WebCalendar System Administrator's Guide

WebCalendar Version: 1.1.1

Table of Contents


Introduction

WebCalender is an open source PHP-based multi-user calendar.

Features:

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System Requirements

Recommended:

You must have one of the following databases installed:

TIPPHP ODBC includes support for Adabas D, Solid and Sybase SQL Anywhere as well as ODBC. PHP5 comes bundled with SQLite support. SQLite is an embedded file-based database. If your hosting service supports PHP5, you should be able to create as many SQLite databases as you like (since each database is just a file).

For the database you choose, you must have its drivers built into PHP. For example, to use MySQL, PHP must be compiled with MySQL support (which is the default setting when installing PHP). See the PHP pages (www.php.net new) for more information on setting up PHP.

No optional PHP packages (other than MySQL) are required for this application. However, PHP should be compiled with --enable-track-vars on some systems.

TIPIf you want to use gradient background images, PHP must be compiled with the GD library.

You can run PHP either as a CGI or an Apache module. You'll get better performance with PHP setup as a module. Not only will you not have to deal with the CGI performance hit, but you'll be able to use PHP's database connection pooling. Additionally, this application can use a form/cookie-based authentication or traditional HTTP authentication. For traditional HTTP authentication, PHP must be built as an Apache module.

If you are planning on using email reminders, you will need to build PHP as a CGI in order to run the send_reminders.php script. I would strongly recommend building a module-based PHP for your web server and then a second PHP build to create the CGI version.

TIP Some Linux distributions come with both a module-based PHP with Apache and a standalone PHP binary. Check for /usr/bin/php to see if you already have the PHP standalone executable. If it's there, you can use the following command to see what version of PHP you have:

/usr/bin/php -v

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File Unpacking

Unpack the calendar software in its own directory somewhere where your web server will find it. (See your web server documentation for information.)

By default, unpacking WebCalendar will create its own directory when you unpack it. The new directory name will typically contain the version name (such as WebCalendar-1.1.1). You can rename this directory after unpacking the files if you prefer a directory name like calendar or webcalendar. Keep in mind that unless you remap the directory (via your web server's configuration settings), it will be part of the URL for the calendar.

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Application Installation

WebCalendar now includes an installation script that will guide you through the entire installation process. It should run automatically when first accessing a new installation or when a major version upgrade has been performed. The installation script can always be rerun if needed by adding install/index.php to your base WebCalendar URL.

WebCalendar Installation Wizard: Step 1

When first run, the installation script will prompt you for a Configuration Wizard Password that will protect against unauthorized tampering. Until this password is set, your WebCalendar installation and possibly your database are vulnerable to attack. Once, you've set your password, be sure to write it down. If forgotten, the only way to recover is to manually edit the install/settings.php file.

The installation script will now check several prerequisites and report the results. Any item that appears in RED should be corrected before continuing.

Prerequisite FailedRecommended Solution
PHP 4.1.0 or greater Upgrade your PHP installation
Safe Mode* = Off If possible, change this setting in your php.ini file to Off.
Safe Mode Allowed Vars* If unable to to set Safe Mode Off, then set safe_mode_allowed_vars to contain TZ in your php.ini file.
* NOTE: If neither of the these settings pass testing, then your WebCalendar installation will be restricted to using the server's timezone setting only.
File Uploads If disabled, then some features of WebCalendar will not function. This setting is configurable in your php.ini or httpd.conf files as file_uploads
CRYPT_STD_DES This setting should be able to be ignored. We now support multiple crypt algorithms. If this setting is not enabled and you experience difficulties logging in, please notify the WebCalendar development team.
GD This library is required only if gradient background images are desired. Normally, PHP must be compiled with this option. Some installations only require it be enabled in your php.ini file.
Session Check PHP Sessions are used during the installation process and are required for proper operation. Sessions can be configured in your php.ini file. If it's not possible to enable sessions, then you must manually install WebCalendar. Details are available in Appendix F
Settings.php Status The installation script was either unable to create, or unable to write to your settings.php file. You will need to modify the permissions of the includes directory. On Linux/UNIX, you should change this directory to be read/write for all users (chmod 777 includes). On Windows, change this directory to have full access for all users using Windows Explorer.

WebCalendar Installation Wizard: STEP 2

The installation script can create your WebCalendar database as well as create all the required tables and pre-populate them with the basic configuration data. These features are only available when using fully supported database types. See Appendix B to manually create your database if needed.

Database Status

Displays the current status of your database settings as well the supported databases for your PHP installation.

Database Settings

To configure your database access. Set the values for:

Displayed Valuesettings.php valueComments
Database Typedb_type One of "mysql", "oracle", "postgresql", "odbc", "mssql", sqllite, db2, or "ibase"
Serverdb_host The hostname that database is running on. (Use localhost if it's the same machine as the web server.) (This variable is not used with ODBC, enter 'none') (Use 'none' if your db server does not use a TCP socket to connect) (If using a special PORT, you can specify it as HOST:PORT)
Logindb_login The database login (Not used for SQLite.)
Database Namedb_password The database password for the above login
(Use 'none' if your db server does not use a TCP socket to connect.) (Not used for SQLite.)
Database Namedb_database The name of the database that the calendar tables reside in. ("intranet" in the examples above.) For ODBC, this should be the DSN. For SQLite, this is the filename that will be used.
Connection Persistencedb_persistent Enable use of persistent (pooled) database connections. This should typically be enabled. This setting may be disabled for CGI installations.
Database Cache Directorydb_cachedir To enable caching of database query results, enter a writable directory. This directory should NOT be in the webserver document path to prevent unauthorized access to cached sensitive data such as passwords hashes and private event details. To disable this feature, leave this field blank. However, this feature is recommended to enhance your system's performance.

Click the Test Settings button to perform the test your settings.

Click the Create button to have the installation script create your database. This option will only be available for fully supported database types. Retest your database settings if prompted to do so.

TIPIf this step does not complete properly, then you will have to manually create your database. Detailed instructions can be found in Appendix B. Then rerun the installation script to continue the installation.

WebCalendar Installation Wizard: STEP 3

In this section we will perform the required database changes to bring your database up to the required level If you are using a fully supported database, this step will be performed automatically for you If not, the required SQL can be displayed and you should be able to cut & paste it into your database server query window.

