Scheduler

Introduction

Scheduler is an application that organizes the appointments of users and facilities.

The following functions are available in Scheduler of Garoon:

Displaying the user's time zone
Sharing appointments with multiple users
Adding a private appointment that is viewed only by the attendees
Adding a new appointment spanning several days (All day appointment)
Adding a repeating appointment with selected conditions (Repeating appointment)
Checking attendees or facility availability
Checking conflicted appointments
Checking the due date of a To-Do task that you created
Printing the planner and exporting the planner to iCalendar format

Display Overview

This section describes sample screenshots, buttons, and icons used in Scheduler.

The following appointment types are available in Scheduler:

Regular appointment: Appointments with set date and time
All day appointment: Appointments with selected time period.
Repeating appointment: Appointments that are repeated periodically
Tentative appointment: Appointments that are yet to be confirmed

Scheduler Screen

The following views are available in Scheduler:

Group day view: Daily planner of users in a group
Group week view: Weekly planner of users in a group
Day view: Daily planner of user or facility
Week view: Weekly planner of user or facility
Month view: Monthly planner of user or facility
Year view: Annual planner of user

The system administrator can choose to display the following contents.

Appointments of Organization:
You can view the week view of all facilities by selecting "Facilities" from the "App menu" drop-down list depending on the system administrator's settings.
The name of the reserved facilities:
Displayed with the title of an appointment

Scheduler Icons

Icon name	Description
	Group day View
	Group week View
	Day view
	Week view
	Month view
	Year view
	Shows or hides calendar
	Adding appointments
	Repeating appointments
	All day appointments
	Undefined time appointments
	Conflicted appointment
Blue Appointment	Regular, all day, and repeating appointments
Light Blue Appointment	Tentative appointments
Rokuyo¹	Rokuyo data received on the server
Weather Forecasts¹	Weather forecasts that are received on the server
	Uncompleted To-Do tasks consist of your personal To-Dos and shared To-Dos assigned to you
	Overdue and uncompleted To-Do tasks consist of your personal To-Do tasks and shared To-Do tasks assigned to you
	National Holidays
	Anniversaries
	Office Days
	User's Locale
	New Appointments
	Edited Appointments
	Deleted Appointments
	Confirmed Appointments
	Appointments with Comments
	Private Appointments: Only users set as viewers can view these appointments.
Private appointment	Private Appointments for Somebody Else: You cannot view these private appointments.
(Creator, Private appointment)	Private Appointments for the Facility: The user name of the creator of the appointment is displayed. You cannot view these private appointments.
	Click these icons to display the "Phone Message history" screen.
	Click this icon to display the "Phone Message history" screen.
	Phone messages of users without access rights
	Presence Information²

¹: Available only in Japanese.
The system administrator can choose not to display Rokuyo and weather forecasts.

²: This icon is displayed in red if the user has not accessed Garoon since midnight (00:00) of the day.

Options Functions

Menu		Displayed
Menu		Group day view	Group week view	Day view	Week view	Month view	Year view
Options	Displays the option menu.	✓	✓	✓	✓	✓
Show full subject	The subject of appointments that are omitted and the icon and link of the user information are displayed.	✓	✓			✓
Apply each time zone¹	Displays the time zone and dates according to each user's time zone on the "Scheduler" screen.	✓	✓
Show uncompleted To-Dos²	Displays the uncompleted To-Do tasks, both personal and shared, on the due date.	✓	✓	✓	✓	✓
Show overdue To-Dos²	The names of the overdue and uncompleted To-Do tasks, both personal and shared, are displayed in today's schedule.		✓	✓

✓: Displayed
¹: This function is disabled by default.
²: Completed To-Dos are not displayed on the "Scheduler" screen. When you click the displayed title of To-Do task, the "To-Do details" screen is displayed.

Group Day View screen:

Parts

No.	Part	Description
1	New	Adds a new appointment.
2	Arrange appointment	Adds tentative appointments.
3	Group day	Displays the group day view.
	Group week	Displays the group week view.
	Day	Displays the daily planner of a user.
	Week	Displays the weekly planner of a user.
	Month	Displays the monthly planner of a user.
	Year	Displays the year planner of a user.
4	Users & Facilities	You can display "Appointments" by clicking "".
	Appointments	You can display "Users & Facilities" by clicking "".
	Advanced search	Searches appointments with additional search options.
5	<<	Moves back 1 week.
	<	Moves back 1 day.
	Today	Display today's planner.
	>	Moves 1 day forward.
	>>	Moves 1 week forward.
6	Options	Displays the option menu. For details on the menu, refer to "Option Functions".
7	Drop-down list for selecting planners of users or facilities.	Displays the corresponding planner when you click the user or facility icon.
7		Displays the "Select users" screen when clicked.
8	Time zone bar	Indicates the time zone bar that corresponds to the login user's time zone at the initial setting. When you select the "Apply each time zone" check box, time zone bars according to each user’s time zone are displayed.
9	Present status [Time]	Indicates user's status. You can edit the user status displayed with a link.
10	Appointment types	Indicates a type of appointment. The appointment types that have been set by the system administrator are distinguished by color.

Tip: You can search for appointments up to three months ago.

Group Week View Screen:

Parts

No.	Part	Description
12	Options	Displays the option menu. For details on the menu, refer to "Option Functions".
13	User's time zone	Indicates the user's time zone. These are displayed when the user selects the "Apply each time zone" check box on the top right of the screen.

