Calendar · Getting started · 5 min read

Getting started with Calendar

What an administrator sets up before people start using Calendar, and what a new user does first.

Before you begin

The Calendar app must be installed for the company. If it is off, calendar screens answer 'The Calendar app is not installed for this company.' and public booking links stop working.

Steps

1. Give people roles. Calendar user can see calendars and keep their own events. Receptionist can also manage appointments. Calendar administrator can also manage shared calendars, rooms and equipment, settings, appointment types and reports. The permissions are calendar.view, calendar.edit, calendar.manage, calendar.appointment and calendar.report.
2. Set the company defaults. Open Calendar > Configuration > Settings. Set Company time zone, Week starts on (Monday, Saturday or Sunday), Working day starts and Working day ends (as 09:00, with two digits), New events last (minutes) and Default reminder (minutes before; 0 means none). Press Save. See Shared calendars and settings.
3. Add rooms and equipment. Open Calendar > Resources > New resource. See Rooms and equipment.
4. Create shared calendars. Open Calendar > Configuration > Shared calendars > New calendar for teams such as Sales.
5. Set up appointment types. Open Calendar > Configuration > Appointment types if customers book time with you. See Appointment types.
6. Tell people to check their time zone. The right-hand rail of Calendar > Calendar has a Time zone box. Empty means the company zone.
7. First use for a new person. Open Calendar > Calendar. The personal My Calendar is created and ticked. Press New Event or click an hour slot. See Create and manage events.
8. Optional: subscribe in another app. Open Calendar > Configuration > Subscribe in other apps and press Make my address.

What happens next

• The menu bar shows Overview, Calendar, Appointments, Resources, Reminders, Reporting and Configuration, depending on your permissions.
• A reminder job runs every minute. A reminder is sent once per occurrence and per person.

Good to know

• Working-day times must be typed with two digits, such as 09:00. A value like 9:00 can break the Week view and the Resources schedule.
• The UAE weekend is Saturday and Sunday. New appointment types open Monday to Friday, 09:00 to 17:00.
• Read-only users (only calendar.view) cannot create events.