Database Status

This should display the current installed version of WebCalendar as well as the version being installed.

The following database actions are required

If using a fully supported database type, clicking the Update Database button will create any tables required for this installation or upgrade. If this feature is not supported, then this button will not be available.

The Display Required SQL button will always be available and if clicked will display the required SQL text that can then be cut & pasted into the SQL query window of your database program. If using the approach, please rerun the installation script after completing your required database updates.

TIPIf this step does not complete properly, then you will have to manually create your database tables. Detailed instructions can be found in Appendix F. Then rerun the installation script to continue the installation.

WebCalendar Installation Wizard: STEP 4

Timezone Conversion

If upgrading WebCalendar from a previous version, you may be prompted to perform a Timezone Conversion. WebCalendar version 1.0.4 and earlier stored event date and time in the server's timezone. As of v1.1.0, all event date and time information is stored as UTC time. So, a one-time conversion of existing events will required to prevent event displayed times from appearing incorrectly.

Application Settings

Create Default Admin Account: If checked, a DEFAULT ADMINISTRATOR account will be created with username:admin password:admin

Application Name: The default value Title will be translated into WebCalendar into the user's language. Any other entry will not be translated unless entries are made into the appropriate language.txt files.

Server URL: This should be the full URL to access your WebCalendar installation.The trailing "/" is required for proper operation. If this field is left blank, WebCalendar will calculate the proper value and store it in the database.

User Authentication: You can configure the calendar to run in single-user* mode or multi-user* mode. If this is your first time using the calendar, it's easier to try single-user. You can always switch to multi-user later. Leave single_user set to "false" (the default) for multi-user or set it to "true" and set the value of single_user_login to a login name of your liking to set the system to single-user mode. (And be sure to set the value of single_user_login to the login that you would choose if you decide to switch to multi-user mode some day.)

Note: If you do decide to switch from single-user mode to multi-user mode, make sure you add in a user to the system for the login you set the single_user_login variable to. You will need to do this via the database (mysql, sqlplus, etc.) Look in the tables-mysql.sql (or tables-oracle.sql, etc.) to see the example of adding in the "admin" user.

If you are setting up a multi-user calendar, you will need to choose how your users are authenticated. You must change the settings of use_http_auth and user_inc to setup which authentication method to use.

You currently have five choices:

  1. Web-based authentication (login/passwords verified in the WebCalendar database):
    use_http_auth = false
    user_inc = user.php
  2. HTTP-based authentication (login/passwords verified by the web server):
    use_http_auth = true
    user_inc = user.php
    ... and don't forget to setup your web server to handle user authentication.
    Note: In order to use HTTP-based authentication, PHP must be setup as a module for your server rather than a CGI.
  3. NIS-based authentication (login/passwords verified by NIS):
    use_http_auth = false
    user_inc = user-nis.php
    Additional configuration settings will need to be set in includes/user-nis.php.
  4. LDAP-based authentication (login/passwords verified by LDAP server):
    use_http_auth = false
    user_inc = user-ldap.php
    Additional configuration settings will need to be set in includes/user-ldap.php.
  5. IMAP-based authentication (login/passwords verified by IMAP server):
    use_http_auth = false
    user_inc = user-imap.php
    Additional configuration settings will need to be set in includes/user-imap.php.

Read-Only: Determines whether events can be added to your WebCalendar.

Environment: Normally set this Production. Development will allow more verbose sql logging and should not be used unless needed.

After saving your settings, you should be provided with a Launch WebCalendar button that will open WebCalendar in a separate browser window.

Congratulations! You have successfully installed WebCalendar on your system.

Keep in mind that if you want to use reminders, you will need to setup the send_reminders.php script (see below) and keep your admin setting for "Email enabled" set to "Yes" on the admin settings page.

At this point, your WebCalendar installation should be up and running. To access WebCalendar open up your favorite web browser and type in the URL. The URL will depend on where you installed WebCalendar.

TIP On a multi-user system, the only user account created during installation has the username of "admin" and a password of "admin". You should create a new admin account and delete this one for security reasons.

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Configuring as Event Calendar

If you intend to use WebCalendar as an event calendar, you will need to enable "Public Access" in the System Settings with the following steps:

This will allow users to access WebCalendar without a username and password. Only events that are created with the "Public User" as an event participant will show up in your event calendar for users who have not logged in. If events are not showing up on your public calendar, make sure the events have the "Public User" as a participant and the event has been approved.

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Creating Users

After logging in as an admin user (the initial username is "admin" with password "admin"), you will see a common set of links at the bottom of each page. Follow these steps to create a new user:

  1. Login to WebCalendar as an admin user
  2. Click on the "Admin" link at the bottom of any WebCalendar page
  3. Click on the "Users" button
  4. Click on the "Add New User" link
  5. Fill out the form with details for the new user (email address is optional)
  6. Click on the "Save" button

TIP On a single-user system, you do not need to create any users.

TIP For an event calendar, you do not need to create a user for the "public user".

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Setting Up Email Reminders

PHP does not come with a utility for executing time-based jobs. So, in order to check periodically for email reminders, a shell script was written in PHP. You will need two things to get this working:

  1. You should have a version of PHP built as a CGI (so that you can run php from the command line). This does not mean you must build all of PHP as a CGI. You can still build PHP as a module for your web server and then build the CGI-based PHP later.
    Note: Many Linux distributions and some Windows LAMP packages come with the PHP built for CGI.
  2. You must setup cron (on Linux/UNIX) or something like cron for Windows to run the send_reminders.php script periodically.

Building PHP as a CGI is outside the scope of these instructions. But, if you read the PHP instructions, you'll see that the default build settings will build the CGI-based PHP. If you really can't do this (perhaps you don't have permission to install anything new on the system), skip down a couple of paragraphs to an alternate solution that does not require PHP CGI.

For Linux/UNIX users, add the following line to the crontab entry of a user. (This would be the same user that the web server process runs as.)

1 * * * * cd /some/directory/webcalendar/tools; ./send_reminders.php

Of course, replace the directory location to wherever the send_reminders.php file can be found. If you moved this out of the tools directory (which is recommended for security reasons), be sure to update send_reminders.php since it needs to know where to find other WebCalendar files.

