Creating and editing appointments
An appointment with everything it can do — time, project, attendees, online meeting, place, reminder, series — and what its details show.
An appointment is either private — then only you and the people invited see it — or it belongs to a project. Then everyone on the project's team sees it.
New appointment
At the top right of the calendar, tap New appointment. A form opens that you go through from top to bottom.
Title and time
1 The Title — the only field you always have to fill in. 2 All day hides the times. 3 Start and 4 End, each with date and time in one field.
When you move the start, the end moves along: the length stays until you change the end yourself. If the appointment ends on another day, the calendar shows it as one continuous bar.
Project and attendees
1 The Project — or Private appointment. 2 You search People from the team by name. 3 You invite Guests from outside with their e-mail address. Everyone invited stands at the top as a card; the cross takes the invitation back.
With a project, the form warns you: everyone working on the project then sees the title, place, description and attachments. Project appointments need the create calendar right. If you work in several accounts and create a private appointment, the form asks which Account it belongs to.
When you enter an e-mail address at the bottom, the picker checks whether someone can sign in with it: then it invites that person with their account, otherwise as a guest from outside by e-mail. A private appointment has only this way; groups and the people search come with a project.
Who can be invited:
Online meeting, signature, website
1 Turn on Online meeting. 2 Camera (picture and sound) or Phone (sound only — guests can also join from a phone without a camera).
An online meeting needs at least one group, one person or one guest from outside. With a project it has a Meeting chat in which everyone invited writes, and minutes afterwards. Without a project there is only talking: no meeting chat, no minutes, no media.
Place, category, reminder
1 Place suggests real addresses as you type; a studio name works too. 2 The Category gives the appointment its colour. 3 This appointment's Reminder.
Once you have picked a suggested address, Directions opens the navigation there. The reminder first stands on My default — the default reminder from the toolbar. For this one appointment you choose another lead time or Off.
Series and description
1 Repeat makes the appointment a series. 2 The Description — schedule, preparation, links.
For a project appointment you attach files below the description. They are stored in the project's media pool. Create creates the appointment and sends the invitations.
An appointment's details
1 Time, series, place with directions, project and the kind of meeting. 2 Each invited person's answer — and Send invitation again when someone has lost the e-mail. 3 Meeting chat opens the appointment's chat. 4 Calendar file downloads the appointment as an .ics file for Outlook, Apple or Google.
As long as none of the guests from outside has accepted, the top reads Not confirmed yet — the appointment is firm as soon as a guest from outside accepts; in the calendar the appointment is dashed until then. Below are Edit and Delete, depending on your rights. For an online meeting, Enter room stands at the top; when a guest from outside waits in the waiting room, it reads 1 guest is waiting with Let in. If you are invited rather than the organiser, you answer here with Accept, Tentative or Decline — for an appointment with a signature, with Confirm by signature.
Editing
An open appointment saves every change by itself. If it belongs to a series, the calendar first asks:
This appointment only changes just this one day; The whole series changes all of them.
For a single appointment of a series you change the title, time, place and description. Project, attendees, online meeting, category, reminder and the repetition apply to the whole series. If you change the time or the repetition of the whole series, individually changed appointments are lost; the form points this out.
Deleting
Delete asks first. Everyone invited gets a cancellation, guests from outside by e-mail. For a series you again choose between This appointment only and The whole series.
Reminders
When an appointment is due, a Starting shortly window appears. Open & done opens it, Again in … min reminds you once more later, Discard reminder stays silent for this appointment. If several are due, All later and Discard all reminders apply to all of them. Your answer holds on all your devices.
What happens when …
| When … | then … |
|---|---|
| you create an appointment | people with an account get it into their calendar along with a notification, guests from outside an invitation by e-mail. |
| you change the time | all answers are open again: whoever had accepted is asked again. Guests from outside get a new invitation. A confirmation by signature stays. |
| everyone invited declines | the details say the appointment is not taking place. |
| you want to create a project appointment but lack the right | the form offers no projects — a private appointment always works. |
| you are offline | no new appointment can be created. Changes to an open appointment go out as soon as you are back online. |