General settings for Scheduler

On the "General Settings" page of scheduler, you can set basic scheduler functions.

Setting up Units of Time to Select When Adding Appointments

Select the units of time in which you can add appointments and reserve facilities.

Image with hourly units set in 10 minutes

Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click System settings.

  3. Select "Application settings" tab.

  4. Click Scheduler.

  5. Click General settings.

  6. In the field for setting the units for appointments on "General settings" screen, select time as the unit.

    The following time units can be set:

    • 5 minutes
    • 10 minutes
    • 15 minutes
    • 30 minutes

  7. Confirm your settings and click Save.

Setting up Repeating Appointment Periods

Set the period in which you can add repeating appointments.

An example of setting the period for repeating appointments "one month":

Image of the period for repeating appointments set to one month

Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click System settings.

  3. Select "Application settings" tab.

  4. Click Scheduler.

  5. Click General settings.

  6. In the field to set the period for repeating appointments in "General Settings" screen, select the period.

    The following period can be set:

    • 1 month
    • 2 months
    • 3 months
    • 4 months
    • 5 months
    • 6 months
    • 1 year

  7. Confirm your settings and click Save.

Allowing Users to Add Private Appointments

Select whether to allow users to add private appointments.
If you allow users to add private appointments, you must also set the default value for visibility of appointments.

What are private appointments?

Only creators, attendees, and "Shared with" users can view, edit, or delete private appointments. Other users cannot view the details of private appointments.
If you allow users to add private appointments in general settings, they can add private appointments.
If you do not allow users to add private appointment, the field does not appear on the appointment screen for users. All appointments will be Public.

Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click System settings.

  3. Select "Application settings" tab.

  4. Click Scheduler.

  5. Click General settings.

  6. In the "Private appointments" field on "General Settings" screen, select "Allow" checkbox.

    Image of setting to add private appointments

  7. Select the default visibility value for appointments.

    The default visibility of appointments can be set only if you allow users to add private appointments.
    The default values that can be set are as follows:

    • Public
    • Private

  8. Confirm your settings and click Save.

Hiding Private Appointments Completely

You can set how private appointments are displayed to users other than creators, attendees, and "Shared with" users.
You can select whether to display the existence of private appointments or hide them completely.

Differences in the Visibility of Private Appointments
  • When the logged-in user is a creator, or set as an attendee/"Shared with" user
    A private icon appears next to the appointment subject. Image in which the private icon is highlighted If the logged-in user is set as a "Shared with" user of a private appointment, the appointment is displayed in the Shared appointment area.
    Screen capture: Private appointment is displayed as a shared appointment

  • When the logged-in user is not a creator, nor set as an attendee/"Shared with" user
    "Private appointment" is displayed at the time of the appointment. The appointment details are not displayed. Image in which the Private appointment is highlighted

    If you enable the "Hide private appointments completely" setting, the information about private appointments is completely hidden. Other users cannot see anything about private appointments. Image in which appointments are not displayed

    If you plan to use a facility, the timeframe for use and the creator of the appointment will be displayed on the facility appointment. Example screen

Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click System settings.

  3. Select "Application settings" tab.

  4. Click Scheduler.

  5. Click General settings.

  6. In "Visibility of private appointments" field on "General settings" screen, select "Hide private appointments completely" checkbox.

  7. Confirm your settings and click Save.

Allowing Users to Specify Organizations/Roles as "Shared with"

You can select whether to allow users to specify organizations or roles for "Shared with" users of appointments.

Image of an appointment in which a role is specified as "Shared with"

To allow users to specify roles for "Shared with", you also need to allow users to use roles.
For details, refer to Role Permissions.

Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click System settings.

  3. Select "Application settings" tab.

  4. Click Scheduler.

  5. Click General settings.

  6. In "Specify organizations/roles for the "Shared with" users" field on "General Settings" screen, select "Allow" checkbox.

  7. Confirm your settings and click Save.

Setting up Notifications to "Shared with" Users

Select whether to send update notifications of an appointment (in which "Shared with" users are specified) to users who are not attendees of the appointment.

Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click System settings.

  3. Select "Application settings" tab.

  4. Click Scheduler.

  5. Click General settings.

  6. In "Notifications to the "Shared with" users" field on "General Settings" screen, select "Do not send notifications to the "Shared with" users" checkbox.

    When the "Do not send notifications to the "Shared with" users" checkbox is selected, the update notifications will be sent to only attendees. The update notifications will not be sent to the users who are listed in the "Shared with" field.

  7. Confirm your settings and click Save.

Displaying Shared Appointments

Select whether to display shared appointments in the Scheduler screen.
Shared appointments are displayed only in users' Scheduler screen.
If you set to display shared appointments in the Scheduler screen, we recommend you to set notifications to the "Shared with" users.

  • To display shared appointments in the Scheduler screen:
    Shared appointments are displayed in the logged-in user's Scheduler screen. Screen capture: Shared appointment is displayed on the Scheduler screen
  • Not to display shared appointments in the Scheduler screen:
    Shared appointments are not displayed in the logged-in user's Scheduler screen. Screen capture: Shared appointment is not displayed on the Scheduler screen
Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click System settings.