If you cannot setup PHP as a CGI or have no idea how, you can leave send_reminders.php in its current location and access it via a URL. IMHO, this is not the best choice, but it still works. Setup a cron job to access the URL. For Linux/UNIX users, add the following line to the crontab entry of a user.

1 * * * * wget http://yourserverhere/webcalendardirectoryhere/tools/send_reminders.php > /dev/null

Some users have reported the following works better for their configuration.

1 * * * * wget -q -O /dev/null http://yourserverhere/webcalendardirectoryhere/tools/send_reminders.php

You should test this from the command line first to make sure your setup is correct. If you do not have wget installed on your system, you can use any tool (lynx, perl script, etc.) that is capable of making an HTTP request for this.

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System Settings

System Settings allows the administrator to control what features are available to users as well as default values for certain features.

Many of these settings can be overridden by users in their Preferences (such as color). These user configurable settings are identified by Italics.

Settings

Application Name
Specifies the document title (typically displayed in the window title bar of most browsers)
Server URL
Specifies the base URL of the calendar. This information is needed to accurately include URLs in email messages (Notifications and Reminders).
Home URL
Specifies the URL to return to when exiting WebCalendar. If set, a new menu option will become visible in the menu.
Language
Specifies the default language setting for all users.
Server Timezone Selection
Allows you to manually set your server's WebCalendar timezone selection. This has no effect on the OS Timezone settings.
Allow user to use themes
Allows users to have access to pre-defined themes that can set color or user preference settings. There are a few examples available in the themes folder.
Themes
The default theme that will be applied to all users unless they make their own changes.
Allow top menu
Turns on the NEW menu system for all users.
Date Selectors position
Determines position of Date Pulldown Selectors. Either inside the NEW menu or in their original location at the bottom of the calendar.
Menu theme
Theme to be used with NEW menu.
Fonts
Specifies your preferred font. Multiple font names should be comma-separated.
Custom script/stylesheet
Place any custom stylesheet information or JavaScript that will be included on all WebCalendar pages.
Custom header
The custom header allows you to specify HTML to be placed after the <body> tag but before any WebCalendar content and included on all WebCalendar pages.
Custom trailer
The custom trailer allows you to specify HTML to be placed after the WebCalendar content but before the </body> tag and included on all WebCalendar pages.
Allow external file for header/script/trailer
If enabled, then the Custom header and Custom trailer settings can specify a filename on the server rather than HTML.
Allow user to override header/trailer
If enabled, then users can add their own custom HTML for both the header (top of the page) and trailer (bottom of the page) to customize the appearance of all pages.
Preferred View
Specify if users should see the day, week, month, or year after logging in.
Display small months
Specifies whether small months are included in month, week, day views.
Display weekends
Specifies whether weekends are included in month, week, day, and views.
Display all days in month view
Specifies whether the complete month grid is filled with days from previous and next month.
Display days with events in bold in month and year views
Highlights and bolds the text for days containing events in the mini-calendars used in day, month and year calendars.
Display description in printer day view
If enabled, then the "printer friendly" view of the day view will include full event descriptions rather than just the event name.
Display Common Use Date/Times as GMT
Sets the timezone to used for General Purpose dates. Either GMT of the Server timezone will be selected.
Date format
Specifies the default format for displaying dates. These are defined in file includes/date_formats.php and if LANGUAGE DEFINED is selected then the format will be adjusted based on the format in the user's language.txt file.
Time format
Specifies the default time format as either 12-hour (3:45pm) or 24-hour (15:14)
Display 00 minutes always
Specifies whether times on the hour ( 10:00 ) are displayed with trailing 00.
Entry interval
Specify the default options for entry start and stop times. This values will also determine the display resolution of timebar views as well as user availability.
Time interval
Specify the default number of minutes each time block represents in the day and week display
Auto-refresh calendars
If set to "yes," the day, week, and month pages will automatically reload after a specified duration
Auto-refresh time
Specifies how long to wait before the auto-refresh should force a page to be reloaded
Require event approvals
If enabled, then events added to one user's calendar by another user will require approval.
Display unapproved
Specifies whether events that have been added to a calendar but not yet approved should display on the calendar (in a different color)
Display week number
Specifies whether the week number should be displayed in month and week views
Week starts on
Specifies if week start on Sunday or Monday
Work hours
Specifies the default time range to display in day and week views
Disable Pop-Ups
Determines whether event pop-ups are displayed.
Disable Location field
Determines whether to use the Location field for events.
Disable Priority field
If enabled, the Priority field will not be used
Disable Access field
If enabled, the Access field will not be used
Disable Participants field
If enabled, the Participants field will not be used, and users will not be able to add events to any calendar other than their own.
Disable Repeating field
If enabled, users will not be able to create repeating events
Display Site Extras in popup
If enabled, custom event fields configured in site_extras.php will appear in the mouse-over popups containing additional event information.
Display Participants in popup
If enabled, event participants will be included in popup details.
Allow HTML in Description
Allow the use of HTML in the description field when creating events. In addition, with the addition of either of two optional packages (HTMLArea or FCKEditor), you can have a WYSIWYG interface. These packages are available on WebCalendar's Home Page
Allow viewing other user's calendars
If enabled, users will be able to view the calendar of another user
Include add event link in views
If enabled, Views will include a link to quickly add events to the specified user's calendar.
Remember last login
If enabled, when a returning calendar user reaches the login page, their login name will be pre-filled with the last login username that they entered. (The password field will still be blank.)
Check for event conflicts
Specifies if the system should check for scheduling conflicts when a user adds or updates an event.
Conflict checking months
If conflict checking is enabled, this specifies how many months past the initial date the system will check for conflicts when a user adds or updates a repeating event.
Allow users to override conflicts
If enabled, users will be warned when there is an event conflict and be presented with the option of scheduling the event anyhow.
Limit number of timed events per day
If enabled, users can be limited to a specific number of timed events per day
Maximum timed events per day
Specifies that maximum number of events that can be scheduled in one day of any one user.
Specify timed event length by
Allows you to configure event lengths to be specified by either duration or end time.
Brief Description Length
Specifies the maximum numbers of characters to display in calendar views.
Display Lunar Phases in month view
Show Lunar Calendar icons in month view. This will not use existing event space.
Disable Cross-Day Events
Determines whether to display events that cross user's day boundary as multiple events.

