CALENDARS
CALENDAR REQUIREMENTS
Each Branch will maintain their calendar. Dates will be required to be in Salesforce and the Google calendar
Each Branch will have a calendars named Branch School Year i.e. BOI 24-25
All jobs submitted to the lab must be on this calendar
This calendar will rollover every year
Please keep personal events, vacation days, staffing conflicts, meetings, etc off of this calendar
Each day will have an event noting the number of units out that day i.e. 2 Cameras. It can be a different color than the photography events.
Each branch may maintain another calendar for yearbook meetings and other appointments. This second calendar shall be called Branch/General i.e. Boise General. This calendar does not rollover every year.
EVENT ABBREVIATIONS
Event & school types are abbreviated by the following protocols
UG = Undergraduate
CG = Group (Class or staff group)
PP = Personality
ACT = Activities (sports, clubs, groups)
PANO = Panoramic
SEN = Senior
GRAD = Graduation/Promotion
CLUBS = Yearbook clubs & groups (not submitted to the lab)
YBK = Yearbook candids
SCHOOL ABBREVIATIONS: ES, MS, JH, HS, PRE
NAMING CONVENTIONS
JOB TYPE / SCHOOL NAME / JOB SUB-TYPE / NUMBER OF UNITS
The number of units is indicated in parentheses after the sub-type. When groups are in combination with another type, you show them as (2+1); two individual cameras & 1 group camera.
UG Star ES ORG (3) * UG Star ES MU (2) * UG Star ES RTK (1)
UG Star ES STF (1) * UG/CG Star ES ORG (2+1) * CG Star ES (1)
CG/PP Star ES (1+1) * CG Star ES STF (1+1) * PP Star ES (1)
ACT Star ES FALL SPORTS (2) * ACT Star ES PANO (1)
SEN Star ES ORG (3) * SEN Star ES RTK (1)
GRAD Star ES KIN (1) * GRAD Star ES KIN/5TH (2)
CALENDAR SAFETY PROCEDURES
Run the Date Comparison report weekly on Monday.
Run the report for two weeks out
Compare Salesforce to your calendar
Add missing events into Salesforce, making sure to include details such as Event Code, Price Book, Price Code, etc.
WEEKLY CALENDAR BACKUP PROCEDURES
Open the SCRIPT that has been shared with you
Click Make a Copy
Open Copy of Calendar Backup Script
In the script you will need to specify which calendars to backup and where you want to put the backup files. To do that you need to gather that information which will be specific to you.
Open Google Calendar
Open settings
Find your calendar and scroll to the bottom of the settings page until you find the section Secret address in iCal format. Copy that value.
In the Copy of Calendar Backup Script edit the variable const SECRET_URLs. Where it says test calendar replace that with the name of the calendar. Replace the URL with the URL you copied in step 8. If you need to you can add more calendars to this list. They should always be in the format ‘Calendar Name’:’URL’,
In Google Drive create a folder to store your backups. After you create it, open it. You will need the folder id which can be found in the url. Copy the folder id (see the red highlighted area below).
In the Copy of Calendar Backup Script edit the variable const BACKUP_FOLDER_ID. Replace the id (the text surrounded by ‘’). Paste the folder id you copied in step 10.
Select createBackup in the toolbar and click Run.
Give the script permissions to access your Calendar and Drive when requested
Go to Triggers in your project's left-hand menu panel, create a new trigger using Add Trigger.
Setup a time-based trigger for the createBackup function, click Save
The backup should now be configured to save a copy of the calendar once an hour. You can adjust the frequency to daily if you prefer.