SpringShare tools documentation for library staff: LibCal

LibCal is an event scheduling tool that enables staff to post a library event anywhere on the web.

How to request a LibCal account

Request a LibCal account via JSM: UX/Web Services.

LibCal Appointments documentation 

See: LIRS' Reference service model (with LibCal)

MIT Libraries calendars in LibCal

3 LibCal calendars are available to use:

• Events - for public events
• Staff Only Events - for library staff events
• Test - for sandbox play to become familiar with the tool

Events can require registration but it's also not necessary. A registration form is needed however if the event requires registration. "Register" is the title of the default registration form. It contains the following fields:

• Full name
• Email
• Status
• Department
• Lab or Center
• How did you learn about this event?

Feel free to use this form or create one of your own.

Marketing your public events

After you set up your event, ask your department's designated news correspondent to post the event on the Libraries' Classes & events page and the MIT Events Calendar.

(Don't worry about marketing classes that are part f IAP and Learn with the Libraries workshops. Those will be posted by the series coordinator.)

Create or modify a registration form

This step is optional, but if you need to create or modify a registration form, it must be done before adding an event.

1. Log in to mit.libapps.com
2. Select LibCal from LibApps Dashboard
3. Click Calendars – top menu bar. Select Registration Forms
4. Registration form options
   1. Create a form: click Create New Form. Give the form a name and save it. Find the name of the form from the list and click the pencil icon to modify the form.
   2. Copy a form:  click Copy an existing form. Select the form from the drop down, give the new form a name and save it. Find the name of the form from the list and click the pencil icon to modify the form.
   3. Modify a form:  find the form on the list and click the pencil icon to modify the form.
   4. NOTE - whatever form you use, for public events, please include this question (which is already on the default form) so that our communications officer can track how people are finding the class: “How did you learn about this event?”
      - Library staff
      - Faculty/department staff
      - Colleague/friend
      - Library webpage
      - IAP calendar
      - Libraries' email newsletter
      - Library poster/sign
      - Social Media
      - Other:__________

Add an event

If you are already logged in, begin at step 3.

1. Log in to mit.libapps.com
2. Select LibCal from LibApps Dashboard
3. Click Calendars – top menu bar.
4. Select the appropriate calendar and click Add Event.
5. Complete Date/Time, Title/Description and Event Details sections.
6. Location –
   1. Zoom: See Zoom integration for virtual events
   2. Physical location: Choose the option for "onsite event." Select the location. If the event location is not listed, choose TBD. Contact UX/Web Services to have the location added to the drop down list and to your event.
7. Event Organizer – You can change the default selection if it’s someone other than you.
8. Presenter – Select a name if the presenter is not the Organizer. If the presenter’s name is not in the drop down list, type the person’s name in the box.
9. If registration is required, check the box. Change Maximum registrations/seats number, if necessary.
10. Registration Form – Register *Do not modify this form* is the default. You can also choose the Full Name/Email form. If you need a special registration form that’s unique to your event, create one before adding the event.
11. New and required! Registrations open - select a time.
12. Enable a waiting list…Check the box.
13. Send email reminder - If you choose to send email reminder, DO NOT EDIT the templates for Reminder email subject or email body.
14. Click Submit: Add New Event.

Modify/copy/delete an event

If you are already logged in, begin at step 3.

1. Log in to mit.libapps.com
2. Select LibCal from LibApps Dashboard
3. Click Calendars – top menu bar.
4. Select the calendar and find the event on the calendar.
5. Click the event to open the event details window.
6. Select the appropriate button at the bottom of the window.

Adding events that are a series or adding events that are repeated

1. For events that are a series or are repeated, select Repeated and Multi-date picker.
2. Choose the dates by clicking the empty box next to Add Date. When the date is selected, click Add Date. Continue adding dates as needed.
3. Add the start and end time for one of the dates.
4. Fill in the rest of the information for the event including the registration part. (For a series, check the Series Link Registration box to enable attendees to register for all occurrences of the event.) Click Submit: Add New Event.
5. For repeated events, modify date/time for individual events as needed.

View/email the list of attendees

If you are already logged in, begin at step 3.

1. Log in to mit.libapps.com
2. Select LibCal from LibApps Dashboard
3. Click Calendars – top menu bar.
4. Select the calendar and find the event on the calendar.
5. Click the event to open the event details window.
6. Select Registrations to view the names of the attendees. Select Email Attendees to send an email. The attendees are bcc’d so they will not know the names of the other registrants. IMPORTANT: Change the From address to your email address so that you will receive any replies from the attendees.

Questions? Need an account?

Request via UX/Web Services

SpringShare's LibCal documentation

We don't use all of the available features of LibCal, so some of the SpringShare documentation may not be applicable.

LibCal Appointments, see: LIRS' Reference service model (with LibCal)