Public Access

Allow public access
If enabled, anonymous users will be able to view the public access calendar without logging in.
Public access visible by default
If enabled, user's can go to the public access page without having to select it.
Public access is default participant
If enabled, public access will be added to every event created.
Public access can view other users
If enabled, public access user's will be able to see the calendar of other WebCalendar users. Use with caution!
Public access can add events
If enabled, anonymous users will be able to submit new events
Public access new events require approval
If enabled, events submitted to the public access calendar (by anonymous users) will require approval by an admin user. If not enabled, then new events will appear on the public access calendar as soon as they are submitted.
Public access can view participants
If enabled, public access users can view the names of other participants for any event that public access is a participant. Use with caution!
Override event name/description for public access
If enabled, the value of the following setting will be used to mask the name and description of events.
Text to display to public access
Text to display as explained above.

User Access Control

User Access Control enabled
User Access Control provides more advanced control of user access permissions. If enabled, a "User Access Control" button will appear on the main Admin page and/or on the Settings menu of the NEW top menu. This page will allow you to configure:

Groups

Groups enabled
Specifies if group features should be enabled
User sees only his group
If enabled, users will be unaware of any users that are not in the same group as the user.

NonUser Calendars

Nonuser Calendars Enabled
If enabled, you may create "nonuser calendars" in WebCalendar. A nonuser calendar is a calendar without a user login. It can be used to manage a resource like a conference room's availability. Or it can be used to place common events (like holidays) that multiple users may want to access as a layer. You will need to enable nonuser calendars in order to subscribe to remote iCalendar URLs from within WebCalendar (allowing the events from an iCalendar or hCalendar file elsewhere on the net to appear in your WebCalendar calendar.)
Display in participants list at
If enabled, then nonuser calendars can be selected as participants to events.

Other

Reports enabled
If enabled, user's will be able to create and generate reports.
Allow remote subscriptions
If enabled, user's will be able enable their own subscription settings. There are currently two main ways to publish events with WebCalendar.
Allow remote calendars
If enabled, user's will be able to add a special type Non-User Calendar that includes a URL that point to the remote location. The user can manually synchronize the remote calendars if desired. In addition, tool/reload_remotes.php can be set up as a cron job to automatically reload all remote calendars as desired. Currently both iCalendar and hCalendar calendars can be consumed by WebCalendar. The calendar type should be automatically detected based on the URL and calendar content. Users will need to create a layer to make a remote calendar visible on their calendars, just like regular Non-User Calendars.
Enable RSS feed
If enabled, a link is added to all pages that permits some browsers to create a persistent RSS feed to that page. Currently, only Firefox and IE 7.0 supports this functionality. Also, the setting will enable the use of the rss.php script generate RSS feeds to RSS clients. User's will also be required to enable this feature in their respective preference settings.
Categories enabled
Specifies if category features should be enabled
Category Icon Upload enabled
Specifies if category icons can be uploaded by users. This requires that a folder named icons exist in the WebCalendar directory.
Display small task list
If enabled, a small task window will be displayed in the month and day calendars. These tasks are compatible with the VTODO component of RFC2445 (iCalendar)
Display tasks in Calendars
If enabled, tasks are displayed along with events in calendars. The date they appear is the due date but if the due date has passed without the task being completed, the task will shift to the current day.
Allow external users
If enabled, the create/edit event page will contain a text area to include the names (and optional email address) of event participants that are not calendar users.
External users can receive email notifications
If enabled, event participants entered into the External Participants area will receive email notifications at the same time as calendar users (if an email address was specified for the External Participant).
External users can receive email reminders
If enabled, event participants entered into the External Participants area will receive email reminders at the same time as calendar users (if an email address was specified for the External Participant).
Allow self-registration
If enabled, new users are permitted to setup their own accounts and log into WebCalendar without admin intervention. Use with caution!
Restrict self-registration to blacklist
If enabled, admin can configure the includes/blacklist.php to restrict or permit self-registration based on the user's IP. This will restrict access to existing users or new user's set up by admin. Details and examples are available in the top of the file.
Generate passwords and send to new users
If enabled, self-registration user's will be emailed a randomly generated password that they can then use to access WebCalendar normally. Hopefully, this will prevent some spammers and hackers from misusing the self-registration process.
Allow file attachments to events
If enabled, attachments can be uploaded and associated with events. The attachments are stored in the database, so care should be taken if performance is an issue. Additionally, permission may extended to participants and/or anyone.
Allow comments to events
If enabled, comments can be associated with events. Additionally, permission may extended to participants and/or anyone.

Email

Email enabled
Specifies if email functionality should be enabled. If set to "No," then no email messages will be sent at any time.
Default sender address
Specifies the email originator to use when the system sends out email Notifications and Reminders
Email Mailer
Specifies the email program to use. (PHP mail, SMTP, or sendmail)
SMTP Host name(s)
Specifies the SMTP server name(s) or IP(s) if SMTP is selected above.
SMTP Port Number
Specifies the SMTP port number if SMTP is selected above. Default is 25.
SMTP Authentication
Specifies whether authentication is required if SMTP is selected above. Additionally, SMTP Username and SMTP Password will be required.
Event reminders
Specifies if email reminders for events that include a reminder should be sent
Events added to my calendar
Specifies if the system should send email when an event is added
Events updated on my calendar
Specifies if the system should send email when an event is updated
Events removed from my calendar
Specifies if the system should send email when an event is deleted
Event rejected by participant
Specifies if the system should send email when a participant to an event rejects the event

Colors

Allow user to customize colors
Specifies whether color settings should be available to users in their Preferences
Enable gradient images for background colors
If enabled, the background of calendar table cells will be rendered with a gradient image based on the background color selected for that cell type. This option requires that php be compiled with the gd module.
Document background
Specifies the background color of all pages
Document title
Specifies the color of page title on each page
Document text
Specifies the default text color on each page
My event text
Specifies the default text color for the user's events
Table grid color
Specifies color of the lines that make HTML table grids on each page
Table header background
Specifies the default background for the heading of any HTML table
Table header text
Specifies the default text color for the heading of any HTML table
Table cell background
Specifies the background color for table cells
Table cell background for current day
Specifies the background color for the table cell containing the current date (today)
Table cell background for days with events
Specifies the background color of table cells containing events. This setting will not override the today setting and if identical to today, will be ignored.
Table cell background for weekend
Specifies the background color for table cells that represent a Saturday or Sunday
Table cell background for other month
Specifies the background color for table cells of other month days.
Week number color
Specifies the text color for week numbers (if enabled)
Event popup background
Specifies the background color of event popup areas
Event popup text
Specifies the text color of event popup areas
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Custom Event Fields

You may want to customize the event-specific fields found in the includes/site_extras.php field. If this is your first time using the calendar, you can skip this step and come back later since this step is optional.