  3. Select "Application settings" tab.

  4. Click Scheduler.

  5. Click General settings.

  6. In the "Shared appointments" field on the "General settings" screen, select the "Show in the Scheduler screen" checkbox.

  7. Confirm your settings and click Save.

Adding Default "Shared with" Automatically

Configure whether to automatically populate the "Shared with" field with the default value of the "shared with" users when you add an appointment.
For the default values of the "shared with" users, refer to Setting Up Default Shared with Users in Appointments. Screenshot: The default values of Shared with users are configured for "Shared with" field

Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click System settings.

  3. Select "Application settings" tab.

  4. Click Scheduler.

  5. Click General settings.

  6. In the "Auto-adding default "Shared with"" option on the "General settings" screen, select the "Add default "Shared with" users automatically when adding an appointment" checkbox.

  7. Confirm your settings and click Save.

Displaying Organization's Appointments

If you make the organization's appointments visible, you can select the organization as an attendee. Screen capture: An organization is configured as an attendee. Appointments selected and registered with organizations as their attendees can be displayed as those organizations' appointments in the Scheduler screen. Screen capture: An organization's appointments are shown.

Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click System settings.

  3. Select "Application settings" tab.

  4. Click Scheduler.

  5. Click General settings.

  6. On the "General Settings" page, select "Show" checkbox for showing appointments of the department.

  7. Confirm your settings and click Save.

Showing Holidays

Select whether to display holidays in the scheduler.

Image displaying holidays

Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click System settings.

  3. Select "Application settings" tab.

  4. Click Scheduler.

  5. Click General settings.

  6. In the "Holidays" item on "General settings" screen, select "Show" checkbox.

  7. Confirm your settings and click Save.

Showing All Facilities

Set whether to show "All facilities" as a selection in the dropdown list where users select facilities.

Image of showing "all facilities" and hiding it

Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click System settings.

  3. Select "Application settings" tab.

  4. Click Scheduler.

  5. Click General settings.

  6. On "General settings" screen, select "Show" checkbox to show "Visibility of "All facilities"".

  7. Confirm your settings and click Save.

Showing Facility Names

Set whether to show subjects of appointments with facility names.

Image with the facility name

Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click System settings.

  3. Select "Application settings" tab.

  4. Click Scheduler.

  5. Click General settings.

  6. In the "Visibility of facility names" field on "General Settings" screen, select the "Show before/after the subject of appointments" checkbox.

  7. Select the position for the facility name.

    The available positions are as follows:

    • Before the subject
    • After the subject

  8. Confirm your settings and click Save.

Allowing Drag and Drop to Move Appointments

Set whether to allow users to move appointments using drag and drop feature.
The screens and portlets support drag and drop for appointments are as follows:

  • Day View Screen
  • Week View Screen
  • Scheduler (Day View) Portlet
  • Scheduler (Week View) portlet
Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click System settings.

  3. Select "Application settings" tab.

  4. Click Scheduler.

  5. Click General settings.

  6. On "General settings" screen, select "Allow" checkbox for the "Use drag and drop" field.

  7. Confirm your settings and click Save.

    If necessary, tell the users that now they can move appointments by dragging and dropping them.
    If your system administrator allows you to use drag and drop, the "Display settings" screen in Scheduler on the Personal settings shows the "Drag and drop" field.
    For details, refer to the topic to use dragging and dropping to move appointment.

Allowing to Attach Files to Appointments

Set whether to allow users to attach files to appointments. If you allow it, users can attach files to appointments on "New appointment" screen or the screen to modify appointments.
However, the following screens cannot be used to attach files:

  • Repeating appointments
  • Tentative appointments
  • New appointment screen using appointment adjustment

If you change the setting for usage of file attachment function from allow to prohibit, attachments are hidden but the attached files remain unchanged.
When you restore the function, the attached file are displayed again.

Image of file attachments whey they are allowed or prohibited

Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click System settings.

  3. Select "Application settings" tab.

  4. Click Scheduler.

  5. Click General settings.

  6. In the field to attach files on "General Settings" screen, select "Allow" checkbox.

  7. Confirm your settings and click Save.

Allowing Users to Use the Attendance Feature

Select whether to allow users to use the attendance feature.
The response request feature allows users to check attendance of attendees of an appointment. It is available only for regular appointments.
When you allow users to use the attendance feature, "Request responses" checkbox appears on "New appointment" screen or the "Edit appointment" screen. By selecting the checkbox, you can ask the attendees to response for the appointment whether to accept it or not.
Users can check their appointments with response requests that they are invited as attendees, and the response status for the appointments with response requests they have created in a list form.

Image with attendance

Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click System settings.

  3. Select "Application settings" tab.

  4. Click Scheduler.

  5. Click General settings.

  6. On "General Settings" screen, select "Allow" checkbox in "Attendance" field.

  7. If you want to enable the initial setting for "Request responses" in "Attendance" field on "New appointment" screen, select the checkbox for "Request responses".

  8. Confirm your settings and click "Save".