Localist Event Management and Calendaring

• Your unit’s events: Calendar admins are fully responsible for proactively managing and publishing their campus unit’s events on the calendar. Your events will not appear on the calendar until your group’s admin pushes them live.  
   
• Regular dashboard check-ins: Regardless of how active your unit’s events programming is, admins should plan to regularly review the pending queue and check to see if any new events requiring their attention have been added. If so, the tagged group’s admin team is solely responsible for approving or rejecting those events. 
   
• Careful review: Because of the shared pending view, you will likely see campus events that are not yours to review. Important: Do not approve or reject events that are not tagged to your group.  
   
• Dashboard clean-up: It is fine to keep draft events in the dashboard for a day or so while you finalize details, but please avoid letting your events sit in the pending queue for more than seven (7) business days, as they can jam up the queue for everyone.  Idle events created in the dashboard or submitted for an admin’s review that exceed this timeframe will be removed by the OPAC Calendar Team. 

Remember: Yale-Localist is a shared dashboard. If you need assistance, the OPAC Calendar Team is happy to help ensure your events go live. However, the team reserves the right to remove events that remain idle in the queue for more than seven (7) business days and will not continue sending reminders to check events in the dashboard. 

Because of Yale-Localist’s shared pending queue, everyone with calendar admin access sees and operates from the same list of pending events. However, when your events are group-tagged, you can filter your search and streamline the review process specific to your group, avoiding colleague confusion around which calendar the event is for. 

Where applicable, this important step also ensures events are properly imported to your YaleSites website when the integration is enabled. 

Yes, but please keep the following in mind: 

• Tag carefully: Group-tagging in Localist is much different from the “suggest to” option in Bedework you may be familiar with. By tagging another campus group to your event, you are asserting that the group is formally involved with your event—e.g., as a co-host, sponsor, etc. If the group is not formally involved with your event, do not tag them. 

• Blanket approval: For any event with multiple groups tagged, the first admin who approves that event in the pending queue enables blanket approval across all tagged group calendars (including any school or unit YaleSites calendars, where applicable). 

The pending events queue is a shared dashboard accessible to all calendar admins. It is not a personal view or dashboard specific to you or your unit.  

When you sign in to Yale-Localist, you will likely see pending campus events that are unrelated to your group. To populate your unit’s events for review, in the Pending Events queue, find your group in the “Refine Results” menu pane on the right side of your screen, then click “Refine.” Any events tagged with your group for your review will populate from the initial pending events list. 

Important: Do not approve or reject any events that are not tagged to your group.  

All calendar admins should consult the Managing Public Events with Yale-Localist guide, noting the left-hand drop-down menu labeled “Log into Localist as an Admin” for specific guidance.  

To ensure consistency in style across the calendar, admins should also consult the Editorial Best Practices & Guidelines, noting the right-hand drop-down menu for selections on imagery guidelines, what to include with your event, and more. 

Please note that more comprehensive, step-by-step instructions are available on the Managing Events with Localist Training page, covering this topic and other event management and submission questions. 

1. Log into events.yale.edu with your Yale NetID 
2. Click the rainbow circle in the top right, click “Administration,” and then click the “+ Add Event” button in the back-end. 
3. Fill in the form fields while adhering to the Editorial Guidelines and Best Practices.  
4. Click “Save” to save your progress or “Save and publish” to push live to the calendar. 

Please note that more comprehensive, step-by-step instructions are available on the Managing Events with Localist Training page, covering this topic and other event management and submission questions. 

At the bottom of the live event listing, click the “Admin Event Editor” button to pull up the event’s details in the backend. Make the appropriate changes and click “Save.” 

Users should consult the Navigate Localist as an End-User guide, noting the center drop-down menu for organized guidance. 

For consistency across the calendar, users should also consult with the Editorial Best Practices & Guidelines, noting the right-hand drop-down menu for selections on imagery guidelines, what to include with your event, and more. 

Please note that more comprehensive, step-by-step instructions are available on the Managing Events with Localist Training page, covering this topic and other event submission questions. 

After checking the live calendar to ensure the event is not already listed, users should: 

1. Log into events.yale.edu with your Yale NetID 
2. Click “Submit an event” and fill in the fields while adhering to the Editorial Guidelines and Best Practices. 
3. Click “Submit Event.” You will be notified via email if your event has been approved or rejected. 