You can use this feature to add extra fields to your calendar events. For example, you can add a URL, a contact email address, or a pulldown containing predefined attributes.

When defining a new custom field, the following types listed below are available. "Arg 1" and "Arg 2" have different meaning depending on the type of field. In some cases, "Arg 1" and "Arg 2" are not used.

Type Description Arg 1 Arg 2
EXTRA_TEXT Allows the user to enter a single line of text Specifies the size of the text form element as it would appear in the following ("NN" would be replaced with Arg 1):
   <input size="NN" ...
N/A
EXTRA_MULTILINETEXT Allows the user to enter multiple lines of text Specifies how many characters wide the textform element should be as it would appear in the following ("NN" would be replaced with Arg 1):
   <textarea cols="NN" ...
Specifies how many lines long the textform element should be as it would appear in the following ("NN" would be replaced with Arg 1):
   <textarea rows="NN" ...
EXTRA_URL Allows the user to enter a single line of text and will be displayed as a link when viewed N/A N/A
EXTRA_DATE Allows the user to select a date using the standard date selection form elements N/A N/A
EXTRA_EMAIL Allows the user to enter a single line of text and will be displayed as a mailto URL link N/A N/A
EXTRA_SELECTION_LIST Presents the user with a selection list (single selection) to choose from Specifies the list of available options using the PHP array function N/A
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Frequently Asked Questions

How do I setup PHP, MySQL and Apache on Windows?
The easiest way to do this is to try one of the prepackaged bundles that will install all of these for you:
How do I setup PHP, MySQL and Apache on UNIX/Linux?
There are many online instructions on how to do this. Here are a few:
I've finished the install. What is the login to WebCalendar?
After the initial creation of the database tables, there will be a single user account created with the username "admin" and the password set to "admin" as well.
Note: This account is intended to get your started. You should create a new admin account and delete this one.
I want to use WebCalendar as an events calendar for my organization. How do I set it up to do this?
You will want to setup WebCalendar to use public access.
  1. Setup your settings.php file as a multi-user system (see instructions).
  2. In System Settings, set "Allow public access" to "Yes."
  3. If you want people to be able to submit new events through public access, set "Public access can add events" to "Yes."
  4. If you set "Public access can add events" to "Yes", set the setting for "Public access new events require approval" to your liking. If you set this to "Yes," an admin user will need to approve any new events before they will appear on the public access calendar.
  5. Login using one of the accounts you have setup. Add a new event, and select "Public User" as one of the participants.
  6. If you have enabled "Require event approvals" in your System Settings, then you will need to approve the new event. Choose the "Unapproved Events" at the bottom of any page (you must be an admin user to access this). You will be presented with a list of unapproved events (for both the current user and for the Public User account). Approve the new event for the Public User.
  7. Go to the Login page. You will see a "Access public calendar" link that will bring you to the calendar for public access.
  8. By default, the index.php page should send users to the public calendar.
How can I add holidays to the calendar?
There is no built-in support for holidays because it is not necessary. You can add holidays into WebCalendar by importing one of the many iCalendar holiday files that are freely available. A good resource for free iCalendar files is iCalShare new. For example, the U.S. holiday iCalendar file can be downloaded from:
http://icalshare.com/article.php?story=20020912105939521 new
If you don't want each individual user to have to import the holiday calendar, you can use nonuser calendars. First, make sure nonuser calendars are enabled in your system settings. Then, from Admin->Users, you can access nonuser calendars. Create a new nonuser calendar (such as "usholidays"). Then, notify your users that they can add this nonuser calendar as a layer to their own calendar in order to see the holidays.
Why are deleted events still present in the database?
When you delete an event from your calendar, it is not deleted from the database. Instead, it is marked as deleted. This allows the system administrator access to information even after it is deleted.
Can I setup more than one public calendar?
You cannot directly setup two public calendars. However, there are two options for emulating this type of functionality:
How do I change the title "Public Access" at the top of the calendar?
In the file translations/English-US.txt, change the line that says "Public Access" to what you want it to say on the right side.

Example:
Public Access: Foobar Event Calendar
Can I embed WebCalendar as a component on another web page?
WebCalendar is meant to be run as a standalone web application. You can customize the appearance of WebCalendar to match your existing site. To do this, In System Settings, set both "Custom header" and "Custom trailer" to "Yes" and press the "Edit" button to enter the header and trailer content.
If you are looking to just include a list of upcoming events in one of your web pages, you can use the upcoming.php page in WebCalendar to do this. Edit the top of this file to configure options. (These settings will likely move into System Settings in subsequent release.) You can then use an iframe elsewhere on your web site as in the example below:
<iframe height="250" width="300" scrolling="yes" src="upcoming.php"></iframe>
Include this HTML anywhere on any of your pages. By default, the events from the public calendar will be loaded (so you must have "Public Access" enabled in System Settings). You can override this with another user's calendar. (See upcoming.php for instructions on this.)

