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Common calendar functions

 

There are three calendars to choose between, Calendar in the room, Calendar in the Lobby and My calendar. Common for the calendar views is how your meetings are shown and changed between. The meetings in the calendars are also shown in different colors depending on type and status.

  • Private meetings is represented by red color, (only visible in My calender).
  • Lobby meeting/Room meeting is represented by a blue color.

If you want the meeting information for a already booked meeting to be sent to you in Outlook-format without any invitation being sent out, open the meeting calendar and first click on Month view and then on the desired meeting. Then click on the button Export to outlook.

 

Calendar in the room/lobby

 

The help description for the Calendar is equal for room and lobby location, therefore the room/lobby notification is used in the description.

In the Calendar in a room/lobby you can quickly get a overview of all the meetings in the room, and this is presented in a way that reminds of  Microsoft® Outlook ™.

Book a new meeting

  1. To book a new meeting:

    • Go to the Calendar by choosing Calendar under Coordination & Collaboration . First you choose day by clicking on the desired date in the calendar to the left, and then choose Starttime by clicking on the desired starttime in the list to the right.

  2. Now you can enter information in the three tabs Common, Participants and Links found at the top of your window. You don't have to enter information in all of them to book a meeting, but if you want to enter the information, here is a description of how it's done:

    • Common

      1. Fill in subject in the field Subject and location in the field Location.

      2. Choose startdate and stopdate by clicking on the buttons to the right of the fields Startdate and Stopdate and then clicking on the desired date in the calendar.

      3. Choose Starttime and Stoptime by selecting values in the boxes.

      4. You can choose to create a recurring meeting if you want by doing like this:

        1. Click on the button Recurring .

        2. Choose the pattern you want your recurring meeting to have:

          • Daily

            Choose Daily. Then select if you want to book the meetings Every weekday (Monday - Friday) or All days (Monday - Sunday) by checking the corresponding box.

          • Weekly

            Choose Weekly. Select which days you want to add to the pattern by checking the corresponding boxes.

          • Monthly

            Select Monthly. Choose which weekday (Monday - Sunday) and which one of the days in the month (1st, 2nd, 3rd, 4th or last).

        3. Choose startdate and stopdate by clicking on the buttons to the right of the fields Startdate and Stopdate and then clicking on the desired date in the calendar. Note that this start date and stop date is not the same as ones chosen earlier (see 2. above)

        4. Click on the button Ok when you are finished.

      5. Select type in the field Type (Lobby meeting/Room meeting or Private meeting).

      6. Fill in meeting description in the field Meeting description.

    • Participants

      1. Click on the tab Participants.

      2. Choose who should be the convenor of the meeting in the field Convenor.

      3. If you want to add existing room users to the meeting, do like this:

        1. Under Users, choose which members you want to add by clicking on their names in the list Available participants. The members can now be seen in the list Selected participants also.
        2. Click on the button Add and the users are added in the list Meeting participants at the bottom of the window.
      4. If you want to invite external participants, do like this instead:
        1. Under External participants, fill in name in the fields Firstname and Surname.
        2. Fill in email address in the field email.
        3. Click on the button Add and the user is added in the list Meeting participants at the bottom of the window.

      5. If you're booking a private meeting, you can however NOT add participants.

      6. If you don't want an email invitation to be sent out to all participants of the meeting, just click in the box Don't send email invitation. Now none of the participants will receive an email invitation to the meeting

    • Links

      1. Click on the tab Links.

      2. If you want to add link to documents, images, or files inside the room/lobby, do like this:

        1. Click on the desired object. When you have made your choice, information is moved to the fields Link and Name.

        2. Save your link by clicking Add.
      3. If you want to add link to something outside the room/lobby, do like this instead:
        1. Enter the address to the page, object etc. that you want to create a link to in the field Link.
        2. Fill in the name of the link in the field Name.
        3. Save your link by clicking Add.

      Images/documents that are linked to the meeting are also attached as links in the email message that is sent out.

      The link view looks different depending on if it's a meeting in a room or a private meeting, and the content can therefore vary depending on the meeting type.

  3. Click on the button Save to save the meeting and send out the invitations.

 

Edit a meeting

  1. Choose  Calendar under Coordination & Collaboration .
  2. Click on the meeting in the calendar view to the right in your main window.
  3. Use right mouse button to open menu, (right click on the selected meeting to open menu)
  4. Select Edit from the menu to open the Edit Meeting pop-up window.
  5. Now you can change or update the meeting information, (see description for Book a new meeting above for detailed information).
  6. Click on the Save button once you're finished with your updates to save the meeting and send out a mail that the meeting is updated, (if you regret your changed information click on the Cancel button).

Delete a meeting

Deleting a meeting can be done in two ways:

Alternative 1

  1. Choose  Calendar under Coordination & Collaboration .
  2. Click on the meeting you want to delete in the calendar view to the right in your main window.
  3. Use right mouse button to open menu, (right click on the selected meeting to open menu).
  4. Select Delete event from the menu to delete the meeting.
  5. Click on the Yes button in the Confirm pop-up window to delete the meeting, (if you regret click on the No button).