Important: Do not group-tag campus schools or units unless they are an established host or sponsor of your event—e.g., for an undergraduate musical recital, do not tag the School of Music on your submission unless the School of Music is formally involved with your event. 

At the bottom of the live event listing, click “Edit Event” and log your changes in the form. This process will then take the event off the live calendar and direct it back to the appropriate admin for review. Once they approve the listing, the event will then go back up on the live calendar. 

Tagging your event with a campus school or unit lists your event, if approved, on that group’s calendar.  

Users should only group-tag events with campus groups that are formally involved with their event—e.g., for an undergraduate music recital, do not tag the School of Music if the school is not formally involved with your event. 

Having replaced Bedework in September 2025, Yale-Localist is the university’s centralized events and calendaring platform, allowing campus units to more easily manage, publish, and promote their events with the university events calendar. 

Yale-Localist promotes university-wide events that are typically open to the public (or at least to a meaningful swath of the community). 

Any events, meetings, or gatherings considered private or limited to a highly specific audience group should not be posted to this calendar and will be removed. These include (but are not limited to) staff, student, faculty, or volunteer meetings for your campus unit; university classes closed to the public; and deadlines or calls for academic papers or creative arts proposals.  

There is no cost to campus units for using the main university calendar through Localist, otherwise known as the university’s instance. We anticipate most units will benefit from using the university instance.     

Some larger campus units, however, may wish to purchase their own individual instance, which still feeds into the main university instance. Contact  calendar.support@yale.edu if you would like to learn more about this option.    

Only Yale-Localist calendar admins can post, edit, review, approve, and publish events to the public calendar. Designated admins are fully responsible for proactively managing and publishing their unit’s events. If you are a calendar admin for your unit, be sure to read the above FAQ and  key takeaways listed in the event management documentation for important information on the responsibilities of this role.  

Admin access is not required to submit your events. Users without admin access can still log in with their Yale NetID to create a profile and submit events for admin review and approval. 

If you would like to sign up your campus unit to use Yale-Localist, please review the calendar admin responsibilities in the above FAQ and key takeaways first. 

Afterward, reach out to calendar.support@yale.edu, specifying in your message who within your unit should be granted this access level. For quality control purposes, please limit your admin list to no more than a few individuals on your team. 

There are two potential reasons: 

• Your group was not tagged on the event. After going into the event listing’s back-end, select your group in the “Group” field and click “Save.” The event will come through to your site upon the next feed sync, which runs roughly every hour. 
• Your YaleSite is missing the Localist integration or needs a Localist widget embedded. Contact calendar.support@yale.edu to have either of these configured. 

Events submitted for admin approval reside in the pending queue until they’re published to the live calendar. In some cases, after the initial approval, the event’s submitter may have additional changes to make to the live event. If edits from the submitter are logged, the event is automatically removed from the live calendar and returned to the pending queue for review.  

If the admin finds the updates appropriate, they can then re-publish the updated event. If the updates are inappropriate, the admin can reject the event. 

Email calendar.support@yale.edu  for technical issues or training needs, including event creation and updating, access permissions, new group requests, YaleSites integration, and training for new administrators. 

Email yale.calendar@yale.edu  for content-related questions, such as photography selection, editorial guidelines, style questions, and other related issues. 

YaleConnect enables university departments and organizations to manage events hosted by their designated YaleConnect groups, which primarily serve Yale students, staff, and faculty. Yale-Localist is the university’s public events calendar, promoting university-wide events that are typically open to the public. 

Generally, if your event is geared toward Yale students, staff, and/or faculty only, it likely belongs on YaleConnect. But if your event is open to a broader audience (including the Yale community), it likely belongs on the main university calendar. 

If you would like your YaleConnect event to be considered for the Yale-Localist calendar, select “Yale Public Events Calendar” as a co-host in the event’s advanced settings in YaleConnect, which will then send it to the Office of Public Affairs & Communications calendar team for review. Before updating your event’s settings, be sure the description clearly indicates the event is open to the public.

If approved, your event will also be listed on the Yale-Localist calendar, and interested users will be redirected to register their attendance within your YaleConnect event. Contact yaleconnect.support@yale.edu for assistance.