If you would like to display a small calendar (like the ones on the month view), you can add the following example. There are some configuration options available in the top of this file as well. You can then use an iframe elsewhere on your web site as in the example below:
<iframe height="200" width="180" scrolling="yes" src="minical.php"></iframe>
How do I customize the appearance of WebCalendar so that it matches the rest of my site?
You can customize the appearance of WebCalendar to match your existing site. To do this, In System Settings, set both "Custom header" and "Custom trailer" to "Yes", and press the "Save" button. Then click on the "Edit" button to enter your site content. The custom header will be included after the document's HTML <body> tag but before any WebCalendar content. The custom trailer will be included after the WebCalendar content and before the document's HTML </body> tag. If you want to add JavaScript or Stylesheet data, you can use the "Custom script/stylesheet" option on the same System Settings page. Any content entered will be included within the document's HTML <head> section.
How do I add a new translation?
It's a fairly simple process. If you've ever translated a C-based app that used GNU's gettext tool, then you'll have no problem. The I18N support was based on GNU's gettext new. Here's what you need to do.
  1. look in the "translations" directory
  2. copy the English-US.txt file into what you'd like to call your language data file. (e.g. cp English-US.txt French.txt)
  3. Now translate all the text to the _right_ of the ": " into the new language. Do not alter the text to the left of the ": ".
  4. When you're done making changes, move into the "tools" directory. Run the check_translation.pl script on your new data file to make sure you have all the needed translations. (e.g. perl check_translation.pl French)
  5. Add the new language to both the $languages array and the $browser_languages arrays defined in includes/translate.php.
  6. Test it out...
  7. Post a copy of your translation (along with your changes to includes/translate.php) to the SourceForge Patches new for WebCalendar.
How do I update an existing translation?
Just open up the translation file in the translations directory with your favorite text editor (like vi, vim, emacs, pico, Notepad, etc.). In particular look for places where missing translations are indicated. All missing translations should be marked with a "<< MISSING >>" note. and typically the English version of the translation will also be included on the following line (as in the example below):
# << MISSING >>
# Edit:
#

For some text, an abbreviation may be used rather than the English text. In those cases, the full text will be noted as in the following example:
# << MISSING >>
# custom-script-help:
# English text: Allows entry of custom Javascript or stylesheet text that
# will be inserted into the HTML "head" section of every page.
#

When you're done making changes, move into the tools directory. Run the check_translation.pl script on your new data file to make sure you have all the needed translations:
perl check_translation.pl French
Post a copy of your translation to the SourceForge Patches new for WebCalendar.
During Import, I receive this error: Unknown Timezone: XXXXX defaulting to GMT.
This is a notice that your import file contained unknown timezone information. WebCalendar will simply save the event or task as GMT. You are encouraged to submit these notices as Bug Reports to SourceForge, so that WebCalendar can improve its TZID support.
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Troubleshooting

I get error messages about undefined variables when I try to view any page.
On newer versions of PHP, the default setting of PHP is to display messages when an undefined variable is referenced. To prevent these messages from being displayed, change the setting of error_reporting in your php.ini file to be:
error_reporting = E_ALL & ~E_NOTICE
Alternately, you can disable any error messages from being displayed in the browser and have them logged to a file. (See the comments included in the php.ini file for instructions on how to do this.)
I receive an error message saying "Failed opening 'includes/...' for inclusion ..."
You may have to modify the include_path setting in your php.ini file. Most users do not need to do this, but some PHP installs seem to require it. You will need to add the WebCalendar directory to the list of directories for include_path.
I get an error message from PHP saying "Call to undefined function: ..."
This tells you that your version of PHP is missing something that WebCalendar needs. If the function mentioned is a database login function (ociplogin, mysql_pconnect, ibase_connect, pg_pconnect), then you probably do not have the needed support for your database compiled into PHP. If the function is not a database connect call, then check the PHP manual new to see if the function requires a specific version of PHP. You may have an out-dated version of PHP that requires upgrading.
When I try and view certain pages, nothing happens for 30 seconds, then I get a time-out error.
On slower or very busy servers, it can take some time for the server to get all the events. Most PHP installations have a built-in timeout out of 30 seconds and will interrupt any request that takes longer than that. This is most likely to happen on the year-long custom report or on the month view when layers are being used. If you have access, you can increase the time-out value for PHP in the php.ini file by changing the setting of the max_execution_time setting.
I get an error message that says "Can't connect to local MySQL server through socket '/tmp/mysql.sock'."
This is a PHP/MySQL configuration issue. The value of mysql.default_socket in your php.ini file must match the value of socket in your my.cnf file. Edit the php.ini file to fix this problem.
I am not receiving any email messages from WebCalendar.
WebCalendar sends two types of email messages: Notifications* and Reminders*. Check the following if you are not receiving any email:
  1. You have defined a valid SMTP server in your PHP configuration file php.ini. (The setting is "SMTP" in the "mail_function" section.)
  2. In WebCalendar's System Settings, you have set the "Email Enabled" setting to "Yes".
  3. In WebCalendar's System Settings, make sure you have the "Default sender address" to something.
    Note: Some mail system will reject mail that has a "From" address that is a different domain from the originating SMTP server. So, if your SMTP server is smtp.mydomain.com and your "Default sender address" is calendar@someotherdomain.com, some mail systems may bounce the mail back.
  4. For a Notification, make sure you have the type of Notification set to "Yes" in the user's Preferences.
  5. For a Reminder:
    • Make sure you have "Event reminders" set to "Yes" in the user's Preferences.
    • Make sure you have setup a cron job to periodically run the send_reminders.php script.
Some of the pages are displaying text in English rather than <insert your language here>
The translations have been submitted at various points of WebCalendar development. Some have not been updated to include newer features.
The text that I entered in the Custom Event Fields is not being translated to different languages.
You will need to add an entry in each of the translation files for any text you add into the Custom Event Fields.
How do I get the most recent version of WebCalendar?
You can download the latest public release from SourceForge's file list for WebCalendar new.
You can download the latest development code from the CVS server using the instructions provided by SourceForge new. (You will need a CVS client to do this.)
How do I install a patch file listed on SourceForge's list of WebCalendar patches new?
Most patches are distributed as context diffs. That means they were produced using the UNIX diff command with the -C option. The patches are intended to be used with the GNU patch new program. This program is standard on most Linux systems and can be obtained as part of the Cygwin new package for Windows. Mac OS X will have the patch program installed if they install the developer tools CD.
I forgot/lost my admin password. How can I reset it?
The easiest way is to admin a new admin user and then use that new user to reset the password for your old admin account. Assuming you have deleted the original 'admin' login, you can use the following SQL to insert a new admin user into the database:
INSERT INTO webcal_user ( cal_login, cal_passwd, cal_lastname,
cal_firstname, cal_is_admin ) VALUES
( 'admin', '21232f297a57a5a743894a0e4a801fc3', 'Administrator',
'Default', 'Y' );
This will add a user with login 'admin' and password 'admin' to the database. If you still have a user named 'admin', then replace 'admin' in the above SQL with a different username.
I get a database error indicating table webcal_config does not exist.
This is the first table that WebCalendar tries to access, so it typically means one of the following:
I get a database error from MySQL that says "Client does not support authentication protocol."
From the MySQL 5.0 Reference Manual:
MySQL 5.0 uses an authentication protocol based on a password hashing algorithm that is incompatible with that used by older (pre-4.1) clients. If you upgrade the server from 4.0, attempts to connect to it with an older client may fail with the following message:

