Calendar

v10.0 - Last Mod.: 08/27/2018

In the calendar you can manage private and public events and assign types to each event. There are different views available.
 

1. Calendar

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Intranet & Backoffice > Calendar.
  • You get to the Calendar View – depending on what you have chosen in the View area under Actions > Settings you see Public Events or your own events for the current day, week, month or year.
  • By clicking tha tab Public Events you can view public events. You can switch between calendar view and list view.
  • By clicking the tab My Events you can view your private events. You can switch between calendar view and list view.
  • By clicking the tab Absence List you can view and filter certain event types where users are absent.
  • By clicking on Actions you can manage Settings and Event Types or view the Statistics.

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1.1 New Event

  1. Click the +Add button.
Note: You can also import an appointment in .ical format directly from your organizer - to do so, click on Actions - Upload (.ical).
  1. Fill in the required Details and set the Timeframe. If you want to Share the event on your Social Networks, check the Notification box in the Share area and select your channels.
  2. In the Share section, you can share the post with your social network contacts by selecting the option "Send a notification to my friends on social networks.", Enter a message and select the connections. If there are no connections available, you can add a connection in the "Connect to" section.
  3. Click Save to save the event without any further details or Save & Next to also enter Location, set an Image and upload Attachments:
Location
  1. Enter in the field Place the corresponding place, e.g. Restaurant Il Italiano.
  2. Enter in the field ZIP/City the zip code and the city.
  3. Enter in the field Street the street.
  4. Enter in the field State the state.
  5. Choose from the selection box the Country.
  6. If required enter in the field Details further details.
  7. If required enter in the field Website/Link a link.
  8. Click the button Save when ready.
Image
  1. Click the button Browse to select an image from your system.
  2. A second window opens up.
  3. Choose the desired image from your system/PC.
  4. Click the button Open in the second window.
  5. The second window closes.
  6. Click the button Upload.
Attachments
  1. Click the button Browse to select a file from your system.
  2. A second window opens up.
  3. Choose the desired file from your system/PC.
  4. Click the button Open in the second window.
  5. The second window closes.
  6. Click the button Upload.
  7. Repeat this procedure to attach further files to the event.
  8. To delete a file, click the icon Delete.
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1.2 Attend an event

  1. Choose an event that you want to participate in from the calendar view or list view.
  2. Click the Title of the event and select one of the participation options: attend, maybe, decline.
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1.3 Edit

  1. Choose an event that you want to edit from the calendar view or list view.
  2. Click the Title of the event.
  3. Click on the Actions button and select Edit.
  4. Click the button Save when ready.
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1.4 Delete

  1. Choose an event that you want to delete from the calendar view or list view.
  2. Click the Title of the event.
  3. In the summary click the link Delete.
  4. Confirm the erasing procedure by clicking the button OK.
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2. Settings
Here you can choose settings regarding the creation of new events and event types.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Intranet & Backoffice > Calendar.
  3. Click on the Actions button and Settings.

Area: New Event
  • Select in the area Visibility who can be selected when creating a new event.
  • Choose from the selection box Preselection of visibility who should be preselected.

Area: Participants
  • Check the box „Show list of participants“ if the list should be displayed.
  • Select which users should be able to Plan a visit. If this option should be disabled, set it to „off“. Here you can also select between which options / answers users can choose when planning a visit.

Area: View
  • Activate the checkbox next to Search if Event Types should be available as a search option in the event search.
  • Activate the checkbox next to Creator if the name of the creator should be displayed in listings.
  • Activate the checkbox Calendar View if members should be able to select the calendar view in the portal.
  • Choose from the selection box Default View the view which should be activated by default, when members open the calendar.
  • Choose from the selection box Standard Type the event type which should be activated by default, when members open the calendar.
  • Choose from the selection box View of month, if only the chosen month should be visible or also the last and first days of the previous and the following months.
  • Choose from the selection box Beginning of the week when the week should begin.

Area: Images for public events
  • Activate the checkbox Images to enable an upload for images.
  • Choose from the selection box Directory the directory.
  • Click the button Save when ready.

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2.1 Event Types
Here you can manage different event types and assign icons to this. (*System Types)
  • Click the button Portal Manager to get to the administrative area.
  • Then click Intranet & Backoffice > Calendar. #
  • Click on the Actions button and Event Types.
All existing types are listed:
  • Status shows whether the event type is active or not – by clicking on the status icon you can change the status.
  • Gantt is highlighted if the event is displayed in the absence list.
  • Icon Shows the assigned icon.
  • Name Shows the name of the type.
  • Assigned Events Shows how many events are assigned to the type.
  • Edit By clicking the icon you get to the editing mode.
  • Delete By clicking the icon you can delete the type.
Note: Default System Types cannot be deleted.

Add
  1. Click the tab Add.
  2. Enter in the field Name a name.
  3. Click in the area Icon the link Select icon to select an icon for the type.
  4. Click the button Save.
Edit
  1. Choose the type you want to edit.
  2. Click the icon Edit.
  3. Edit the type as desired.
  4. Click the button Save.
Note: Names of given types by the system cannot be edited.

Delete
  1. Choose the type you want to delete.
  2. Click the icon Delete.
  3. Confirm the erasing procedure by clicking the button OK.
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2.3 Statistics
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Intranet & Backoffice > Calendar.
  3. Click on the Actions button and Statistics.
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