User Guide
Calendar Management
Calendar is an important feature of the project management. Project related meetings can be
scheduled well in advance. At the same time alert messages and alert E-Mails will be sent
automatically to remind the concerned Team Members.
Only an Administrator can add venue by adding Name and Status, where people
can conduct meetings on that venue.
Name: Should be a valid venue where the meetings can be held.
Status: Has two attributes Open for booking and Closed. If it is Open for
Booking then meetings can be held at that Venue. Else if it is Closed we cannot
schedule a meeting at that Venue.
- Click Calendar tab.
- Click New Venue action available in action bar.
-
Enter the Venue Name in the Name field and select the status of the Venue from the drop
down list of the Status field. - Click Save & Close button to add a venue.
- Click Reset button to reset the fields to previous values.
- Click Cancel button, if you do not want to add Venue.
Figure: 6.1 Adding a Venue.
List venues is visible only to Admin. Admin can see the list of
Venues by clicking List Venues action available in action bar (see Figure: 6.2).
When there are no venues you will get a message saying “There are no Venues to Display”
Figure: 6.2 List of Venues.
Only Administrator can Edit or Delete Venues. Administrator can Edit venues by
changing the Name or Status of the Venue. The Venue can be deleted only if there
are no meetings in that venue.
- Click List Venues to see the list of venues.
- Click the venue you want to edit or delete.
- Click Delete button to delete Venue permanently.
- Click Edit button to edit Venue (see Figure: 6.3)
-
Add new Venue name in the Name field and set the Status to either Closed
or Open for booking. - Click Save & Close button.
Figure: 6.3 Editing a Venue.
Team Member can arrange new meeting with other Team Members in his project by
furnishing the following details (see Figure: 6.5) :
-
Select the required Project from the Project drop down list in which you want to add
meeting. - Subject of the meeting.
- The Venue of the meetings.
- The Start Time and Start Date of the meeting.
- The End Time and End Date of the meeting.
- Meeting Notes if any.
- Meeting Reminders if needed.
- Invitees for the meeting.
Project drop down lists all the projects to which you are a member.
Venue is the place where the Meetings can be held. Without venue you cannot arrange
Meetings. If there is no Venue then ask your Administer to add one.
Start time of the Meeting should be greater than the current time. End time should
be greater than the current time and Start Time.
Meeting Notes is any text which is related to that Meeting.
There is also a facility to send a Meeting Reminders to the Team Members. For
example a reminder is set at 30 minutes before the meeting, the Project manager and his
Team Members will be reminded 30 minutes before the meeting in their dash board. Once the
Team Member calls for a meeting all the invitee team members receive an alert. They
can either Approve or Disapprove the scheduled meeting. But the Reason for
disapprove should be provided.
Invitees are the Team Members of a particular project. You can arrange Meetings
only for the Members in a particular project.
- Click Calendar tab.
- Select the Project from Project drop down list.
- Click New Meeting action available on action bar.
- If you have selected an archived or a deleted project a message will be displayed.
-
If you have selected All Projects option from the Project drop down list
then a page with a drop down to select a project will be displayed (see Figure: 6.4). To
continue with scheduling a meeting process select a project from the drop down and click
Select Project button. -
A form to fill required entries will be displayed. Enter the Subject name, select the
Venue from the drop down list, set the Start Date and End Date and
Start Time and End time for the meeting. - Add Notes related to Meeting if needed.
-
Check the Reminder (Optional) check box and select the reminder time from the drop down
list. -
Check the Recurrence Meeting (Optional) check box and set the Recurrence by
selecting a Daily, Weekly, Monthly or Yearly Radio button. -
Click Reset button to get the previous values of all the fields, in new meeting
all fields will be null when you Click Reset button. - Click Cancel button to cancel the Meeting.
- Click Continue button to invite the Team Members (see Schedule Meeting).
-
After Clicking Continue button you will see a list of Team Members
(list on the left side of the page). -
Select the required Team Member and Click Add button to add Required
Participants , Optional Participants or Resources to invite the Team Members
for the meeting see Figure: 6.6. -
You can Double Click to undo the selection of a Team Member from
Required Participants list, Optional participants list, Resources list. - Click Cancel button to cancel the Meeting.
- Click Save & Close button to add Meeting.
Figure: 6.4 Selecting a project when all projects option selected.
Meeting section of this chapter.
Figure: 6.5 Schedule a Meeting.
Figure: 6.6 Selecting invitees.
If you want to schedule a meeting every day, week, month or year at a particular time, then we
can make use of Recurrence Meeting by adding only one meeting and make it as Recurrent Meeting.
Following are the four modes of recurrence :
- Daily
- Weekly
- Monthly
- Yearly
Following options are common in all four modes of recurrences.
- Every
- Day(s), Week(s), Month(s) or Year(s)
In Every field you need to make an integer entry which is an interval between the 2
recurrent meetings.
In Day(s), Week(s), Month(s) or Year(s) drop down we have 3 options:
- Forever The meeting will occur forever based on the Interval.
-
In For field you need to enter an integer, which indicates that the Meeting will occur
these many times. -
You need to select the end date for the meeting by clicking on the calendar icon in the
Until field.
In Daily Recurrence the Owner can set the meeting recurrence on daily basis. For example
if the meeting is held every day at a particular time then the owner can set the recurrence
accordingly. In Daily Recurrence the owner can customize the meeting to be automatically
held at a certain time interval after every few days. For example owner can automate a meeting to
be called Every 10 Day(s) between 10:00-11:00. You can set the recurrence meeting
to occur Forever, For ‘n’ occurrence(s) or Until a particular date
(see Figure: 6.7).
Figure: 6.7 Daily recurrence option.
In Weekly Recurrence the owner can set the meeting recurrence on weekly basis. For example
if the meeting is held every week at a particular day and time then the owner can set the
recurrence accordingly. In Weekly Recurrence the owner can automate the scheduling of meetings on
certain days of the week once in every given number of weeks. For example an owner can
call a meeting every Monday & Wednesday once in Every 2 Weeks between
10:00-11:00. You can set the recurrence meeting to occur Forever, For
‘n’occurrence(s) or Until a particular date (see Figure: 6.8).
Figure: 6.8 Weekly recurrence option.
In Monthly Recurrence the owner can set the meeting recurrence on monthly basis. For
example if the meeting is held every month at a particular day and time then the owner can set
the recurrence accordingly. In Monthly Recurrence the owner can schedule a meeting on a
certain day of the month once in every given number of months. For example the owner can
schedule a meeting on 1st Monday of the month once in Every 1 month. You can set
the recurrence meeting to occur Forever, For ‘n’ occurrence(s) or
Until a particular date (see Figure: 6.9).
Figure: 6.9 Monthly recurrence option.
In Yearly Recurrence the owner can set the meeting recurrence on Yearly basis. For example
if the meeting is held every year at a particular day and time, then the owner can set the
recurrence accordingly. In Yearly Recurrence theowner can call a meeting once in every
given number of years. Say once in Every 2 Years. You can set the recurrence
meeting to occur Forever, For ‘n’ occurrence(s) or Until a particular
date (see Figure: 6.8).
Figure: 6.10 Yearly recurrence option.
-
After filling in Subject, Start Time, End Time, Notes and Reminders, you should check
the Recurrence Meeting check box to make this meeting a recurrent meeting. -
Select Radio button Daily, Weekly, Monthly or Yearly based on the type of Recurrent Meeting
you want. -
In all types of recurrence meetings you need to make an integer entry in Every field, and you
need to select For, Forever or Until from the drop down list. -
If you select For then you need to enter an integer ‘n’ so that the Meeting will occur ‘n’
number of times. -
If you select Until then you need to select the date by clicking on the calendar icon of the
Until field. -
In weekly recurrence you can select a particular day i.e Monday, Tuesday etc by checking the
check boxes (see Figure: 6.8). -
In Monthly recurrence you can select a particular day of a particular week in every month.
i.e the Meeting can occur Every 2nd Monday once in Every 2 Months. This can be done by
selecting a values from the drop down lists in Monthly recurrence (see Figure: 6.9). - Click Continue button to add Team Members for the meeting.
-
Select the Team Members and click Required participants, Optional participants or Resources
to call Team Members for the meeting (see Figure: 6.6). - Click Save & Close button to add that meeting or click Cancel button to cancel the meeting.
This feature is used to list the meetings which has to be attended by the team members. when you
go to Calendar tab you can see the list of all meetings from all projects, this is the default
list of meetings when you go to Calendar tab. The meeting scheduled by the Team Member can be
viewed in the following types of listing :
- Day View.
- Week View.
- Month View.
Day view is the default view when you click the Calendar tab. To see
all the meetings in a particular day you need to click Day View available in action
bar you can see the meetings and the tasks (which are assigned to you) based on the project
selected from the Project drop down in the action bar you can navigate to next and
previous days by clicking >> and << buttons respectively. You can go
to view page of a meeting or task edit page by clicking the meeting’s subject or task name
respectively displayed in the list page. You can also see the task assigned to you on a
particular day along with meetings based on the project selected in the Project drop down
list and based on the filters applied. To view all the meetings scheduled so far select All
Projects option from the Project drop down.
Figure: 6.11 List Meeting (Day View).
To see all the meetings in a particular week you can go to week view. In week view you can see
maximum of 4 meetings in a particular day. To see all the meetings in a particular day, you
should go to day view. You can traverse to next and previous weeks by clicking >>
and << buttons respectively. To edit the meeting click meeting subject you want to
edit. You can also see the task assigned to you on a particular day along with meetings based on
the project selected in the Project drop down list and and based on the filters applied.To
view all the meetings scheduled so far select All Projects option from the
Project drop down.
Figure: 6.12 List Meeting (Week View).
To see all the meetings in a particular month at once, then you can go to Month View. In month
view you can see all the meetings in a month, you are able to see maximum of 3 meetings in every
day. Here in month view also you can traverse to next and previous months by clicking
>> and << buttons respectively. You can also see the task assigned to
you along with the Meetings based on project selected in Project drop down and based on
filters applied by clicking Apply Filter. To view all the meetings scheduled so far
select All Projects option from the Project drop down.
Figure: 6.13 List Meeting (Month View).
Filters are helpful to chose list of meetings from the existing meeting list by applying certain
criteria. In Calendar tab we have only one filter drop down list, which is visible
in Day View, Week View and in Month View. The Filter drop down has
the following options :
- Any Meeting shows all the Meetings which involves you.
- Owned by Me shows only those Meetings held by you.
- Attended by Me shows Meetings Approved by you.
- Pending shows meetings not approved by You.
To see the meetings by applying filters select any option from filter drop down and then click
Apply Filter button then a list of meetings for the filter option selected will be
displayed.
involved by you from all the projects. There is no filtering based on projects.
After scheduling a meeting if the inviter feels that some modification is necessary then
he has an option to edit the same and this is notified to all the invitees through alert message.
The Meeting Inviter can edit the meeting schedules in following fields.
- Subject.
- Venue.
- Notes.
- Start and End times.
- Invitees.
- Enable or disable Recurrence Meeting.
- Change the Reminders settings.
- Click Calendar tab.
-
Click Day View or Week View or Month View to see the list of Meetings you want
to Edit. - Click the subject of the meeting which you want to edit.
- Click Edit button.
- Edit the required fields, click Continue button to continue edit process.
- Click Cancel button to cancel the edit process.
- Click Reset Button to retain the old values in all fields.
-
Select the invitees from the invitees list (the list on the left side of the
page) then click Required Participants , Optional Participants or Resources the
select that invitee for the meeting (Figure: 6.6). - You can double click the invitee to undo the selection of that invitee.
-
After selecting at least one invitee you can Click Save & Close button
for the successful editing of the meeting. - Click Cancel button to cancel the edit process.
Once a meeting is scheduled it can be a normal or a recurrent one, the meeting
owner or the inviter has an option to delete that meeting based on the requirement.
- Click Day View, Week View or Month View to see the list of meetings.
-
Click the name of the meeting you want to delete, you will get a new page having meeting
details with Cancel, Delete and Edit buttons. -
Click Delete button to delete a meeting, you will get a pop up window saying
Are you sure want to delete this meeting? if it is a normal meeting and ”Deleting this
recurrence meeting deletes all recurrence instances, are you sure want to continue? “
if it is a recurrence meeting. - Click Cancel button to cancel the deletion.
- Click OK to delete that meeting permanently.
Once the Team member is invited for a meeting he can approve or disapprove that meeting.
If Team Member approves means he will attend meeting else if he disapproves, then he will
not attend that meeting.
- Click Calendar tab.
- Click Day View or Week View or Month View to see the list of meetings.
-
Click the name of the meeting you want to approve or disapprove. You will get a new page
having meeting details with Cancel, Approve and Disapprove buttons. - Click Cancel button, if you do not want to approve or disapprove the meeting.
- Click Approve button if you want to attend the meeting.
-
Write a reason for disapproval and then click Disapprove button if you do not
want to attend the meeting.
Admin can call a meeting if he is the member of any project. Other than this
admin has got more features than others. Only admin can add venue, list venues and edit
venue. Venues are those locations at which meetings can be held like conference halls, etc. Once
these venues are added, while scheduling a meeting you can simply select a venue to held the
meeting.
The various venue related operation that the Admin has are:
- Admin can add venues and declare their status available.
- Admin can edit the venue details.
- Admin can delete venues, provided there are no forthcoming meetings in them.
These features are available only for the admin.
Team Member can add meeting, edit and delete that meeting if he is the owner of that
meeting.
Team Member do not have option to add venue, edit venue or delete venue.
Team Member can see the meetings in which he is involved through Day View, Week View
and Month View. Once a meeting is called, a Team member who is invited for a meeting gets
an alert about the new meeting. Once you list the meeting according to your convenience in day,
week or month view, you can see only the subject of the meeting. To see the complete details of
the meeting, you can click the respective meeting subject. If you do not want to attend that
meeting you can disapprove that meeting. If you want to attend that meeting, you can approve
that meeting.
Once he click a meeting, he has three options
- Cancel and go to meeting listing again.
- Approve the meeting and go to the listing again.
- Disapprove the meeting and provide a suitable reason for disapproving the above.
Alerts are the ones which gives the information to all team members about the modifications done
in his projects.
- Click Preferences tab.
- Click Calendar which is in preferences tab.
- Then uncheck the check boxes to disable the E-mail alerts.
- When your Team Member invited you for the meeting.
- When other team members approved or disapproved the meeting scheduled by you.
- When reminder is set.
Various Applications section of chapter on Preferences.
you do the following operations in Calendar tab.