Client does not support authentication protocol requested by server; consider upgrading MySQL client
The MySQL Reference Manual has solutions for this problem.
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Getting Help

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

https://sourceforge.net/forum/forum.php?forum_id=11588 new

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

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Licensing

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

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Glossary

Activity Log
A summary of recent updates to calendar data
Assistant
A calendar user that has been designated by another calendar user (the Boss) to help manage their calendar
Boss
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
Group
A mechanism of dividing up a large set of users into smaller sets of users
IMAP
Internet Message Access Protocol, an optional method of user authentication.
Layer
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
LDAP
LDAP (Lightweight Directory Access Protocol) is an Internet protocol used to maintain user directories
Multi-User Mode
When WebCalendar is configured in Multi-User Mode, there can be multiple user accounts, each with his own calendar. Unless Public Access is enabled, all users will be required to login before they can access the system.
NIS
NIS (Network Information Service) is a UNIX-based user authentication system for managing user directories in a network
NonUser Calendar
A participant to a calendar event that is not a calendar user. This is typically used either as a resource (conference room, laptop computer) that needs to be shared or as a shared calendar that other users overlay onto their own calendar using layers (company-wide calendar, holiday calendar, etc.)
Notification
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)
Public Access
A System Setting that will allow anonymous users to access the calendar. See the simple instructions for setting this up in the FAQ section. (Requires WebCalendar to be configured in Multi-User Mode).
Reminder
An email message that is sent before an event to remind the participant
Single-User Mode
When WebCalendar is configured in Single-User Mode, there is no concept of users. You will be managing a single calendar and no login will be required. Anyone accessing this calendar will have full privileges to view, add, edit and delete all events.
Time Interval
The amount of time each "block" will represent in either the day or week view (set in user Preferences)
User Access Control (UAC)
The fully configurable feature to allow extremely granular access control to user. This control applies to system options and features as well as other user's calendars.
View
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)
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Appendix A: Using phpMyAdmin

If you have phpMyAdmin installed and configured to manage your MySQL database, use the following steps to setup WebCalendar. (The following information is based on phpMyAdmin version 2.6.1.)

  1. On the initial phpMyAdmin page, under the "MySQL" heading, the first option should be "Create new database." Enter the name you have chosen for the database and press the "Create" button. (The default database name used by WebCalendar is "intranet".) After pressing the "Create" button, it should say: "Database <your database name here> has been created."
  2. Click on the home icon (the small house) in the left-side navigation. This will bring you back to your phpMyAdmin home page.
  3. (Optional) Create new MySQL user. If you already have a MySQL login that you would like to use, you can skip this step.
  4. Click on the "Databases" tab at the top of the page.
  5. From the list of databases on the page, click on the name of the database that you created.
  6. Click on the "SQL" tab at the top of the page.
  7. At the bottom of the page, there is an area to upload a SQL file. Click on the "Browse" button and select the tables-mysql.sql file in the WebCalendar toplevel directory. Then, press the "Go" button.
  8. The top of the page should say "Your SQL-query has been executed successfully."
  9. You have now finished creating the WebCalendar database tables.
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Appendix B: Database Setup

There are three steps in setting up the database:

  1. Creating the database
  2. Creating the user
  3. Creating the required tables

Follow the steps outlined below for the database you are using. When complete, a single user account will be created with the login "admin" and password "admin", which you are encouraged to use to create your own account.

Note: In the examples below, text in bold represents text that you must type in.

Security: The default values for database, login, and password (intranet, webcalendar, and webcal01) are for demonstration purposes only and should never be used in a production environment.

MySQL

The following will create a database named "intranet".

mysqladmin create intranet

Next, create the database user account that will be used to access the database.

mysql --user=root mysql
mysql> GRANT ALL PRIVILEGES ON *.* TO webcalendar@localhost
IDENTIFIED BY 'webcal01' WITH GRANT OPTION;
mysql> FLUSH PRIVILEGES;
mysql> QUIT

If you will be accessing MySQL from a different machine than the one running the web server, repeat the command above and replace 'localhost' with the hostname of the other machine.

Create the calendar tables using the supplied tables-mysql.sql file:

mysql intranet < tables-mysql.sql

In the above example, "intranet" is the name of your database.

Note: If you are using phpMyAdmin to manage your MySQL database, follow the instructions in Appendix A.

Oracle

The following will create a tablespace named "webcalendar". From the command line, startup sqlplus and issue the following command:

sqlplus
SQL> CREATE TABLESPACE webcalendar
DATAFILE 'webcalendar.dat' SIZE 10M
AUTOEXTEND ON NEXT 10M MAXSIZE 40M;

Next, create the database user account that will be used to access the database.

sqlplus
SQL> CREATE USER webcalendar IDENTIFIED BY webcal01
DEFAULT TABLESPACE webcalendar;
SQL> GRANT dba TO webcalendar;
SQL> quit

Create the calendar tables using the supplied tables-oracle.sql file:

sqlplus webcalendar/webcal01
SQL> @tables-oracle;
SQL> quit

PostgreSQL

The following will create a database named "webcalendar". From the command line as the psql user: issue the following commands:

$ su postgres
# createdb webcalendar
# createuser --no-createdb --no-adduser -P webcalendar
# psql webcalendar webcalendar
\i tables-postgres.sql
\q

Interbase

The following will create a database named "WEBCAL.gdb". From the command line, startup usql and issue the following command:

CREATE DATABASE 'WEBCAL.gdb';

Create the calendar tables using the supplied tables-ibase.sql file:

isql
connect /path/WEBCAL.gdb;
input path/table-ibase.sql;

ODBC

Setup will depend on which database you are using. When it comes time to create the tables, the tables-postgres.sql file should work for most databases.

MSSQL

Create a database, intranet, and add a user, webcalendar, to access this database. The user should be granted public, db_datareader, and db_datawriter privileges. Open SQL Query Analyzer then open the file tables-postgres.sql. Make sure you have identified intranet as the target database and Execute the contents of the sql file.

