Adjusting Appointments

You can check the availability of the attendees and facilities before the appointment is added or when the appointment is added.
On the Day View and Week View pages of an appointment, you can view the appointments of selected users, organizations, and facilities.
You can add an appointment while checking the availability of users and facilities.

Checking on the Availability

You can add an appointment by checking the availability of the attendees and facilities.

Checking on the Availability on Day View or Week View Screen

On the Day View and Week View pages of an appointment, you can view the appointments of multiple users, organizations, and facilities together. You can easily find the available time.

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

  2. Click "Scheduler".

  3. On the Scheduler screen, select Day view or Week view.

  4. Specify the user, organization, or facility for which you want to display appointments.

    You can set up to 20 users, organizations, and facilities.
    Image of users, organizations, or facilities to view appointments
    a): You can select a user, organization, group, or facility group to display an appointment.
    b): Click the "Add a user or a facility" icon to search for users, organizations, or facilities for which you want to display appointments.

  5. Check the availability.

    The regular appointments of users, organizations, and facilities are displayed using colors for each user.
    The color of the user helps you to distinguish the user the appointments belong.
    When any of the specified users, organizations, or facilities have appointments, those slots are shaded.
    You can add a new appointment of the selected users, organizations, and facilities by dragging the time period. For details, see Quickly Adding Regular Appointments.
    An example of a screen confirming the availability

Checking on the Availability on the "Add Appointment" or "Edit Appointment" Screen

You can check the availability of attendees and facilities on the "New appointment" screen or the change appointment screen.

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

  2. Click "Scheduler".

  3. Displays the "New appointment" or change appointment screen.

    For details, see the following page:
    New appointment
    Changing Appointments

  4. Select attendees and facilities.

  5. Click the item to check the availability of attendees and facilities.

    The screen for confirming appointments is displayed in a new window.
    Image of the link to check the availability of attendees and facilities enclosed in a red frame

  6. On the screen for confirming appointments, check the availability of the attendees and facilities of the appointment.

    The non-working hours of users are grayed out.

  7. Select the time you want to add an appointment from the drop-down list, and click the item to apply it to the current appointment.

    The confirmation screen is closed and the selected date and time is applied to the "New appointment" screen or the "Change appointment" screen.
    Confirm Appointment screen

  8. On the "New appointment" screen, or on the Change appointment screen, confirm that the time that you selected in step 6 is applied to the appointment date, and set the required items.

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

  9. Confirm the settings and click "Save" on the "New appointment" screen, and on the "Change appointment" screen.

Adjusting Appointments

You can set conditions such as attendee, facility, and duration of an appointment, and search the available time based on those conditions.
You can add an appointment to the most convenient date and time in the search results.
When a tentative appointment is added, the subscribers can present multiple suggestions and the attendees can fix the date and time.

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

  2. Click "Scheduler".

  3. On the "Scheduler" screen, click the item for adjusting appointments.

  4. On the screen for adjusting appointments (select users/facilities), select attendees and facilities, and then click the item to enter conditions.

    You can also select users and facilities who are allowed to view the appointment by the system administrator.

  5. On the screen for adjusting appointments (enter conditions), set the required items, and then click "the item to search for available time.

    Adjust appointment (enter conditions) screen

    • Date Suggestions:
      Select the candidates of dates for the appointment. You can set up to five suggestions.
    • Time Suggestions:
      Set the time period and the duration of the appointment for availability search.
    • Facility conditions:
      Select whether to use only one of the facilities selected in step 4, or use all facilities.

  6. On the "Search Results" screen, set the required items.

    Search results screen

    • Date and time suggestions:
      Select the date and time you want to add an appointment. Clicking the item to show the next and previous appointments, the next and previous appointments for the attendees and facilities selected in step 4 are displayed.
    • Subject:
      Set the title of the appointment.
    • Visibility:
      Select whether to make the appointment public.
    • Company information:
      You can add company information, such as destinations for visiting and a business trip.
    • How to add:
      • When the check box to add as a tentative appointment is selected, a tentative appointment is created for the selected time period.
      • When you deselect the check box to add as a tentative appointment, a regular appointment is created for the selected time period instead of a tentative appointment.

    To change the conditions again, click "Back to Previous Page".

  7. Confirm your settings and click "Add".

Finalizing Tentative Appointments

Confirm the date and time of the tentative appointment.
The fixed appointment cannot be reverted to be a tentative appointment.

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

  2. Click "Scheduler".

  3. On the "Scheduler" screen, click the title of the tentative appointment you want to confirm.

    The title of the tentative appointment is displayed in green characters.

  4. On the Appointment details screen, click "Set" for the date and time suggestions you want to confirm.

    This is reflected in all attendees' appointments.
    Image showing the Confirm button surrounded by the red rectangle box