ITD - Introduction to your Brickyard Calendar Web Client

Table of Contents

1. Important links
2. Logging On
3. Calendar Toolbar
4. The Agenda Views
5. Creating or Editing a Meeting
   1. General Options
   2. Notification
   3. Inviting People and Resources
   4. Replying
   5. Checking Attendance
   6. Suggest a Date or Time
   7. pic048.jpgChecking for Conflicts
   8. Repeating Meetings
6. Creating or Editing a Daily Note or Day Event
7. Creating or Editing a Task
8. Including Hypertext Links with an Entry
9. Printing Your Agenda (Printer-Friendly Format)
10. Editing Access Rights
11. E-mailing Your Agenda
12. Viewing Entries in Another User's Agenda
13. Using the Group View
14. Managing Groups
15. Setting Your Preferences

Viewing Entries in Another User's Agenda

1. Click the View Agendas icon on the Calendar Toolbar.
2. Enter the appropriate name in the edit box.
3. Select Name search, Resource search or Event calendar search.
4. Note: Event calendars are public Agendas created by your system administrator that contain events of interest in a particular category (for example, a company soccer schedule). If you have Designate privileges for an Event calendar, you can make changes to it.
5. Click Find.
6. Select the appropriate name from the search results list box.
7. Click View to view the Agenda directly.
8. If you wish to add the user, Resource or Event calendar to your list of favorites, click Add to Favorites.
9. In the Favorites section, select the user, Resource or Event calendar and click View.
10. You can access your list of favorites from the drop-down list on the Calendar Toolbar in your Daily, Weekly or Monthly Views.

Using the Scheduler

The Scheduler provides a quick way of finding out when multiple users and Resources are available for a Meeting.

To open the Scheduler, click the Scheduler icon on the Calendar Toolbar.

To add people and resources to the Scheduler:

1. In the Scheduler page, choose a date for the Scheduler display and click Update view.
2. Click People, Resources or Groups.
3. Enter and select information about the appropriate person, resource or group using the fields provided. If you are not sure of the name, you can use partial entries; for example, enter "s" to see a list of names beginning with the letter "s".
4. Click Find to add the name you entered. If there are multiple matches, they will be listed in a box from which you can select the name you want. Each name you select gets added to the Scheduler display at the bottom of the page.
5. To show details about a person or resource at any time, select the person or resource's name and click Information.
6. Repeat steps 2 to 4 for each person, resource or group you want to add.

The schedules of each person and resource included in the meeting are listed in rows in the Scheduler display. A "Combined" row shows the conflicts and availability based on all invited people and resources.

The availability of each person or resource at different times is indicated by colors corresponding to the legend underneath the Scheduler. The legend includes the following statuses:

Busy: The person or resource is unavailable.

Unconfirmed: The person is scheduled for a meeting but has not confirmed attendance; or, the resource has been booked but is set to allow conflicts (that is, it can be double-booked).

Requires approval: The resource is free but will require approval from a designate.

Awaiting Approval: The resource has been booked, but has not yet received approval from a designate.

To choose a date and time for a meeting using the Scheduler:

If, due to conflicting schedules, you decide not to include certain people or resources in the meeting, clear the check boxes beside their names and click Refresh again. Their names will remain in the list, but their schedules will not affect the "Combined" row.

1. Click a time when the desired attendees are available. The selected time appears in the Time box.
2. If you opened the Scheduler from your Agenda, click Create a meeting to access the New Meeting page. The start time and duration you have specified appear as the default in the New Meeting page.
3. If you opened the Scheduler from the Entry Edit page, click Pick this date & time to return to the Entry Edit page. The start time, duration and list of attendees you have specified appear in the Entry Edit page.