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Appendix C: Setting Up Reminders on Windows

You have two options to choose from when setting up email reminders on a Windows platform. You can either install a cron package for Windows, or you can use the Windows Task Scheduler.

Installing a Cron Package

If you install a cron package for Windows, you will need to setup to setup a cron job. (UNIX cron is a tool for used to run tasks as specified times anywhere from every minute to once a year.)

First, you should create a sendreminders.bat file that contains a single line:

C:\your\path\to\php.exe C:\your\path\to\webcalendar\tools\send_reminders.php

You can place this sendreminders.bat file anywhere on your file system.

Next, you need to setup the cron job. The crontab entry should look like the following (replace with the correct path to your newly created sendreminders.bat file):

1 * * * * C:\your\path\to\sendreminders.bat

The "1 * * * *" will tell the cron schedule to run this task at 1 after the hour all day long (12:01am, 1:01am, 2:01am, etc.) If you only want to run it once per day, you could use:

1 4 * * * C:\your\path\to\sendreminders.bat

This would tell the cron scheduler to run the task at 4:01am every day. For more information about the syntax of cron, check the documentation for the package you have installed or view the UNIX man page for crontab (like this one).

There are many cron packages for Windows available. Below is a list of packages to choose from. (Note: use at your own risk. These links are provided for information only.)

Using the Windows Task Schedule

Follow the steps listed below to setup a new task in the Windows Task Scheduler. (These instructions were created with Windows XP Professional. Other versions of Windows might be different.)

  1. Create a new batch file called sendreminders.bat. The contents of this file should be a single line:
    C:\your\path\to\php.exe C:\your\path\to\webcalendar\tools\send_reminders.php
  2. On Windows XP, go to Control Panel
  3. Double-click on "Scheduled Tasks." This brings up a window that says "Scheduled Task Wizard"
  4. Click on "Browse..."
  5. Select the location of your newly created sendreminders.bat file.
  6. Click on "Open"
  7. Change the name of the task. "WebCalendar Reminders" is a good name.
  8. Select how often to perform this task. Select "Daily."
  9. Click on "Next"
  10. Select the start time, then click "Next". If you are planning on sending out reminders throughout the day, pick a time shortly after midnight.
  11. Enter your user password as required. Click on "Next."
  12. Select the checkbox "Open advanced properties".
  13. Click on "Finish."
  14. Under the "Schedule" tab, click on "Advanced."
  15. Click on "Repeat Task" and fill in the details of how often the job should run. For example, you can set it to run "every 15 minutes", then click on "until" and set that time to 11:30pm.
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Appendix D: Displaying Upcoming Events on Your Site

If you would like to list upcoming events somewhere on a page on your site (someplace other than the WebCalendar pages), you can use the upcoming.php page to do this. This page is intended to be included in other pages using the iframe tag.

You may need to modify some of the variables near the top of upcoming.php with a text editor:

$public_must_be_enabled Specifies if Public Access must be enabled in System Settings for this page to be viewed.
Default setting: false
$display_link Specifies if events should have a link to the URL within WebCalendar to view the event.
Default setting: true
$link_target Specifies the name of the window that be used for the link target.
Default setting: _top
$numDays Specifies how many days of events should be listed.
Can override this by passing "num" in within the URL with "upcoming.php?num=60"
Default setting: 30
$maxEvents Specifies the maximum number of events to list.
Default setting: 10
$username The login of the calendar to display upcoming events for. If you want to see upcoming events for user login "joe", then you would change this to "joe".
Default setting: __public__ (The public calendar)
$allow_user_override Specifies whether the calendar user can be specified in the URL (in which case the $username setting will be ignored) using a URL like "upcoming.php?user=joe".
Default setting: true
$load_layers Specifies if the calendar user's layers should also be included in the upcoming events.
Note: Layers must be enabled in the user's preferences.
Default setting: true
$cat_id Specifies a category id to filter events on.
Note: Categories must be enabled in System Settings.
Default setting: (empty)

Below is an example of how you would include upcoming.php in a simple HTML page.

<html><head><title>ACME Home Page</title></head>
<body>
<h1>Welcome to the ACME Home Page</h1>
<h2>News</h2>
<p>No news....</p>
<h2>Upcoming Events</h2>
<iframe src="upcoming.php" width="400" height="400" name="califrame"></iframe>
</body>
</html>

TIP The W3 Schools site provides documentation about the different options that you can use with the iframe tag.

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Appendix E: How To Configure for LDAP

Configuring WebCalendar to use an existing LDAP directory is fairly simple. It is know to work with OpenLDAP and Novell Edirectory and should work with other systems as well.
Note: If you use LDAP, the group functionality of WebCalendar does not yet work.

To configure WebCalendar to use LDAP, do the following:

  1. Configure settings.php
  2. Configure includes/user-ldap.php

The first step is to set WebCalendar to use LDAP authentication in settings.php. Instructions on to do this can be found in the Application Installation section above. In summary, the following should be set:
use_http_auth = false
user_inc = user-ldap.php

The next step is a little more work and involves editing the includes/user-ldap.php file with a text editor. You will have to set several configuration variables. If you don't know what to set the variables to, consult your LDAP system administrator. Documentation exists for all variables in the file. Finally, users have gotten LDAP working with OpenLDAP and Novell Edirectory by just changing the following:

$ldap_server FQDN or IP address of the LDAP server (or localhost).
ex. 'ldapserver.company.com'
$ldap_base_dn Specifies the base DN used to search for users
ex. 'ou=people,dc=company,dc=com' or 'o=context,ou=subcontext'
$ldap_admin_group_name Specifies a group (complete DN) with admin rights for WebCalendar
You might have to create one in LDAP
ex. 'cn=it,ou=group,dc=company,dc=com'

Using SSL with LDAP

If the LDAP server will accept connections over SSL, simply add 'ldaps://' to the beginning of $ldap_server.
Example: ldaps://ldapserver.company.com

Using TLS with LDAP

If the LDAP server is set up to use TLS, set $ldap_start_tls = true.

Using LDAPv3

If the LDAP server uses protocol version 3, set $set_ldap_version = true and $ldap_version = '3'.

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Appendix F: Manual Installation

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TODO

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