Managing appointments
Topics
Introduction
The PlanTeam-SPACE provides you with a complete and flexible calendar management. You can schedule and edit appointments for yourself and for other members and groups. You can allocate certain properties to the appointments guaranteeing a safe and flexible handling.
Access your personal appointment overview by clicking on My appointments in the project summary. See the chapter The calendar for more information about obtaining an overview of all appointments.
On the right, the appointment summary is displayed:
The appointment summary is divided into appointments, appointments to confirm, appointments scheduled by me and workflow-appointments.
Scheduling appointments
To schedule a new appointment, click on
in the action bar of the appointment summary. A form is displayed where you can enter the data
for the new appointment.
Enter all information about for the new appointment. If you select Appointment should be confirmed, the appointment recipient sees a mark with which the appointment can be confirmed, canceled or accepted with reservations. See chapter Confirming appointments for more information.
If you mark the option Change status to done when the end time has passed?, the appointment must not be manually marked as done later on.
Click Choose to choose the members, for whom the appointment should be scheduled.
Check Send e-mail to open an e-mail form. In this form, the recipients of the appointment are already preset inscribed as the recipients of the information e-mail.
It is possible to schedule a new appointment without specifying a participant and then add persons later on.
Recurring appointments
A recurring appointment is an appointment that recurs periodically. It is created once and is scheduled to recur in certain intervals (daily, weekly, yearly).
In the field Interval, you can determine the interval in which the appointment should recur. If you schedule an appointment for October 7, 10:00 am, for example, a monthly interval will automatically schedule the next appointment for November 7, 10:00 am.
As soon as a recurring appointment is done or is automatically set to done, the next appointment is created according to the interval.
Group appointments
Group appointments are scheduled for all members of a group. No member of the group can be removed from the participants list after the appointment has been scheduled. Every person who is added to the group as a member automatically receives the appointment. Appointments can also be scheduled for empty groups. As soon as a member is added to the group, the appointment is assigned to the member.
Create a group appointment by going to the group's properties page and clicking on in the action bar.
An appointment form opens up, where the members of the group are already preset in the field Persons.
To schedule the appointment, click Create.
| Note: | If the participants list is modified while editing a group appointment, the group appointment turns into a normal appointment. |
Appointment reminders
When scheduling an appointment, you can define how long before its start time a reminder should be sent.
Every participant as well as the creator of the appoinment can adjust the reminder time individually on the properties page of the appoinment.
The reminder time is selected during creation of the appoinment or later on on its properties page in the field Reminder. The reminder occurs via e-mail.
Reminders can be sent for recurring appointments as well.
Appointments with documents
Appointments can be linked to documents using the clipboard.
First, copy the documents to the clipboard.
Schedule a new appointment using the icon 
in the action bar. The
documents are automatically linked to the appoinment.
In order to link appointments with documents subsequently, select the option Add documents
from clipboard subsequently. The appointment is then marked for the adding of documents. Now you
can copy additional documents to the clipboard and link them to the appointment using 
.
Open the clipboard using the icon
in the menu bar and mark the documents you wish to add. Choose the action
'Add to the recently scheduled appointment'.
Click Insert objects to attach the documents.
Confirming appointments
The recipient of an appointment may be asked to confirm the appointment. If the person is informed about the appointment via e-mail (see Scheduling appointments), this e-mail contains a note about the confirmation. Appointments that need to be confirmed are also listed in the Organizer tree unter the category Appoinments to confirm.
In their own overview of appointments, the recipient of the appointment finds the following functions:
| Cancel appointment | |
| Accept appointment with reservations | |
| Confirm appointment |
Deleting appointments
In order to delete an appoinment, click
in the appoinment's action bar. Alternatively, you can mark the appointment in the Organizer and select Delete in the contect
menu.
Appoinments can only be deleted by their creator, by project leaders or by project managers!
Appointment numbers
Like tasks, appointments receive their own numbers. Depending on the configuration, they can be displayed and can then be used as search criteria.
In the search mask, an additional field is displayed for the appointment number.
If appointments are displayed in lists (for example in search results, an additional column Number is added containing the appointment numbers.