Calendar

Activity Calendar

The Calendar page can be opened from the Links panel on Activities, Students or People, or by clicking on Calendar in the My Activities panel on the Home Page. By default the Calendar page shows all your Activities and TasksTasksA Task is an Activity that is created without an End Date . If you have appropriate access rights you can also view other people's calendarsother people's calendars You can view up to four calendars simultaneously, allowing you to compare them side by side.

The page is split into three panels:

• Monthly date selection calendar
• Tasks
• Activity Calendar view

You can Add, Delete or Edit Activities from the Activity Calendar View (if you have sufficient Access Rights).

Layouts

The Layouts drop-down lets you choose how you wish to display the main Calendar:

• Hours
  You can display 24 Hours24 Hours Each day of the Calendar will include 24 hours or limit the display to Working HoursWorking Hours Each day of the Calendar will include the hours from 8 am to 6 pm. 
• Days
  You can display a single DayDay Defaults to the current date, a Work WeekWork Week Defaults to the working week (Monday - Friday) in which the current date falls, a Full WeekFull Week Defaults to the week in which the current date falls or a MonthMonth Defaults to the month in which the current date falls. 

To view a different date, select it in the date selection calendar panel. Click Hide Calendar to hide both this panel and the Tasks panel.

People

If you have appropriate access rights you can view the calendars of up to four people simultaneously. Click People to open the Person Enquiry search.

Outlook Calendar

When you save an activity, if the Activity Owner has a valid Outlook email address entered in Focus | People | Person | Contact Details and has the Update Online Calendar check box selected, then the activity is added to their Outlook calendar.

Activity Calendar Panel

The Activity Calendar panel will display a day, week or month and either 24 hours or Working Hours, each depending on the setting chosen via the Layouts drop-down.

All your Activities and TasksTasks If there is no End Date for an Activity then it will be recorded as a Task for the selected period are displayed. 

If you are viewing someone else's calendar, if you have accessed it via their Person Details links you will be able to see their Tasks in the Tasks panel. In all other cases the Tasks panel only shows tasks for the person who is currently logged in.

• A Recurring Activity is indicated with a Recurring Activity icon.
• An Activity with one or more linked Activities is indicated with a Linked Activity icon.
• Activities that start in the afternoon are displayed with a different coloured background to those that start in the morning.
• When viewing the Calendar in the month layout, the start and end times of Activities are indicated by clock icons i.e. Activity Start Time and Activity End Time.

You can Add, Delete or Edit Activities from the Activity Calendar View (if you have sufficient Access Rights).

Add, Delete or Edit an Activity from the Calendar

Add an Activity from the Calendar

• Use the Calendars to navigate to the start date of the new Activity. Depending on the layout view you can click on the start date and/or time of the new Activity then use shift + click on the end date/time to select the complete time and date range.
• Right-click and click on Add Appointment/Activity.
• The Activity Details window opens. The dates and times will be those selected in the Calendar view but they can be changed if appropriate.
• Select the Activity Type (mandatory) and any other optional details and save. To create a TaskTask A Task is an Activity without an End Date simply clear the End Date field.
• The new Activity will now be displayed on the Calendar. New tasks will be listed in the Tasks pane the next time you open the Calendar view.

Delete an Activity from the Calendar

• Use the Calendars to navigate to the date of the Activity you wish to delete, right-click on it and select Delete Appointment/Activity.

Edit an Activity from the Calendar

• Use the Calendars to navigate to the date of the Activity you wish to edit and either double click on the Activity or right-click and select Add/Edit Appointment/Activity.
• The Activity Details window will open for you to edit as appropriate.
• Changes made to the Start Date, End Date, Start Time, End Time and Complete by fields and saved will be reflected in the Calendar of the Activity owner.

Tasks Panel

This panel on the Calendar page lists all of your Tasks in date order. A Task is created when an Activity is recorded that does not have an end date; instead it has a "Complete By" date.

If you have accessed the Calendar for another person via their Person Details links panel you will be able to see their Tasks in the Tasks panel. In all other cases the Tasks panel only shows tasks for the person who is currently logged in.

View Someone Else's Calendar

By default the system displays the full view of your Calendar for today's date. With the appropriate access rightsappropriate access rights You can only view or edit the Calendars for people if you have appropriate access rights to view and/or add and/or edit their Calendar and view and/or add and/or edit their Activities you can view other people's calendars - you can view up to four calendars simultaneously.

If you have accessed the Calendar for another person via their Person Details links you will be able to see their Tasks in the Tasks panel. In all other cases the Tasks panel only shows tasks for the person who is currently logged in.

Click on People at the top of the Calendar page to open the Person Enquiry. If you wish to view the calendars of more than one person simultaneously you can multi-select from the Enquiry window.

If you select a different layout then all the calendars being displayed will reflect the change.

If you have sufficient access rights you can Add, Delete or Edit an Activity for another person from their calendar. Changes made to the Start Date, End Date, Start Time, End Time and Complete by fields and saved will be reflected in the person's Calendar.

Outlook Synchronisation

The Activity | Calendar can be synchronised with Outlook. To be able to use the calendar, the Calendar Server Settings in the Application Server | Configuration Utility must be set up by a System Administrator.