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Any calendar can be used to show and manage events. Event Scheduler will help you plan and manage public events featuring virtually unlimited number of guests.
It is noteworthy that besides events the calendars may show tasks, for example:
The tasks are always on the bottom of the calendars view.
You will find detailed information on using tasks here.
An event may take several hours, a whole day or it may span several days in a row. Use one of the two methods to add an event.
- Select and click the day for an event on the calendar grid. The new event dialog box will show up:
- Set the event name and select the calendar to which the new event will be attributed. Specify if you will be available for the time of the event.
: for multiple day events click the More
link and specify the start and end dates (see Method 2
Otherwise, you can set the event duration directly on the calendar. Press the left mouse button on the event start day and drag to the last day while holding the left mouse button down. Once you have released the mouse button, the system will open the extended event creation form showing the selected time span.
- Click Add.
- Click the Add button in the top right corner of the calendar (or click the drop-down arrow and select new event):
The extended event creation dialog box will show up:
- Specify the start and end dates (the latter is optional). If your event is to be scheduled for certain time, set it using the clock button.
Other fields on this tab are similar to the simplified event form described in Method 1.
- Add the event description.
- On the Guests tab, select the event participants. Click Add attendees and start typing the person's name. Select the required participant in the quick search list. Add all the persons you would like to invite in the similar manner:
Alternatively, you can use the company structure tree to select and add the attendees:
A good idea is to make your invitation more human-like, textually attractive and pleasing to the readers. Click Add invitation text and compose a message to the persons you are about to invite.
This meeting is public: to enable other users to take part in the event, check this box.
Notify when attendees confirm or decline invitation: check this box if you want to receive messages when a person you have invited accepts or declines your invitation.
Ask users to reconfirm attendance: check this box and click Save to send the invitation to all the attendees again. This option is only available when editing an existing event.
The users you have chosen will receive the message with links whereby they can accept or decline your invitation. Once a user has decided his or her fate (well, in fact the outcome decides the fate of your event) the attendee list will show the guest status:
: the person has confirmed their attendance;
: the person has refused to attend the event;
: the person is still deciding.
To remove a person who is deciding too long (what other reasons to remove a guest could there be, right?) click the cross button:
- An event has some other useful parameters to configure. Click the More tab:
- Reminder: pretty obvious. Specifies to send a message to let you know you'll be having an event soon.
- Recurring event: can be used to specify that an event will occur again after some time. An example of a recurring event would be your birthday.
- Special notes: besides the obvious priority parameter, this group has an option to make the event private. Any information on a private event is "classified"; only the start and end dates and the person availability is visible. As you can see, it in fact makes a private event quite "unclassified".
- More: if you need to bind the event to a CRM element, click Select to find and attach one. It will mark the event in the grid with a three-character chevron "crm".
- Click Save.
The new event is now visible in the calendar grid.
Note: for even more advanced control over the event parameters and schedule, use the Event Scheduler.
To manage the event directly in the calendar grid, hover the mouse pointer over the event. You will see the controls appearing over the event area. The following commands are available:
- click the colored field to view the event details:
- - opens the event for editing. The event edit form is the one you were using to create the event;
- - deletes the event.
Note: the last two commands are functionally analogous to the Edit and Delete links in the event properties window.
The Event Scheduler
While the quick and dirty way to create events described in the previous chapter may be neat and easy, it provides no visual cues as to availability or presence of the persons invited to attend the event. That's why the system includes the Event Scheduler - a special feature designed to manage public events.
To open the scheduler:
- click the Add button and select event using Event Scheduler in the menu, or
- when creating an event using the event edit form, click the Event Scheduler link on the Guests tab:
In the scheduler window, set the following parameters for the new event:
- the start and end date and time for the event;
- the event duration (in minutes, hours or days);
- the event location.
- Add event attendees just as you would do it in the event edit form.
Once you have done adding guests, the public event will appear on the scheduler grid. You can change the grid scale so that the event is fully visible.
If the persons you have added to the event guest list won't be available at the time of the event, they will be highlighted with red:
In a situation like this, the best thing to do is lock the event duration and drag the event (using the mouse) on the grid to the time when all the persons are available to participate in your event. A good event whose times are correct and all guests are available is shown in green:
The following figure illustrates the use of the mouse for adjusting the event date and time: