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

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
   

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.

     

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

     

     

   • 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.

     

     

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.

   

6. Confirm your settings and click "Add".

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 icon.

   

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

   

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 , 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.
   
   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.
   

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.
   • Selectusers and organizations by clicking the icon to select from all organizations.

   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.

   

8. 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.

   
   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 for the facility usage request on the appointment details screen.

9. 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.
   
   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.

10. 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.
    

11. Set the Memo field as necessary.

12. 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.
    

13. Set the "Visibility" field.

    The following items can be set.

    • Public:
      Make the appointment visible to all users.
    • Private:
      Only the attendees of the appointment can view it.
    • Set private watchers:
      Only the attendees and the users/organizations/roles that are set under the "Watchers" field for the appointments can view the private appointments.
    

14. 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.
    

15. Confirm your settings and click "Add".

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 icon.

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

   

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

   

6. Set the required items.

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

7. Confirm your settings and click "Add".

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 icon.

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

   

5. Set the "Date" field.

   Set repeating conditions and periods.

   

6. Set the required items.

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

7. Confirm your settings and click "Add".

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.

   

5. Set the required items.

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

6. Confirm your settings and click "Add".