Day View Screen:

Parts

No.	Part	Description
14	Drop-down list for selecting users	Displays the planner of the user that you selected.
14	Select users/facilities	Displays the "Select users/facilities" screen.
15	Options	Displays the option menu. For details on the menu, refer to "Option Functions".
16	Blank area	Click to display the "New appointment" screen.

Week View Screen:

Parts

No.	Part	Description
17	Printable version	Displays the "Print settings" screen and the preview screen.
18	Options	Displays the option menu. For details on the menu, refer to "Option Functions".
19	Blank area	Double click to display the "New appointment" screen.

Month View Screen:

Parts

No.	Part	Description
20	Printable version	Displays the "Print settings" screen and a preview screen.
21	Export to iCal file	Export the Monthly planner to an iCalendar format file.
22	<	Displays the planner for the prior month.
	This Month	Display the planner for this month.
	>	Displays the planner for the following month.
23	Options	Displays the option menu. For details on the menu, refer to "Option Functions".
24	Month Index	Click a month to display its planner.

Year View screen:

Parts

No.	Part	Description
25	<	Displays the planner for the prior year.
	This year	Displays the planner for this year.
	>	Displays the planner for the following year.

Appointment Details Screen

You can edit an appointment and add comments on this screen.

Appointment Details Screen for Regular Appointments:

Tip

If the appointment is a repeating appointment, the set period is displayed on the "Appointment details" screen.
The following message is displayed with the last scheduled appointment of the repeating appointment:
"This is the last appointment in the selected repeating period. "
If the specified facility supports Web conference, Web conference options appear on the "Appointment details" screen.
Web conference options:

Parts

No.	Part	Description
1	Edit	Edits the appointment.
2	Delete	Deletes the appointment.
3	Reuse	Creates a new appointment using the selected appointment. You cannot reuse the tentative appointments.
4	Leave	You can dismiss yourself from an appointment. However, you cannot dismiss yourself from tentative appointments.
5	Printable version	Displays the "Print settings" screen and a preview.
6	Options	View weekly planner of attendees/facilities: Displays the weekly planner of attendees and facilities. View day planner of attendees/facilities: Displays the day planner of the attendees or facilities. Share in new space: Adds a new space by setting the attendees to space members. "Adding Spaces"
7	Reports¹	Displays the reports links to the appointment. Prepare a report: Creates a report associated with the appointment. Associate with a report: Links the reports that you have already created to the appointment.
8	Show day planner	Displays the day view of your planner.

¹: The system administrator can choose not to display these icons.
See the following for the operation:
"MultiReport"

New Appointment Screen

You can add an appointment by first selecting the type of an appointment.

New Appointment Screen for Regular Appointment

New Appointment Acreen for Regular Appointments

Parts

No.	Part	Description
1	Regular appointments	This tab indicates you are adding a regular appointment.
	All day appointments	Add an all day appointment.
	Repeating appointments	Add a Repeating appointment.
2	Time zone¹	Indicates the time zone that you are using.
2	Other time zones	Applies a time zone other than your time zone for the appointment.
3	Drop-down list of appointment types	Select the types of appointments, such as Out of office and Meeting from the types that have already been added. You can add appointment types on the"Personal settings" screen for Scheduler.
4	User search	Searches users using keywords.
5	Drop-down list for selecting users	Select the category of users to view users and organizations you can add to the appointment.
6		Select from all organizations：Displays the "Select users" screen when clicked.
7	User details...	Displays the "User profile" screen.
8	Facility search	Searches facilities using keywords.
9	Drop-down list for selecting facilities	Select the category of facilities to add to the appointment.
10	Facility information details...	Displays the facility information list.
11	Check availability of attendees and facilities	Displays the "Check available times" screen.
12	Public	All users can view public appointments.
	Private	Only the users who are the attendees of the appointment can view the private appointments.
	Managed	Only the attendees and the users who are set under the "Public to" field for the appointments can view the managed appointments.
13	Add company information²	When you click this, the entry fields for the company information are displayed.
14	Notes	You can enter notes for the appointment.
15	Attachments	Attach a file to an appointment. Files can only be attached to regular appointments or all day appointments. The system administrator can choose to disable the attachment feature.
16	Add	Adds a new appointment.
16	Cancel	Cancels an appointment without adding it.

¹: When you change the time zone that is applied to the appointment, the selected time zone is displayed to the right of the appointment date column.
²: The following functions are available only in Japanese and searches only location within Japan:

Display company information: Searches company information from the Internet.
Postal code search: Searches addresses by postal codes using the Internet.
Map search: Searches map from the Internet.
Route search: Searches train route information available on the appointment date from the Internet.

To use Web conference:

Web conference is a Web browser-based conferencing system. Attendees of an appointment can join the scheduled conference by accessing a special website. Web conference is available even to the users who work in remote offices and the non-users of Garoon who are called "external invitees".
Web conference options appear on the screen where you add or edit a regular appointment, if you select a facility that supports Web conference.

Appointment with Web conference options:

Parts

No.	Part	Description
1	Do not set	Select this to allow participants to skip password authentication when entering the conference room.
1	Set	Select this to enable a password entry field. Enter the password required for entering the conference room.
2	Name³	Enter the names of external invitees.
	E-mail ³	Enter the e-mail addresses of external invitees. Web conference invitation e-mails are sent to the entered addresses.
	Language³	Select the external invitee's language.
	Time zone³	Select the external invitee's time zone.

³: The system administrator can choose not to display some items

Tip

Web conference options appear only if Web conference connector is enabled by the system administrator. Contact your system administrator about whether Web conference connector is enabled.
The system administrator may have set the maximum number of users who can join Web conference. Contact your system administrator about the maximum number of participants per conference.