Adding Appointments

Create an appointment for users or facilities. However, the facilities cannot be set for the following appointments.

  • Overlapping appointments
  • All day appointments
  • Appointments without start time and end time
Shared Appointments

The shared appointment is a useful feature to share your appointment information with users other than attendees.
Shared appointments and appointments in which you are registered as an attendee are displayed in the different areas, so you can easily track your appointments that you need to attend. It is easy to find available time slots to adjust an appointment, because other users' shared appointments are not displayed.
Shared appointments are displayed only in users' Scheduler screen.
However, if the total number of organizations and roles the users belong to is 51 or more, they cannot see the shared appointments on the Scheduler screen.
Illustration: difference between appointments which have Share with and ones do not

Adding Regular Appointments

Add a regular appointment.

Steps:
  1. Click the app icon in the header.

  2. Click "Scheduler".

  3. On the "Scheduler" screen, click the item to add appointments or the Add icon.

    Example of the Group Day view

  4. On the "New appointment" screen, select the tab for regular appointments.

    Image of the regular appointment tab

  5. In the "Date and Time" field, set the date and time to add an appointment.

    Appointments spanning multiple days can be added.
    When you click the icon to quickly add new time frame, a cell to specify the time of the appointment appears. The start and end times can be easily set.
    Click the start time cell and the end time cell. You can only select hours. You cannot specify minutes.
    The time period to be displayed is set on the "Personal settings" screen. For details, see Setting up Appointments Display.
    Image of the screen for setting up the time of the appointment
    If you want to display the date and time of an appointment in a different time zone, click "Other time zones".

  6. In the "Title" field, set the appointment type and the title.

    You can select the appointment type from the drop-down list next to the title field.
    The displayed menus vary by user.
    For details, see Setting up Appointment Types.

    Image of displaying appointment types

  7. Set the "Attendees" field.

    Attendees can be set in one of the following ways.

    • Search users by entering keywords.
    • Select organizations or My groups from the drop-down list, and select attendees or organizations in the list.
    • Click the icon for all the organizations, select users or organizations.
      You cannot set a role as an attendee.

    When you select a user and click "User details", the screen for user details list is displayed and you can check the details of the user information.

    Image of displaying the attendees for the appointment

  8. If you need to set "Shared with" users, click Add of "Shared with" items.

    "Shared with" users can be set in either of the following ways:

    • Search users by entering keywords.
    • Select organizations or My groups from the drop-down list, and select users or organizations in the list for "Shared with".
    • Click the icon of all the organizations, and select users, organizations, or roles.

    When you select a user and click "User details", the screen for user details list is displayed and you can check the details of the user information.

    Capture: setting "Shared with" users in the new appointment screen

  9. Select the "Facilities" field.

    Facilities can be set in one of the following ways.

    • Search facilities by entering keywords.
    • Select organizations or My groups from the drop-down list, and select recipients or organizations in the list.

    When you select a facility and click the item for facility information details, the screen for facility details list is displayed and you can check the details of the facility information.

    Image of the facility selected for its details
    If you select a facility that requires a usage request, the item to enter the purpose of facility is displayed. Be sure to enter the purpose of usage.
    Once an appointment has been added, the operational administrators of the facility will automatically be notified of the facility usage requests. You can check the processing status on the "Appointment details" screen.
    For details, see Checking the Status of Facility Usage Requests.

  10. To check the availability of attendees and facilities, click the item to check the availability of attendees and facilities in the availability field.

    The screen for confirming appointments is displayed. You can check the availability of attendees and facilities and change the time of the appointment to be planned in the available time slots.
    Confirm Appointment screen
    When you click the item to adjust the appointment, you can check the availability of the attendees and the facilities and add it as a tentative appointment.
    For details, see Adjusting Appointments.

  11. If you want to set up company information, click the item to add the information of the other parties in the "Company Information" field and enter the required information.

    When you click "Route search", you can search the route information for Japanese public transportation and find the information. The "Route search" field may not be displayed, depending on the system administrator settings.
    Image of entering company information

  12. Set the Memo field as necessary.

  13. If necessary, attach files to the "File" field.

    You can also attach files by drag and drop.
    For details, see Using Drag and drop feature.
    Image of attaching files

  14. Set the "Visibility" field.

    The following items can be set.

