or week view (set in user Preferences)
A customized page that presents the events of selected users
Work Hours
The default hours to show in the week and day view where events are displayed in blocks of time (set in user Preferences)


$Log: WebCalendar-UserManual.html,v $
Revision 1.5  2004/02/25 17:35:58  cknudsen
updated version number

Revision 1.4  2004/02/25 17:34:35  cknudsen
updated documentation (added missing screen shots).

Revision 1.3  2004/02/17 18:42:20  cknudsen
Updated for repeating events Monthly (by day (from end))

Revision 1.2  2003/12/04 12:46:16  cknudsen
fixed spelling typo

Revision 1.1  2003/06/26 17:52:44  cknudsen
First draft