NOTE!  All meeting participants will be notified about this by email

Alternative 2

  1. Choose  Calendar under Coordination & Collaboration .
  2. Click on the meeting you want to delete in the calendar view to the right in your main window.
  3. Use right mouse button to open menu, (right click on the selected meeting to open menu).
  4. Select Edit from the menu to open the Edit Meeting pop-up window.
  5. Click on the Remove button to delete the meeting, (if you regret click on the Cancel button)
  6. Click on the Yes button in the Confirm pop-up window to delete the meeting, (if you regret click on the No button).

NOTE!  All meeting participants will be notified about this by email.
 

Export to Outlook

If you choose to send an invitation by mail, there is a calendar file attached to the mail that you can save directly to Outlook. If no invitation has been sent out, or if you haven't saved the email-message, you can choose to export the information yourself to you own email by doing like this:

  1. Choose  Calendar under Coordination & Collaboration .
  2. Click on the Month view button.
  3. Click on the meeting in the calendar view to the right in your main window.
  4. Click on the button  Export to Outlook.
  5. Choose the way you want to export. By clicking on the button Open you can choose to open or save the *.vcs-file to create an appointment in Outlook.

Create a meeting request

You can create a meeting request with chosen times and participants. Each participant then get a mail where they can simply follow a link and answer which times they can participate or not. When all the participants have responded to the request, the meeting requester gets a notification by mail saying that all participants have answered. He/She can then go in and look at the answers from the participants and book a meeting based on that.

  1. Click on the button Request meeting in the toolbar.

  2. Now you can enter information in the two tabs Common and Participants found at the top of your window. Here is a description of how to enter the information:

    • Common

      1. Fill in subject in the field Subject and location in the field Location.
      2. Enter meeting description in the field Meeting description.
      3. Add the meeting times you want to request the meeting on by choosing Start date, Stop date, Start time and Stop time in the corresponding fields and then clicking on the button Add. The chosen time is then added in the list Selected dates at the bottom of the window.

    • Participants

      1. Click on the tab Participants.

      2. If you want to add existing project users to the meeting request, do like this:

        1. Choose which members you want to add by clicking on their names in the list Available users/groups. They can now be seen in the list Selected users also.
        2. Click on the button   Add   and the users are added in the list Meeting participants at the bottom of the window.
      3. If you want to invite external participants, do like this instead:
        1. Under External participants, fill in name in the fields Firstname and Surname.
        2. Fill in email address in the field email.
        3. Click on the button   Add   and the user is added in the list Meeting participants at the bottom of the window.

  3. Click out the button Save to send out your meeting request.

Respond to a meeting request

  1. To respond to a meeting request can be started in two ways:
    1. Click on the link in the email you received along with the request.
    2. Click on the Show meeting requests button and then click on the meeting request you want to respond to in the list.
  2. Choose which time that suits you for the meeting by clicking in the boxes in front of those times.
  3. If none of the suggested times suits you, you click in the box None of the suggested times fit instead.
  4. Click on the Save button when you are finished.

Book a meeting based on a meeting request

  1. Click on the Show meeting requests button.
  2. Then click on the meeting request you want to respond to in the list.
  3. Choose which time that is best suited for the meeting by clicking in the box in front of the time that suits the most participants.
  4. Then click on the Schedule meeting button. All information and all participants are now moved into the booking a meeting window.
  5. You can edit/add any information, .
  6. Click on the button Save to book your meeting.

Edit a meeting request (Admin or if you have created the meeting request)

  1. Click on the Show meeting requests button.
  2. Click on the Edit button.
  3. Now you can add or edit the request meeting information.
  4. Click on the Save button when you are finished, (if you regret the changes click on the Cancel button).

Delete a meeting request (Admin or if you have created the meeting request)

  1. Click on the Show meeting requests button.
  2. Click on the Edit button.
  3. Click on the Remove button, (if you regret the changes click on the Cancel button).
  4. Click on the Yes button in the Confirm pop-up window to delete the meeting request, (if you regret click on the No button).

 

Change display period

 

Change display period to show present day

  1. If you have moved to another day, week or month and you want to return to present day, click on the Today button in the toolbar to return to the present day.
    1. In Day view, the right calendar view is changed to show present day, (present day marked with yellow color).
    2. In Week view, the right calendar view is changed to show the week that includes present day, (present day marked with yellow color).
    3. In Month view, the right calendar view is changed to show the month that includes present day, (present day marked with yellow color)

Change display period to, Day view

  1. Click on the Day view button in the toolbar.
  2. Change Day.
    1. Use the  button  to step one day ahead.
    2. Use the  button  to step one day back.

Change display period to, Week view

  1. Click on the Week view button in the toolbar.
  2. Change Week.
    1. Use the  button  to step one week ahead.
    2. Use the  button  to step one week back.

Change display period to, Month view

  1. Click on the Month view button in the toolbar.
  2. Change Month.
    1. Use the  button  to step one month ahead.
    2. Use the  button  to step one month back.

Search for a meeting

  1. Click in the Search field and define search condition to find specific meeting.
  2. Click on the  button to start searching. You can regroup the list, and also see the remaining time until the meeting takes place.