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Calendar
  • All
  • Overview
  • Creating events
  • Adding calendar
  • Managing calendars
  • Sharing calendars
  • Exporting calendars

Overview

Calendar is a built-in scheduling tool that allows you:

  • view all your personal and corporate events at a glance,
  • keep track of your milestones, Projects and CRM tasks, user birthdays,
  • add different types of events: single events with start and end time, all-day events that last one or several days, or repeating events,
  • do not miss any important date using reminders,
  • invite guests to your events,
  • create a personal timetable, or grant access to your calendar to a certain user or a group,
  • specify who can only view your calendar, or also edit it and create new events,
  • export/import calendars synchronizing with other calendar apps you use.

To access the Calendar tool from any portal page, click the Calendar Tool Icon icon at the top of the page or use the drop-down list in the top left corner and select the corresponding option.

Creating events

You can add events to your personal calendar in several ways: using the Quick Mode that allows to add basic information about an event, or switching to the Advanced Mode to specify all the event details such as a recurrence period, reminder time, guest list etc.

Quick Mode
  1. left-click within a day you wish to add an event to,
  2. in a new popup window, enter the event basic information: title, location, time and select the calendar you wish to add your event to (the description of these options is provided in the Advanced Mode instruction),
  3. click the Save button to add the event to the calendar or use the Details link to switch to the advanced mode.
Creating Events - Quick Mode Creating Events - Quick Mode
Advanced Mode
  1. to start creating an event in the advanced mode, click the Create New button in the upper left corner and select the Event option,
  2. enter the event title,
  3. specify the event Location,
  4. set the event time:
    • to create an event that lasts for an entire day or longer, leave the All-day event box checked and set the start and end dates.

      Enter the date you need in the From: and To: fields using the keyboard or clicking the corresponding Calendar Icon icon and selecting the necessary date. For more details refer to this article.

    • to create an event that occurs at specific time, uncheck the All-day event box and enter a desired start and end time values.
  5. if you have several calendars, select the Calendar you wish to add your event to from the drop-down list,
  6. if you have several email accounts connected in the Mail module, you can change the Organizer email address, selecting the necessary one from the list.

    You will receive notifications about the guest attendance to the selected email address.

  7. invite Guests to your event,

    Start typing the guest name or email address and choose the necessary contact from the list (your personal, CRM and portal contacts that match the entered characters are displayed there as you type). If you enter a new email address that is not stored in your Mail contacts, press Enter or click the Ok button on the right to add the guest.

    Then you can specify the necessity for the presence of each guest. The Required option is selected by default, but you can change it to the Optional one.

    To remove a guest, use the Remove Guest Icon icon.

    Guests can only view the event. If you want to let another portal user edit the event and invite other guests, use the Add users link at the bottom of the page, and provide the user Full access to the event.
    Creating Events - Advanced Mode Creating Events - Advanced Mode
  8. set a recurrence period, if you wish to repeat your event on a regular basis,

    Open the Repeat drop-down list and select one of the available options: every day, every week, every month, every year. To set a custom recurrence period select the corresponding option from the Repeat drop-down list and adjust the available settings.

    For more details refer to this article.

  9. set your event reminder,

    By default, you will be informed about your event added to the My calendar 15 minutes before it occurs. If you want to change the reminder time, open the Alert drop-down list and select one of the available options: 5 minutes, 15 minutes, half an hour, an hour, 2 hours, a day. To switch the reminder off select the never option from the drop-down list.

    Keep in mind that the notification will be sent according to the time zone set for the calendar you add the event to.
  10. add a Description for your event,
  11. share your event with other portal users, if necessary,

    Click the Add users link, check the persons you wish to share your event with and click the Save button. Use the filter field at the top to facilitate the search. Check the necessary group or the Select All option to add the users from the selected group or all the users respectively.

    Then set the access type for each user. The Read Only option is selected by default, but you can grant Full Access so that the user can not only view but also edit the event.

    To remove a user, use the Remove Guest Icon icon.

  12. click the Save button.

    If you have added some guests, the Send invitations window will appear. Decide if you want to send invitations to guests or not and click the corresponding button.

Creating Events - Advanced Mode Creating Events - Advanced Mode

The added event will be highlighted with the color of the selected calendar.

The invited guests will receive email notifications, if you have decided to send them invitations. The guests will be able to accept/decline the invitation choosing the Yes, Maybe or No option right from the email message as well as from the event preview window in the Calendar. The decision can be changed later.

To open the event preview window, left-click the event in the calendar. In this window, you can also view the total number of invited guests and the quantity of guests who have accepted/declined the invitation.

Viewing Events Viewing Events

When a participant accept, tentatively accept or decline the invitation, the event organizer will also receive an email notification.

Editing Events

If you need to edit an event,

  1. left-click the event you wish to edit,
  2. click the Edit button at the bottom of the window,
  3. make all the changes you need,
    Besides the options described above, you can also change your decision concerning your participation in the event selecting the Yes, Maybe or No radio button in the Attending section.
  4. click the Save button,
  5. If you have invited some guests to the event, the Sending updates window will appear. Decide if you want to send notifications about the event change to guests or not and click the corresponding button.

    If you have added new guests or removed some of the existing ones, you will be suggested to choose if you want to notify about the change New and Removed Guests only or Everyone.

To delete an event, left-click it and use the Delete button at the bottom of the window. If you have invited some guests to the event, the Sending cancellations window will appear. Decide if you want to send notifications about the event cancellation to guests or not and click the corresponding button.

Adding calendar

If the My calendar isn't enough for planning your work, you can create new personal calendars. To do that,

  1. open the Create New drop-down list clicking the arrow next to the button in the upper left corner and select the Calendar option,
  2. enter a title for your calendar,
  3. select colors to display events and text,
  4. set the reminder time, i.e. the default time you will be notified about the events added to this calendar before they occur,

    Open the Alert drop-down list and select one of the available options: 5 minutes, 15 minutes, half an hour, an hour, 2 hours, a day or leave the never option to switch the reminder off.

  5. set the appropriate Time Zone using the drop-down list,
  6. share your calendar, if necessary,

    Click the Add users for sharing link and use one of the following links to select persons you wish to share your calendar with:

    • use the Add Users link if you wish to share your calendar with one or more people;
    • use the Add Groups link if you wish to share your calendar with all portal users, a group, or with portal administrators only.

    Then set the access level for each user/group and click the Save button.

  7. import events into the online office calendar,

    Use this option if you wish to import events from a third-party calendar. Click the corresponding link and browse your computer hard disk drive for an appropriate .ics file.

  8. click the Save button.
Adding Calendar Adding Calendar

A newly created calendar will be added and displayed in the My Calendars list to the left.

You can also add a new calendar using the iCal feed. It allows you to view the read-only version of a third-party calendar within your Calendar.

To add a new calendar from iCal feed,

  1. open the Create New drop-down list clicking the arrow next to the button in the upper left corner and select the Calendar from iCal feed option,
  2. enter a title for your calendar,
  3. select colors to display events and text,
  4. enter the iCal feed link of a third-party calendar you wish to add,
  5. click the Save button.

Your newly created iCal calendar will be added and displayed in the Other Calendars list to the left. To make the events from this calendar visible within your Calendar,

  1. click the Manage Icon icon to the right of the Other Calendars list caption,
  2. go to the iCal Calendars section,
  3. check the box near the calendar title you wish to activate,
  4. click the Save button.

For more tips, refer to our Tips and Tricks section

Managing calendars

By default, Calendar is divided in two sections:

  • My Calendars section includes the default My calendar as well as other calendars created by you,
  • Other Calendars section includes the calendars that show:
    • milestones of projects you participate in or follow;
    • tasks assigned to you within Projects module (only if the due date is set);
    • tasks assigned to you within CRM module;
    • events/calendars shared with you by other users;
    • portal users' birthdays;
    • third-party calendars created using the iCal feed.

If you need to edit a calendar,

  1. hover the mouse pointer over the calendar you wish to edit,
  2. click the Pencil Icon icon which appears to the right of the calendar title,
  3. make all the changes you need and click the Save button.

If you don't need some of your calendars you can either delete them (from the My Calendars list) or hide them (from the Other Calendars list).

To delete a calendar from the My Calendars list,

  1. hover the mouse pointer over the calendar you wish to delete,
  2. click the Pencil Icon icon which appears to the right of the calendar title,
  3. click the Delete button at the bottom of the Edit calendar window.

To disable one of the calendars from the Other Calendars list and hide all the events from it,

  1. hover the mouse pointer over the calendar you wish to hide,
  2. click the Pencil Icon icon which appears to the right of the calendar title,
  3. click the Hide from List button.

To disable some calendars at once,

  1. click the Manage Icon icon to the right of the Other Calendars list caption,
  2. check the box near the calendar titles you wish to show, uncheck those to hide,
  3. click the Save button to apply the changes.
Managing Calendars Managing Calendars

Sharing calendars

The best way to organize the work schedule of your team and keep your teammates updated with all the important events is to add a new calendar and share it.

To share an existing calendar,

  1. select a desired calendar from the My Calendars list to the left,
  2. click the Pencil Icon icon which appears to the right of the calendar title,
  3. click the Add users for sharing link to open the Sharing Settings window,
  4. use on of the links at the top:
    • use the Add Users link if you wish to share your calendar with one or more people;
    • use the Add Groups link if you wish to share your calendar with all portal users, a group, or with portal administrators only.

    Select a person (a group) from the list. Use the filter field at the top to facilitate the search.

    The selected person (or group) will be added to the list. To remove a person (a group) added by mistake just click the corresponding Delete Icon icon.

  5. set an appropriate access level,

    By default, the calendar will be available in read-only mode. To give the user (or group) full access to the calendar so that he/she could not only view but also edit this calendar, add or remove events, click the Read Only link and select the Full Access option from the list.

  6. save the changes in the Sharing Settings window clicking the corresponding button at the bottom,
  7. click the Save button at the bottom of the Edit calendar window to apply all the changes.
Sharing Calendars Sharing Calendars

All the selected users (or group) will receive a notification about a new calendar shared with them.

After the selected user receives a notification he/she needs to activate the shared calendar to display all events from it. Here are the instructions to be performed by the user you shared your calendar with:

  1. click the Manage Icon icon to the right of the Other Calendars list caption,
  2. go to the Calendars shared with me section,
  3. check the box near the calendar title you wish to activate,
  4. click the Save button.

Exporting calendars

If you use Calendar for work purposes and another one, like Google, for personal to-do lists, exporting your online office calendar can help you synchronize the available information saving time and effort.

Calendar allows you to export events using the iCal feed link. In this case all the changes you made in the online office calendar will be automatically available in a third-party calendar but you will be only able to view them. If you wish to edit and update them in your third-party calendar your need to save them as a .ics file.

To export your calendar,

  1. select a calendar to export,

    You can export events from any online office calendar from the My Calendars or Other Calendars lists on the left side of the page.

  2. hover the mouse pointer over the calendar you wish to export,
  3. click the Pencil Icon icon which appears to the right of the calendar title,
  4. go to the Import/Export section and click the Export events from the online office calendar link,
  5. copy the entire link provided and enter it into any third-party calendar supporting the iCal format,

    If you use Google Calendar, open a drop-down list next to the Other Calendars caption and choose the Add by URL option. Then paste the copied link into the URL field and save the calendar. Your calendar will be added and displayed in the Other Calendars list.

    Exporting Calendar Exporting Calendar

    OR

    Click the link provided and save your calendar into a file in the iCal format with .ics extension on your hard disk drive. Use the saved file to import the events from your online office calendar into any third-party calendar providing the Import feature.

    If you use Google Calendar, open a drop-down list next to the Other Calendars caption and choose the Import calendar option. Then browse your hard disk drive for the created file, choose the calendar where these events should be saved and click the Import button. All the events from your online office calendar will be imported and displayed within the selected Google calendar.
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