    • Public:
      Make the appointment visible to all users.
    • Private:
      Only the attendees and "Shared with" users can view the appointment.
    Image of configuring the visibility

  15. Set the "Attendance" field.

    Depending on your system administrator settings, the "Attendance" field may not be displayed.
    When you select the check box for the attendance when you add an appointment, you can ask the attendees to response for the appointment whether to accept it or not.
    For details, see Responding to attendance request.
    Image of requesting the reply on attendance

  16. Confirm your settings and click "Add".

Items on The "New Appointment" Screen
Items Description
On Set the date and time of the appointment.
Subject Set the appointment type and the title of the appointment.
For details on the appointment type, see Setting up Appointment Types.
Attendees Select attendees.
Shared with Select "Shared with" users of an appointment. "Shared with" users cannot be set in all day appointments.
Facilities Select facilities. The facility cannot be set for All day appointments.
Purpose This field is displayed when you have selected any facilities requiring usage requests.
Facilities with the usage requests are available only for regular appointments.
Be sure to enter the purpose of usage.
Availability You can check the availability of attendees and facilities and change the time of the appointment to be planned in the available time slots.
For details, see how to check availability.
When you click the item to adjust the appointment, you can check the availability of the attendees and the facilities and add it as a tentative appointment.
For details, see Adjusting Appointments.
Company information Enter company details such as company name and address.
Memo Enter notes for the appointment.
Attachments Attach a file to an appointment.
For details, see Attaching Files. Depending on your system administrator settings, you may not be able to attach files.
You cannot attach files to repeating appointments.
Visibility Select whether to make the appointment public. It may not be displayed depending on the system administrator settings.
Only creators, attendees, and "Shared with" users can view, edit, or delete private appointments.
All day appointments cannot be set to private.
Attendance You can select whether to request responses for attendance to attendees of an appointment.
For details, see Responding to attendance request. The attendance can only be used for regular appointments.

Adding Regular Appointments Quickly

On the "Scheduler" screen, you can display a pop-up window and quickly add regular appointments.

Steps:
  1. Click the app icon in the header.

  2. Click "Scheduler".

  3. In the "Scheduler" screen, select one of the following screens.

    • Group Day View Screen
    • Group Week View screen
    • Day View Screen
    • Week View Screen
    • Month View Screen
    Scheduler screen

  4. To display the pop-up window, perform the following actions, depending on the screen that you have selected in step 3.

    • When the Group Day view screen is selected:
      Double-click the free time slot or the time period without any appointments.

      Image of a pop-up window on the Group Day view screen

    • When the Group Week view and Month view screens are selected:
      Double-click the empty area of the appointment field.

      Image of a pop-up window on the Group week view screen

      Image of a pop-up window on the Month view screen

    • When the Day view and Week view screens are selected:
      Drag or double-click the empty area of the appointment field.
      The start and end times of an appointment can be specified in 30-minutes by dragging them.
      Selected users, organizations, and facilities are prefilled in the "Attendees" and the "Facilities" fields.

      Image of a pop-up window on the Day view screen

      Image of a pop-up window on the Week view screen

  5. Set the required items.

    You can set the following items on the popup window:

    • Start and end times of the appointment
    • Appointment type and Appointment title
    • Memo
    • Visibility

    To set other items such as attendees and facilities or to check availability of attendees and facilities, click "More settings" on the popup window.

    Image of registration with pop-up window

  6. Confirm your settings and click "Add".

Adding All Day Appointments

Create an appointment with only the start and end dates of an appointment.
The facility cannot be set for All day appointments.

Steps:
  1. Click the app icon in the header.

  2. Click "Scheduler".

  3. On the "Scheduler" screen, click the item to add appointments or the Add icon.

  4. On the "New appointment" screen, select the "All day" tab.

    Image of the all day tab

  5. In the "Date" field, set the start and end dates of the appointment.

    Image of dates configured

  6. Set the required items.

    For details on the settings, see Items on the "New appointment" screen.

  7. Confirm your settings and click "Add".

Adding Repeating Appointments

Create repeating appointments.
Depending on your system administrator settings, the facilities that can be added to the appointment may be limited.

Steps:
  1. Click the app icon in the header.

  2. Click "Scheduler".

  3. On the "Scheduler" screen, click the item to add appointments or the Add icon.

  4. On the "New appointment" screen, select the "Repeating appointment" tab.

    Image of the 'Repeating appointments' tab

  5. Set the "Date" field.

    Set repeating conditions and periods.
    Image of the conditions and period for repeating appointments set

  6. Set the required items.

    For details on the settings, see Items on the "New appointment" screen.

  7. Confirm your settings and click "Add".

Reusing Appointments

You can reuse an existing appointment to create a new appointment.
The tentative appointment cannot be reused.

Steps:
  1. Click the app icon in the header.

  2. Click "Scheduler".

  3. Click the title of the appointment you want to reuse on Scheduler.

  4. Click "Reuse" on the appointment details screen.

    Image of the link for reuse

  5. Set the required items.

    For details on the settings, see Items on the "New appointment" screen.

  6. Confirm your settings and click "Add".